Using an Idencia Compatible Scanner, scan an RFID tag or Optical Barcode that contains the serial number
Using the camera on your mobile device, scan an Optical Barcode or QR Code that contains the serial number
Manually enter (type in) a serial number
Allow the Idencia application to auto-generate a serial number

All four serial number entry methods are accessed by tapping the Scan Tag button on the Idencia Home screen.

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If you have the Free-form Serial Numbers setting turned on, selecting the Scan Tag button from the Home screen will display a Serial Number entry screen that looks like this:

Screenshot_20210114-145755 (1)

NOTE: This is the most common setting and what most users will experience. If you have the Free-form Serial Numbers setting turned OFF, serial numbers will be auto-generated and the Select Item Type screen shown below will be displayed. See How do I configure my Idencia mobile app? for additional information about this setting.

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Scanning a Single Serial Number

Scan a Single RFID tag or Barcode Using a Handheld Scanning Device

Make sure your scanner is properly connected

Scanner Setup and Pairing Guides
Downloadable Scanner Guides & Resources
Tap Scan Tag
Scan the RFID tag or Barcode

Scan a Single Barcode or QR Code Using the Camera on Your Mobile Device

Tap Scan Tag
Tap the Scanner Icon () in the upper right-hand corner of the screen
If prompted, provide Idencia with permission to access your mobile device camera
Aim your device at the barcode or QR code you wish to scan

Manually Enter a Single Serial Number

Tap Scan Tag
Tap in the Serial Number field (where it says "Scan or enter s/n")
Type in the Item's Serial Number using the keyboard

Auto-generate a Single Serial Number

Tap Scan Tag
Check the "Auto-generate" box

A serial number will be auto-generated for you. Auto-generated serial numbers will be in the following format: yyyymmddxxxxxxxx

yyyy = Current Year
mm = Current Month
dd = Current Day
xxxxxxxx = Randomly generated, unique number

Scanning Multiple Serial Numbers

Scan Multiple RFID Tags or Optical Barcode Serial Numbers Using a Handheld Scanning Device

If you wish to scan multiple tags, activate the Scan Multiple Tags checkbox. The multi-scan feature will allow you to run a process against multiple items all at the same time. One set of values will be captured and applied to all of the scanned items.

NOTE: Multi-scan mode is only available when scanning tags. You cannot combine multi-scan mode with auto-generating or manually entering serial numbers. Multi-scan mode is also limited to items with no incomplete process. If an item has an incomplete process, that item cannot be included in a multi-scan process, even if the incomplete process was originally started in multi-scan mode.

Tap Scan Tag
Check the Scan Multiple Tags box
Begin scanning RFID tags or Barcodes.

Each scanned serial number will appear on the screen and will increase the Tags Scanned counter at the bottom of the screen.
After all Serial Number(s) have been scanned, tap the Next button to continue.

If presented with a popup message explaining that a combination of New and Existing Items were scanned, see the Choosing Whether to Work with New or Existing Items section below.

Scan Multiple Optical Barcode or QR Code Serial Numbers Using Your Mobile Device Camera

Tap Scan Tag
Check the Scan Multiple Tags checkbox box at the bottom of the screen
Tap the Scanner Icon () in the upper right-hand corner of the screen
NOTE: If prompted, provide Idencia with permission to access your mobile device camera. This action will only have to be taken once.
Aim your device at the barcode or QR code you wish to scan
The scanned item will be added to the list of scanned items
Repeat steps 3 through 6 until all items have been scanned

Each scanned serial number will appear on the screen and will increase the Tags Scanned counter at the bottom of the screen.
After all Serial Number(s) have been scanned, tap the Next button to continue.

If presented with a popup message explaining that a combination of New and Existing Items were scanned, see the Choosing Whether to Work with New or Existing Items section below.

Choosing Whether to Work with New or Existing Items

After scanning or entering your serial number(s), the application will determine whether the item(s) are New or Existing. If the items are new, then information like the Item's Item Type or the Job to which the item should be assigned will need to be collected. The Select Item Type or Job screen will be displayed. If the Item already exists, the Item Type and Job information will be known and the Select Item Type or Job screen will be skipped.

If multiple tags or barcodes were scanned and include a combination of new and existing tags, you will be presented with a popup message explaining that the scanned items contain a combination of new and existing items. Because you can only work with one type of item at a time (New or Existing), you will be forced to choose. If you choose to work with "New" items, the existing items will be removed from the list and the Select Item Type of Job screen will be displayed. If you choose to work with "Existing" items, the new items will be removed from the list and the application will display the Select New Process or Process Steps screen will be displayed.

Working with New items

If the scanned, entered, or auto-generated serial number(s) are new (they do not exist in the Idencia mobile application's database), the Select Item Type or Job screen will be displayed. In this screen, you will associate the item(s) with an Item Type and/or Job.

If the item(s) will be stock items, select the Item Type you wish to use from the ITEM TYPES tab.
If the item(s) will be included in a Job, select the Job from the JOBS tab.
If you chose to add the item(s) to a Job, the Select Item Type screen will appear next. Select from the list of Custom Item Types available in the Job.
After an Item Type is selected, you will be shown a Confirmation screen. Verify that the Serial Number, Job (if applicable) and Item Type are correct, then press the Next button to continue.

