SysAid Barcode Scanner App (iOS) Guide

 
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SysAid Technical Writer
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SysAid Barcode (iOS) Guide

 

 

Table of Contents

 

    Introduction
    Enable SysAid Barcode integration
    Log in
    Create a new CI
    Locate a CI
    Existing CI Records
    Check out/check in
    Inventory
    Contact Us

 

 

 

Introduction

 

The SysAid Barcode application is a great tool for admins to scan CIs into their SysAid inventory and easily monitor when a CI is lent out with the check out/check in functionality.

 

All you need is a an iPhone or an iPad!

 

Install SysAid Barcode

SysAid Barcode is supported on devices running ios 7 and above and can only integrate with SysAid versions 15.2 and above. In addition, your edition of SysAid must include the CMDB module.

 

SysAid Barcode supports the following Barcode protocols:

  • Code 39
  • Code 39 Mod 43
  • EAN-13
  • EAN-8
  • Code 93
  • Code 128
  • PDF 417
  • QR Code
  • Aztec
  • Interleaved 2 of 5
  • ITF 14 (for iOS 8 and above)
  • Data Matrix (for iOS 8 and above)

 

To download and install the SysAid Barcode app

  1. Open the App Store and search for SysAid Barcode.
  2. Next to SysAid Barcode, tap Get.
  3. Tap Install.


Enable SysAid Barcode integration

 

In order to use SysAid Barcode, you must first integrate it with your SysAid environment. This integration adds CI types and fields to your CMDB module, adds an option on each CI type to support barcode, and syncs information between SysAid and the SysAid Barcode app.

 

To integrate SysAid Barcode

  1. In SysAid, navigate to Settings > Integration > Third-Party Integrations.
  2. Locate the SysAid Barcode icon.

Note: If you do not see the SysAid Barcode icon, contact to your account manager about adding an updated Integrations zip file to your SysAid account.

  1. On the SysAid Barcode icon, click .
  2. Click the slider to activate the SysAid Barcode integration.
  3. Click Save Changes.

 

Note: This integration becomes available once SysAid creates the required custom columns. To check the status of the custom columns, see the Status column in the relevant Custom Columns list.

 

Enable CI Types for SysAid Barcode


Once you activate the Barcode integration, you can set any CI type to be available in the SysAid Barcode app.

 

To make a CI type available in SysAid Barcode

  1. In SysAid, navigate to Settings>CMDB>CI Types.
  2. Open the CI type you want to enable.
  3. Check the Can Support Barcode check box.
  4. Click OK.


 

 

 

Log in to SysAid Barcode

 

Now that you've installed SysAid Barcode, go ahead and open it.

 

Note: To successfully log in to the Barcode Scanner app, the View CMDB option must be checked in your permissions. To use all features in the app, you must have the Modify CMDB permission checked as well.

 

To log in to the app:

  1. Enter your user name. If you are an LDAP user, you must include your domain (e.g. domain\username).
  2. Enter your password.
  3. Enter your SysAid server URL. If you are not connected to your company's internal network, you must enter your SysAid server's external IP address or URL in order to connect.
  4. Tap Login.

    To demo the SysAid Barcode Scanner app, tap the link underneath the Login button. This opens a public account that can be accessed by anyone.

    If you want to log out of the app, on the right pane, tap .

 

 Log in to the SysAid Barcode Scanner app

 

Home Screen

This screen allows you to select from one of the following actions

  • Scan
  • Check Inventory
  • Search
  • Sign Out

Tap the option you want to begin.

 

 

 

 

Create a new CI

 

You can use an item's barcode to create it as a new CI in SysAid.

 

To create a new CI in your system

  1. Tap .
  2. On the right-pane, tap .
  3. To scan the item, hold the device over the barcode of the CI you want to create so that the entire barcode appears in the Scan window.
    1. If you need more light, tap to turn on the device's flashlight, tap it again to turn the flashlight off.
  4. If your device cannot read the barcode, you can enter it manually:
    1. Drag down from the center of the screen.
    2. Tap in the text box on the top of the screen.
    3. Type your barcode number.
    4. On the keyboard, tap Search.
  5. If the barcode is not yet registered in SysAid, tap Yes to create a new CI record for it.
  6. Select a CI type for the item. Only CI types with the Can Support Barcode option enabled are available in the CI Type list.
  7. Tap Next on the top of the screen.
  8. Enter information for whichever fields you like. For more information on the CI form, see the Existing CI Records section below.
  9. Tap Save on the top of the screen.

 

Locate a CI

 

You can locate CIs in SysAid Barcode with the barcode of the CI or by performing a search.

 

Locate a CI with its barcode

 

To scan an item's barcode

  1. Tap .
  2. On the right-pane tap .
  3. To scan the item, hold the device over the barcode of the item you want to find so that the entire barcode appears in the Scan window.
    1. If you need more light, tap to turn on the device's flashlight, tap it again to turn the flashlight off.
  1. If your device cannot read the barcode, you can enter it manually:
    1. Drag down from the center of the screen.
    2. Tap in the text box on the top of the screen.
    3. Type your barcode number.
    4. On the keyboard, tap Search.

