Scanning barcodes

  1. On the Home ribbon, click Read Barcodes
  2. Select the appropriate barcode scanner from the barcode scanner list and click OK.

    The Read Barcode Scanner dialogue box appears.

    Fill in the following details:

    • Only report Barcode Scanner contents (Prevents any updates) - select if you do not want to update Content Manager with the scanned labels.

      You may want to first view the contents of the download in the activity log.

      If you discover that there are some invalid labels, you may want to select the option Ignore Invalid Labels below.

      If some labels are missing, you may want to re-scan the labels before downloading again.

    • Ignore Invalid Labels - select for Content Manager to ignore non-Content Manager or corrupted labels that may have been scanned.

      See About Ignore Invalid Labels.

    • Census - select if the download is part of a census and you do not want to update the last activity date of records because this will alter the retention dates calculated by Retention Schedules that are applied to records
    • Enclose Record when updating Container? - encloses the record in its container
    • Set Assignee when setting Home? - sets the Assignee Location to the Home Location.

      Use this option when starting a census within the Space management system.

    • Complete current Action when setting Assignee? - select to sign off a current Action when moving it to a new Assignee
    • Complete current Action when setting Home? - select to sign off a current Action when moving it to its Home Location
    • Complete current Action when updating Container? - select to complete the current Action of records that are being enclosed within their containers
  3. Click OK.

    When using a scanner, a dialogue box appears, showing the barcodes being downloaded.

  4. Begin the download of scanned labels

  5. If you are using an on-line scanner, begin scanning the appropriate labels

    NOTE: If you do not have Can Use access to a particular Location, you will not be able to change the record's Assignee Location using a barcode scanner.

    TIP: It is advisable to always view the activity log when downloading barcodes.

    This will enable you to see the download function while processing and you will be able to see and rectify any problems as they occur - for example, if a barcode is scanned and moves a different record than expected, you can either re-scan or manually relocate the record.

    This may occur when barcodes have been read incorrectly due to old barcodes, badly printed barcodes, etc.

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