If the Item Type selected has no Default Process, a record for the Item will be created in the mobile database and you will be returned to the Home screen. The mobile database will then sync the new Item to the cloud database where it can be viewed in the Management Portal.

If there is a Default Process defined for the Item Type, you will be presented with the first Steps of the first Phase of the Default Process. Once all of the Steps in the first Phase are complete, you will have the option to continue to the next Phase (if there is one) or return to the Home screen. Once you have returned to the Home screen, your new item and completed steps will be synced to the cloud database where they can be viewed in the Management Portal.

See the Understanding the Process Navigation Buttons section of this article to learn how to save your progress but leave the process incomplete, complete the process, or cancel the process all together.

Click here to review Process configuration options and how they affect the way Phases & Steps are presented on the mobile application.

See the Understanding Default Values in the Mobile Application knowledge article to see how current Item custom property values and process configuration information affect the default values each time a process is run.

Working With Existing Items

If the scanned, entered, or auto-generated serial number(s) already exist in the Idencia mobile application's database, the Select New Process screen will be displayed.

NOTE: Existing items with incomplete processes cannot be accessed via multi-scan mode. Items with incomplete processes can only be access via the View Items list, or via scanning individually.

Using the View Items Lists

If you do not have the RFID tag or Barcode available to scan, or do not wish to type in the Serial Number you can select the Serial Number from a list of Existing Items.

Tap the View Items button from the Home screen.

Tapping the View Items button will display the Items List screen with two tabs: INCOMPLETE and ALL.

The INCOMPLETE tab will display the list of Items that have incomplete processes.
The ALL tab will display all of the items downloaded to the mobile database.

The following information will be displayed for each item:

- The Item Type and Number
- The Item Serial Number
- The current Incomplete Phase for the Item (on the Incomplete list only)
- The Date and Time of Creation for the Item
- A red exclamation icon () if the item includes a failed process step

Filtering the View Items List

There will be times when the list of Items being displayed is very long. You can filter the list to display only Items created by a specific user. Click the Filter icon and a list of Users will be displayed.

Select a User from the list. The Items list will be filtered based on the selected User.
Selecting an Item from either list will automatically start any unfinished process at the first incomplete step. If the selected Item does not have an incomplete process, the Select a Process list will be displayed.

Cancelling a Process

To cancel a process:

Tap the three dot menu () in the upper right corner of the screen
Tap Cancel

If the Serial Number that was entered (or scanned) is a New Item, the Item will also be discarded. A confirmation message will be displayed.

If the Serial Number that was entered/selected (or scanned) is an Existing Item, only the Process details captured so far will be discarded. A confirmation message will be displayed.

Viewing Item Details

To view the Item information in the Management Portal:

Tap the three dot menu () in the upper right corner of the screen
Tap Item Details

The Management Portal will open within the Mobile Application and the Item Details screen will be displayed for the selected item. This is particularly useful when shop drawings and other design information are available for the Item in the Management Portal. The user will have the ability to navigate within the Management Portal by clicking the menu icon (circled below) and will have permissions to make updates as if they had logged into the Management Portal via an internet browser window.

This icon is only available when working with an Existing Item. In the example below, the item is a part of a Job. Tapping the 'Back' icon (circled below) will return the user to where they left off in the Mobile Application.

Viewing Item Type Information

To view any documents, like design drawings, that may be attached to the Item's Item Type:

Tap the three dot menu () in the upper right corner of the screen
Tap Information

If a document or document library has been attached to the Item Type in the Management Portal, the document will open within the Mobile Application, the Information menu option will open the document or document library from within the Mobile App. If you use Adobe Acrobat Cloud to store your PDF documents and drawings, Idencia now includes Adobe Acrobat integration, allowing you to markup documents and drawings right within the app!

Process Execution Buttons

Next Button

The Next button is used to complete the current phase. In a single phase process, tapping Next will complete the process. In a multiphase process, tapping Next will complete the phase and move on to the next phase. There is no Back button. Tapping next will permanently complete the current phase.

Finish Later Button

The Finish Later button is used to save your current progress and exit the process. Tapping Finish Later will leave the process incomplete so that information can be added and/or updated later.

Done Button

The Done button is used to complete a multiphase process where the phases can be completed in any order. Once all required information has been entered across all phases, the Done button will appear. In a multiphase process where the phases can be completed in any order, if the Done button does not appear at the bottom of the screen, one of the following two things must be true:

There is at lease one required step that has not been completed. Look for steps that are highlighted in blue.
There is a failed Pass/Fail step that must be set to Pass in order to complete the process. Look for failed steps and take the appropriate action fix the failure so that the step can be set to Pass

Process Completion Indicators

The Additional Processes screen will display a green checkmark next to each process that has been completed against an item at least once. Some processes may be completed against an item more than once. The indicator will appear next to each process that has been run against the item at least once.

In the example below, users can tell that the "Locate in Yard" process has been run against the selected item at least once. It may have been run multiple times, but the green checkmark indicates that the "Locate in Yard" process has been run at least once so far. The "Additional Test Process" has not been run against the selected item.

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NOTE: All of the "Scan Tag" instructions above assume the use of a separate, hand-held scanning device will be used. If you would like to use your mobile device's phone camera to scan optical barcodes or QR codes, see the Working with Items in the Mobile Application knowledge article for more information.

NCDOT Lesson 7: Using the Mobile Application

Using the Mobile Application

Overview

Creating New Items