 

When SysAid Barcode identifies the barcode, it opens the corresponding CI record.

Search for a CI

 

You can perform a search by using search criteria such as a CI's owner or location. You can decide which CI fields are accepted as search criteria in SysAid Barcode.

 

To set a CI field to be searchable

  1. In SysAid, navigate to Assets >CMDB>CI List.
  2. From the View drop-down in the top right corner, select BarcodeFilterView.
  3. Click Customize View.
  4. In the Available Columns area, select the fields you want to add search capability for.
  5. Click to add the fields to the Visible Columns area.
  6. Click Save.
    You can now search CIs in SysAid Barcode by the fields you added.

 

To search for a CI

  1. Tap .
  2. On the right pane, tap .
  3. Tap the Search field and enter your search criteria (for example: CI Name, Owner, Location, etc.).
  4. On the keyboard, tap Search.
  5. From the Search results, tap the CI you want to access.

 

Existing CI records

 

When you locate a CI in SysAid Barcode, the record for that CI opens on that device. You can edit any of the following fields that appear by default on the CI form. Some of these fields are specific to the Barcode and can only be viewed in SysAid after you integrate SysAid with SysAid Barcode.

 

 

Barcode

The barcode of the CI.

 

To change the barcode

  1. In the Barcode field, tap .
  2. To scan the new barcode, hold the device over it so that the entire barcode appears in the Scan window.
    1. If you need more light, tap to turn on the device's flashlight, tap it again to turn the flashlight off.
  3. If your device cannot read the barcode, you can enter it manually:
    1. Drag down from the center of the screen.
    2. Tap in the text box on the top of the screen.
    3. Type your barcode number.
    4. On the keyboard, tap Search.
  4. Tap Save.

Owner

The person this CI belongs to. If you allow end users to attach their CIs to their SRs on the End-User Portal, the owner can submit a service record for this CI. This is one of the two fields that you can check an inventory on.

 

Location

The physical location of the CI. You can customize the options in this list from Settings > Customize > Lists. This is one of the two fields that you can check an inventory on.

 

Condition

The current condition of the CI.

 

Cost

The original cost of the item. Enter a number in whatever currency your system uses.

 

Current Value

The current value of the item. This value is determined automatically based on the values of the Estimated Life, Purchase Date and Cost fields.

 

Purchase Date

The date that the CI was originally purchased.

 

Due Date

The due date indicates by what date the CI should be returned.

 

To modify the due date

  1. Tap the due date number.
  2. Select the date and time you want.
  3. Tap Done.

 

Estimated Life

The amount of time (in years) the item is expected to be usable for.

 

CI Name

The name of your CI.

 

Notes

Allows you to record any notes relevant to the CI.


To add a note

  1. In the Notes field, tap Add New.
  2. Enter your note in the text box.
  3. Tap Done.

 

Notes History

Tap to view all the notes for this CI. To view the Notes history, tap .

 

Custom fields

You can access custom fields for CIs in SysAid Barcode by adding them to the Barcode tab on your desktop version of SysAid.

 

To add custom fields for CIs in SysAid Barcode

  1. On your desktop version of SysAid, open a CI and click to open the design form.
  1. In the Type drop-down, select the CI type that you want to customize.
  2. From the Tab drop-down, select Barcode.
  3. In the Available Columns area, select the fields you want to add to the CI form.
  4. Click to add the fields to the Visible Columns area.
  5. Click Save.

The added fields appear in the CI form.

 


When you are finished updating the CI record, tap Save.

 

Check out /check in

 

The check out/check in functionality enables you to always keep track of who is using a specific CI. The individual who checks out the item is listed as the new owner until that person returns the item and checks it back in. Once the item is checked in, the owner field reverts to blank.

 

To check out an item

  1. In SysAid Barcode, scan the item's barcode or enter it manually, to open its CI record.
  2. Tap on the bottom of the screen.
  3. In the Check Out form, tap the Owner field to set the person checking out the item as the the Owner and enter any other relevant information.
  4. Tap Save on the top of the screen.

 

To check in an item

  1. In SysAid Barcode, scan the item's barcode, or enter it manually, to open its CI record.
  2. Tap on the bottom of the screen.
  3. In the Check In form, enter any relevant information.
  4. Tap Save on the top of the screen.

The Owner field is cleared for the CI.

 

 

 

Inventory

 

You can use SysAid Barcode to quickly and easily take an inventory of all the equipment belonging to an individual or located in a specific place. This can be used to ensure that employees return all of their equipment when they leave a company or that all the items belonging to a certain location are, in fact, located there. It is also effective for keeping track of the condition of certain items and determining how well they are being maintained.

 

Once the inventory is completed, it is recommended to check out all of the items that were found in order to create an updated log event that reflects the results of the inventory.

 

To take an inventory

  1. Tap .
  2. On the right pane, tap .
  3. Select if you want to check the inventory of a given owner or a location.

  1. Tap the owner or location you want to check. A list of assigned items opens underneath a barcode scanner.
  2. Start marking items hold the device over the barcode of the items so that the entire barcode appears in the Scan window.
    1. If you need more light, tap to turn on the device's flashlight, tap it again to turn the flashlight off.
  3. If your device cannot read the barcode, you can enter it manually:
    1. Drag down from the center of the screen.
    2. Tap in the text box on the top of the screen.
    3. Type your barcode number
    4. On the keyboard, tap Search

      Each time you identify an item on the list, a check appears next to the item.

