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FAQs

At EZOfficeInventory, we are committed to providing an unmatched support experience. Here’s how to get in touch:

  1. Emailsupport@ezofficeinventory.com
  2. Bloghttps://blog.ezofficeinventory.com – great place to start off and read about our existing and upcoming features
  3. Feature Requesthttp://ezofficeinventory.uservoice.com – we want our community to be involved in helping us define the product roadmap. Placing feature requests here allow for others to view and vote on them

FAQs of EZOfficeInventory are listed below

Asset Labels / Tags

How can I use my own serial numbers in EZOfficeInventory?

EZOfficeInventory assigns an Item # to every item that you add to your account. This can also be referred to as the Asset # and Inventory #, depending on the context. The first item that gets added is #1, the second is #2, and so on.

We’ve also designed a special field called Asset Identification Number (AIN) for businesses who have their own sequence numbers. To enable this, go to Settings –> Advanced Settings –> AIN Options –> Use Asset Identification Number (AIN).

AIN Options

With this option enabled, you can select the checkbox to ‘Make Asset Identification Number (AIN) Mandatory’ to ensure users cannot create or edit items without a primary identifier. This will ensure all items have a serial number associated with them at all times.

Note: You must ensure all existing items have an AIN associated with them, or you will be unable to enable the option to make AINs mandatory:

Some key features of AINs are below:

  • AINs are unique to every item.
  • You can type in @ followed by an AIN in the Search Bar to go directly to the details of the relevant item and take necessary actions.
  • AINs can be used in Barcoding (Read More).
  • Your item listing can be customized to show AINs instead of the Item #.
  • Items are also referenced by their AIN in all alert emails.

If you have more than one serial number to refer to an item, you can always add a text field custom field (under More –> Custom Fields –> Items –> Add Custom Field). These custom attributes also appear in the search results.

You might find it helpful to read about scanning existing barcodes using the mobile app.

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How do I print display pictures of items on the Print Labels?

You can choose to print labels with pictures. When designing a label (Settings –> Print Label OR More –> Printout Templates), include all necessary information from the design elements given with the canvas. Don’t forget to include ‘Display Picture’!

DP

Here’s one we made on a demo account: Labels with Display Pictures

This can also work as a neat report with Display Pictures of all your items!

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Can I print Item Tags or Labels before adding items to EZOfficeInventory?

Labels can only be generated if an item exists in our system. If you need the labels printed beforehand, an easy workaround is to create placeholders.

For QR-Coded labels:

Add an asset named ‘Placeholder’, then Clone it to make more copies. Note that you can make 25 copies in one go.

OR

Use the excel import. To import 1000 Placeholders at a time, use an excel sheet and fill a column that just says Placeholder. Here is an excel file that you can use for 100 placeholders. You can drag a row in excel to create more.
Placeholders Excel Sheet.

For Barcoded labels:

Record the serial numbers of each item beforehand into an excel sheet. Import the excel sheet, mapping the serial numbers onto the Identification Number.
Placeholders excel sheet example, using barcodes.

If you want Placeholder items to be hidden from your users, you can retire them. When attaching the label, unretire them (Actions -> Activate) and update the details to match the asset.

Further information:

See how to export data for commercial printing

How to import Items from Excel to EZOfficeInventory

QR-Code vs. Barcode – Issues, Practices, and Recommendations

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How can I get all my Print Label data in an excel sheet?

You can use EZOfficeInventory to print professional labels (Learn More). However, if you’d like to go for commercial printing, you may need to hand over the Print Label data to your printing service. This option is available in Settings –> Print Label –> Export Print Label Data For Commercial Printing.

commerical

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How do I scan in existing barcodes?

If you already have barcodes on your items, you can simply scan them into EZOfficeInventory. The barcodes are stored in the Identification Number field.

1) Get the EZOfficeInventory mobile app on your iPhone/iPad or Android device.
2) When editing/adding an item on mobile, touch the camera icon by the Identification Number field.
3) The camera scanner comes up and you can scan in the barcode to populate the Identification Number field.

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Which label papers & printers does EZOfficeInventory recommend, and where can I get them?

If you just want to print a bunch of labels, you can head to your local Staples store and buy an Avery pack of stickies.

If you want to print labels one-by-one, you can get your hands on a dedicated printer such as Zebra, Brother or Dymo. You can also explore our comprehensive Hardware Recommendations List to learn about the various printers and scanners we trust.

As an important tip, make sure the minimum dimension recommendations for labels are followed.

