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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. Bloghttp://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

Printing Labels

Label print outs are slightly off from what the pdf shows

If you’re using Google Chrome or Firefox, the labels PDF can be directly opened in the browser from Notification Bell –> Print Queue –> Recently Printed Labels. We recommend printing from here instead of printing from a separate PDF reader which can skew the measurements.
When printing labels from a PDF reader, make sure that the printer settings are not contorting the sizes. Verify the following:
  • In page setup, the scale is 100.
  • In page handling, there is no ‘page scaling’ (It should not be ‘Shrink to Printable Area’ or ‘Fit to Printable Area’).
  • In page handling, ‘Auto Rotate and Center’ is unchecked. Also, ‘select page using document size’ is unchecked. 
These specifications might be differently worded in your print settings (depends on your computer and printer) when you print a document. The gist is to have: scale of 100, no shrinking or fitting to print area, and no auto rotate or center.
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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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I want to print labels for items that are spread across different pages

To print labels for items that are spread across different pages, either click ‘Print Label’ from an item details page or select multiple items from the listing page and click ‘Print Label’ in Actions. This will help you collect labels for all these items in the Print Queue page (which can be accessed from the Notifications bell).

Once done, you can click ‘Print All’ and an email will be sent with a PDF attachment of all the labels (Note: Enable ‘Email Print Labels’ alert in More > Alerts to receive this email).

Please note that for the above to work out, disable ‘Single Step Printing’ in Print Queue page. This setting restricts you to send item labels in Print Queue one by one or in bulk. It generates the PDF version right away if ‘Print label’ is clicked.

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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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What’s the process for commercial printing?

You can use EZOfficeInventory to print professional labels. However, if you’d like to go for commercial printing, you may need to handover the Print Label Data to your printing service. Here’s a quick step-by-step process to go about it.

  1. Find a reliable printing vendor who can deliver/ship samples and labels to you.
  2. Export your print label data in CSV from Settings –> Print Label –-> Export Print Label Data For Commercial Printing OR from More –> Printout Templates.
  3. If you have a logo on your labels, hand over this image separately.
  4. The print label data is only for existing items in your account. However, you can pre-provision the future items, if you like.
  5. Ask your vendors for free samples before confirming the order. These samples should be from the actual data that you provided them.
  6. Scan the sample QR Codes/Barcodes using EZOfficeInventory mobile app on your iPhone/iPad/Android Device to verify that they can be easily scanned
  7. Do inspect the samples for durability.
  8. Once everything looks good, place your order.

Additionally, you can see how to export data to an excel sheet.

Related Articles:

The EZOfficeInventory Print Labels Knowledge Base
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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Can I use a barcode scanner (optionally with: bluetooth / mobile / iOS / Android)

Yes you can. The only condition is it must be HID compatible and programmable (to add ‘@’ sign before and after the scan). You will want to enable Settings -> AddOns-> Hardware Integration for optimizing the behavior although the scanner can work without it as well.

To use the scanner with the mobile app

Configure the scanner to place an ‘@’ sign before and after the scan result. Enable the Settings -> Add-Ons -> Barcode Scanner option in EZOfficeInventory. Then pair the scanner with your device and open our mobile app. Click the main menu button and touch the ‘Use External Scanner’ button, and starting using the scanner to scan!

To use the scanner with the browser

You’ll want to enable the Settings -> AddOns -> Cart. Then configure the scanner to place an ‘@’ sign before and after the scan eg, for barcode 1234, it should return @1234@. Now you’re ready to start using the scanner. To look up a single item, click the search textfield, scan the barcode and then click the search icon.

Or to pull up multiple items, go to Cart, click the Add Items textfield, and then start scanning the barcodes of items. Once done click Add.

Learn more about setting up and using Barcode scanners in the mobile app here.

NOTE:

  1. http://www.amazon.com/gp/product/B00MQN65GM
  2. https://www.zebra.com/gb/en/products/scanners/companion-scanners/cs4070.html
  3. http://www.amazon.com/Generic-CS4070-HC0000BZMWW-CS4070-HC-Companion-Scanner/dp/B00QUEEBLO

 

 

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We are a commercial printing service. How do we print labels for our customers who use EZOfficeInventory?

EZOfficeInventory has a built-in Label Designer (Learn More). Corporate customers mostly opt for commercial printing, and they might handover the Print Label data to your printing service. Here is a quick step-by-step process to go about it.

1) Ask the EZOfficeInventory user to export Print Label Data in a CSV. It can be accessed from More →  Settings → Print Label Templates → Export Print Label Data For Commercial Printing (more details here). If they want a logo on the labels, ask them for the logo image separately. If the CSV does not contain a data point, ask the user to first select a default print label template that contains all the required information.Capture

2) This option asks the user to choose a template. The template should have the data points needed on the Print Label. For example, if Item Name, Item Group, QR Code and Barcode is required, these 4 elements/data points should be in the template. QR Code links are under the QR code column. Barcodes sequence is in the Barcode column.

3) The print label data is only for existing items in the EZOfficeInventory account. However, future items can be pre-provisioned, if needed. Here is how to go about it.

4) Both Barcodes and QR Codes are supported in EZOfficeInventory.

  • Barcodes are set up as Identification Numbers with the items. An Identification Number is essentially the barcode sequence.
  • QR Codes are the URL links to the detail pages of items in EZOfficeInventory and are much more powerful than barcodes.

5) Send free samples before confirming the order. These samples should be from the actual data provided by the customer.

5) Scan the sample QR Codes/Barcodes using EZOfficeInventory mobile app on your iPhone/iPad/Android Device to verify that they can be easily scanned. You can also use these third-party apps: iPhone/iPad, Android Device

6) Other factors such as durability, label environment, and materials they will be used on should also be considered.

7) Barcodes and QR Codes should be printed in high contrast (dark color code with light background). QR Code or Barcode in black with white background is highly recommended as this combination enhances label readability.

8) We recommend the barcode to be at least 0.5″ in height, and QR Codes to be 1″x1″. The bigger the labels and fewer the encoded characters, the easier it is for our apps to pick them up through the mobile camera. Barcodes should preferably be Code 128.

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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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How to print on dedicated label printers (brothers, dymo etc.)

There are two ways to go about it.
a) You can design the labels in the printers’ utility using the EZOfficeInventory data.
b) You can directly print from EZOfficeInventry.

Printing via Utility

  1. Make sure that the printer utility can take CSV/excel as an input for the data points to print
  2. Export the data points to print from EZOfficeInventory. The option is available in More → Printout Templates → Export print label data for commercial printing. 
  3. Use the exported excel file to print through the utility.

Printing directly from EZOfficeInventory

  1. Figure out the label ribbon width, and label size
  2. Add a print label template from More –> Printout Template.
  3. Clear the canvas from the end of the page.
  4. Label size should be equal to the label size from step 1.
  5. In Page Size, choose ‘Custom Size’
  6. The custom size should ALSO be equal to the label size from step 1.
  7. Design the label and save the template.
  8. Print labels on this template.
    PDFs (EZOfficeInventory generates PDFs with labels on them) will have pages equal to the label size of your ribbon. Essentially every page in the PDF document will be a label.
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