  1. If you scan an item that is not registered in SysAid Barcode you can tap Yes when prompted to create a new CI for it.
  2. When you are finished scanning the items, tap Summary.

    The Summary screen displays the amount of items confirmed, unconfirmed, and the amount of items scanned that were not registered to the entity.

  3. To expand a category and display its items, tap the category name.
  4. To check out all confirmed items, expand the category and tap Edit. Then tap on the bottom of the screen. See Check out/check in above for more information.
  5. Tap an item to edit its CI form.
  6. To email the inventory results as .csv and .pdf reports, tap Email.
  7. When you are finished viewing the inventory summary, tap Done.
  8. When prompted, tap OK.

 

 

 

 

Contact Us

 

SysAid welcomes your questions and suggestions. We can be reached via phone and email:

Toll Free phone center (U.S): 800-686-7047

Tel (U.S): +1 617-231-0124

Fax (U.S): +1 617 507 2559

Tel (Israel): +972 3 533 3675

Fax (Israel): +972 3 761 7205

Email: helpdesk@sysaid.com

SysAid community: http://www.sysaid.com/Sysforums/forums/home.page

You can also view our full support page at http://www.sysaid.com/contact_support.htm.

 

This message was edited 3 times. Last update was at Oct. 25, 2016 03:24 AM

SysAider
22
 
Is this app already available ?
Is there any requirements for the SysAid version (on premise/cloud) ?
SysAid Community Manager Product Team
4490
 
Hi Rudi,

This app is currently in limited testing with a number of customers. There will be an announcement when the app/integration are officially released.

Cheers,
Danny
SysAider
2
 
I think would be great if the sysaid bar code Audit Report that you can email from the the app includes more than just the Barcode field and CI Type which is all that's included at present.

If it can include into the report the other fields like:


'Location'
'Owner'
'Current Value'
'Condition'
'Due Date'
'Ci Name'

that way i can import it to our sysaid as a .csv file with ease.
SysAid Community Manager Product Team
4490
 
Hi johnngkc,

I suggest you create a new thread with your request in the Feature Requests forum, where other users will be able to vote on it, and Avi will update the thread with a feature request number when it's available.

Thanks,
Danny

This message was edited 1 time. Last update was at Jul. 22, 2015 11:14 AM

SysAider
11
 
Estimado,

Cuando se estará disponible para android?
SysAid Community Manager Product Team
4490
 
Hi Cerojas,

The Barcode app for Android is currently in development and more information will be shared through our announcement channels when it's available.

Cheers,
Danny
SysAider
7
 
Hello,

We are planning to integrate the barcode functionality in our SysAid environment.
Currently I am testing the possibilities and functions.

Can you give me a status update of the Android Barcode App?

According to Sophie Danby on the 21st of July 2015 the Android version is scheduled for 2016 (https://www.sysaid.com/Sysforums/posts/list/2633.page).

Is there a more accurate release date (or beta release for testing)?

Hope to hear from you.

Kind Regards,
Rik
SysAid VP Product
1166
 
We are finalizing the development of the Android barcode app these days and will be releasing to the play store within a few weeks.
SysAider
7
 
Hi Oded,

Thanks for your reply. Looking forward to the release date.
SysAid Community Manager Product Team
4490
 
Hi All,

The new SysAid Barcode app for Android is available in the Google Play Store!

Here's a link to the help page:
https://www.sysaid.com/help-page.htm?helpPageId=14784

You can download the app by scanning the attached QR-code, or by clicking here.

Cheers,
Danny
SysAider
21
 
Hello Danny,

Thx for the update.

I have a few questions:
1) do we need to specify a specific port in the URL ?
Is this the same port as when connection with a web browser ? (8080)

2) when I try to connect, the app shows a message that the password needs to be between 4 and 10 alphanumeric characters. My Windows/AD password is longer as 10 characters. Is is not possible to use the AD account when having a password containing more then 10 characters ?

Kind Regards,

Rudi
SysAid Community Manager Product Team
4490
 
Hi Rudi,

1. Correct, use the same URL.
2. That's interesting. What happens if you change your AD password to less than 10 characters? Does the login work?

Thanks,
Danny
SysAider
11
 
Hi,
I was waiting for your launch, thank you.

I have a inconvent!
When I click on "save change", that does not happen, and the barcode is not activated, "test connection" in the same way.
I am in version 16.3.17

SysAid Community Manager Product Team
4490
 
Hi Cerojas,

What do you mean by it not being activated? When you re-access the page, the integration is disabled again? Are you clicking on Cancel after clicking Save?

What happens if you enable the integration, click Save and then click on Third-Party Integrations menu? Is the integration shown under "Your Integrations"?

Thanks,
Danny

This message was edited 1 time. Last update was at Dec. 06, 2016 10:44 AM