  • 1″ by 1″ for QR codes
  • 0.5″ height for barcodes

Relevant articles:

The EZOfficeInventory Print Labels Knowledgebase
How to print on dedicated label printers
Using the Label Designer and third party (Avery) labels
QR code vs. Barcode – Best practices and recommendations

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Is it possible to generate QR codes before assigning them to the actual assets?

Yes, you can generate QR codes in advance. Follow these steps:

  1. Create (placeholder) assets and populate any fields that you may require.

  2. Generate QR codes for them and even print labels for the assets in advance.
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Can I generate URLs for the QR codes without going through EZOffice?

Our system generates secure tokens as part of the QR codes to ensure data security and validate scans. You must use EZOfficeInventory generated QR codes to ensure compatibility.

 

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Can I print multiple asset labels on the same page?

You’ll need to disable single-click printing. To do this, go to Notification Bell –> Print Queue on the top right.

  1. Uncheck ‘Enable single-step printing’.
  2. Print labels without single-step printing by:
    2.1. Click on ‘print label for an asset’, which will add it to the print queue.
    2.2. Click on Notification Bell –> ‘Print Queue’.
    2.3. Click the ‘Print All’ button.
    2.4. Click the ‘Print Queue’ link in the top right again. You should see a link to download the print label on the right side in the ‘recently printed’ section. You may need to refresh the webpage in case the process takes a bit longer.

Learn more on how to print labels for items that are spread across different pages.

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Will we be forced to switch to QRCodes if we currently use custom barcodes? What’s the easiest way to enter barcode information?

We recommend QR Codes since they have a richer data representation capability – we actually expect them to replace bar codes as a standard in the future! However, we fully support legacy barcodes as well. If you chose to go with barcodes, it is mandatory that you enter the barcode’s numeric value in the Asset Identification Number (AIN) slot. Using our mobile app, you can scan the barcode value directly into the AIN instead of entering it manually.

Alternatively, you can also generate barcodes from EZOfficeInventory if the relevant items have AIN associated with them (More on Label Designing).

Please note that only the QR Codes generated through EZOfficeInventory are compatible.

Learn more on how to scan existing barcodes using the Mobile App.

 

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What are the recommended dimensions of asset label? What could be the maximum and minimum size?

Your asset label size and material will be determined by the size, type and use of your assets. Smaller assets like wireless mice may need compact labels whereas a power drill used in construction projects may need larger, more robust and weather resistant label.

We also have extensive documentation that covers label printing best practices and hardware recommendations. Explore these here:

The EZOfficeInventory Print Labels Knowledgebase
How to print on dedicated label printers
Using the Label Designer and third party (Avery) labels
QR code vs. Barcode – Best practices and recommendations

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What is the Identification Number of an item?

Identification Number field is available with all items (Assets, Asset Stock, and Inventory). This is not a mandatory field but can be used as an alternative to Asset Numbers. You can use Identification Numbers to design your own intuitive item identifiers. Here is everything you can do with Identification Numbers:

1. Record your own unique Serial Number

EZOfficeInventory gives you an Asset # (or Asset Stock # or Inventory #) which can be used to uniquely identify an item. It’s a simple number which is auto-incremented as you add items e.g. the first asset you add is Asset #1, the second is Asset #2 and so on. However, if you want to have your own serial numbers such as CAR-001, Macbook-Air-49585, BioLob-134, use this field to record them.

2. Link your existing barcodes

If you have existing barcodes, use this field to link them to EZOfficeInventory items. If you have lab equipment and your microscope already has the barcode: ABC123. You can enter ABC123 in the relevant asset’s Identification Number to link the barcode. You can then use our mobile app or a barcode scanning hardware to scan your microscope. This will pull up the relevant details so you can take your required actions.

3. Create barcodes 

You can print both QR code and barcode labels. Barcodes are generated from Identification Numbers. Make sure to edit/create a printout template to include barcodes Do this by going to More –> Print Label –> Add/Edit. From here, drop the Barcode element on to the designing canvas. If an item doesn’t have an Identification Number, its barcode can’t be created.

Note: We also refer to Identification Number as AIN (Asset Identification Number).

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How do I create really small barcodes to attach to small tools

1. Only use numbers ie 0001 instead of alpha-numberics like AB0001, as they’re easier to read

2. Keep the size of the digits in the barcode minimal ie if you only have 10,000 items, use 4 digits

3. Use an external barcode reader instead of our mobile app, as they’ll use more efficient laser reading instead of our optical libraries eg Zebra or Honeywell scanners that support HID (most do). Get a bluetooth one if you’d like to integrate with our mobile app or USB based if you’d like to use a laptop/desktop

4. Experiment with a piece of paper and a laser printer! You can use our Print Label designer to keep reducing the size. Be sure to add the barcode value into the asset AIN field.

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