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How does Scan & Stocktake work (mobile)?

Requires Pro

Quick answer

Section titled “Quick answer”

Open the Scan module, choose the object type and the code field (e.g. serial number or barcode), then click “Start camera” — or type in the code and click “Look up”. Notory shows the matching record. If you’ve also chosen a quantity field, you count inventory directly with +/− — every change is saved instantly (“Saved”).

Prerequisites

Section titled “Prerequisites”

Scan & Stocktake works on the Flex platform and therefore requires Pro or higher (the custom_fields feature). Also required:

  • An object type with custom fields — including a field that holds the code (e.g. serial, barcode, sku), and, for stocktaking, a number field (type number or currency) to serve as the quantity.
  • For the camera scan: a browser with barcode detection (current Chrome/Edge versions, especially on Android). If support is missing, the page shows “Camera scanning is not available in this browser. Enter the code manually.” — manual entry always works.

Instructions

Section titled “Instructions”

  1. Open and set up the “Scan” module. Select Scan in the navigation. At the top, set:

    • Object type — e.g. Vehicle or Warehouse item.
    • Code field — the field whose value is stored in the barcode/QR code. Notory automatically suggests a suitable field (recognizing names like code, barcode, sku, serial).
    • Quantity field (optional) — a number field for stocktaking.
    Set up first: object type, code field, and optionally the quantity field.

  2. Scan or type it in. Click “Start camera” and hold the code up to the camera — the first time, the browser will ask for camera permission. As soon as a code is recognized, scanning stops and Notory looks up the record. Without a camera: type the code into the “Enter or scan a code” field (a USB/Bluetooth handheld scanner also works here) and click “Look up”.

  3. Check the match and count. The matching record appears as a card. With a quantity field chosen, it shows the current stock and the +/− buttons (“Adjust the counted quantity”) — every change saves instantly and confirms with “Saved”. If there’s no match, the page shows “No record found for ’…’.”

    The match card with stock counting: plus, minus — saved automatically.

What happens behind the scenes?

Section titled “What happens behind the scenes?”
  • The scan stays local: Barcode detection runs entirely in the browser (the camera image never leaves the device); only the recognized code value is sent to the server for the lookup.
  • Exact matching: The lookup compares the value exactly against the chosen field — typos or differing spellings result in “not found”.
  • Every count is traceable: The quantity change is a normal record update and lands in the record’s history (action Updated, including who made the change) — including the option to restore it.
  • License gating: Without Pro+, the interface hides the module behind an upgrade notice; the API responds with 403.
  • Tenant isolation: Lookups and updates only affect records belonging to your tenant.
  • Asset labels: The QR codes on standard assets contain JSON instead of a plain value — they belong to the scan an asset QR code workflow, not this module.
Section titled “Related topics”