Managing Asset Inventory

Product: ARMOR Asset Management Portal  |  Version: 1.0  |  Last Updated: October 13, 2025

Table of Contents

1. Introduction
2. Getting Started
   1. Overview & Key Concepts
   2. User Roles & Permissions
   3. Accessing the Inventory Module
3. Dashboard Overview
   1. KPI Cards
   2. Search & Filters
   3. Recent Inventories (Cards)
   4. All Inventories (Table)
4. Creating an Inventory
5. Managing Inventories
6. User Management
7. Asset Tracking
8. Inventory Processing Workflow
   1. Overview of Processing Tabs
   2. Match Tab
   3. Review & Process Tab
   4. Results Tab
   5. Complete Inventory Workflow Summary
9. Search & Filtering
10. Common Workflows
11. Understanding Inventory Metrics
12. Best Practices
13. Troubleshooting
14. FAQ
15. Need Help?

Introduction

The ARMOR Inventory Management System helps organizations plan, execute, and reconcile physical asset inventories across one or many sites. Create inventories, assign internal users, invite external (blind) counters, and track progress in real time from a single dashboard.

Highlights

• Create and run multiple inventories in parallel.
• Assign internal users or invite external participants with an Email Invite link.
• Real-time progress, completion rate, and submission statistics.
• Site-based organization with powerful search and filters.

Getting Started

Overview & Key Concepts

• Inventory: A structured counting session for assets at a site.
• Site: A physical location that contains assets.
• Submission: A asset physically inventoried/verified during the inventory process.
• Blind Inventory: Users submit scans without viewing existing records in the system.
• Flagged Asset: A submission requiring review due to a discrepancy.
• Pending Asset: A submission awaiting approval before it counts toward progress.

User Roles & Permissions

Accessing the Inventory Module

1. Sign in to the ARMOR portal.
2. Go to Management → Inventory Management.
3. Land on the Inventory Dashboard.
4. 

Dashboard Overview

The dashboard is the command center for all inventory activity, metrics, and navigation.

KPI Cards

At the top, four KPIs summarize current activity:

• Active Inventories – In-progress sessions (click to filter to Active).
• Completed Inventories – Finished sessions (historical).
• Draft Inventories – Set up but not yet started (hidden from users).
• Total Submissions – Aggregate scans across all inventories.

Tip: KPI cards are clickable to quickly scope the page to that status.

Search & Filters

• Search: Filter by name/description with instant results.
• Site Filter: Type-ahead list with site name + address; clear with the X.
• Status Filter: All, Active, Completed, Draft, or Cancelled.
• Refresh: Reload data and metrics on demand.

Recent Inventories (Cards)

Shows the three most recently created inventories with rich context:

• Name (link) and color-coded status badge.
• Site, description, and a progress bar with percentage.
• Quick stats: Pending, Flagged, Users, Submissions.
• Created date, active user count, and due-date warnings (if set).
• Actions: Send Invites (blind link/QR), Open (detail view).

Status Colors: Blue = Active, Green = Completed, Yellow = Draft, Gray = Cancelled.

All Inventories (Table)

A full, newest-first list with columns for Name, Site, Status, Progress, Assigned Users, Created, and Actions (View, QR/Invites). A table-specific Status filter lets you refine without affecting the cards.

Creating an Inventory

Admins only.

1. Create: Click Create Inventory (or + on mobile).
2. Enter Details:
   • Inventory Name (required)
   • Site (required)
   • Description (optional)
   • Due Date (optional)
   • Assigned Users (optional)
3. Initial Status:
   • Draft: Hidden from users; can’t receive submissions; fully editable.
   • Active: Immediately visible; ready for submissions and metrics.
4. Save: Confirm to open the Inventory Detail page.

Note: You can activate a Draft at any time from the detail page.

Managing Inventories

Detail View

Open via the inventory name or the eye icon. The detail page includes:

• Header: Name, status, site, primary metrics.
• Users: Assign/remove users; see active participants.
• Assets: All submissions and statuses.
• Flagged / Pending: Queues to resolve discrepancies and approvals.
• Activity Log: Chronological history.

Editing

• Draft: Edit any field freely.
• Active: Edit name, description, due date, and assigned users (site cannot change).
• Completed/Cancelled: Read-only for audit history.

Status Workflow

Draft → Active → Completed
         ↓
      Cancelled

User Management

Assigning Internal Users

1. Open the inventory and go to Users.
2. Click Add Users and select from your directory.
3. Assign to grant access immediately.

Assigned users can scan, flag, and track their progress. Remove users anytime from the Users tab.

Blind Inventory Invites (External)

Use when you need an unbiased count, outside auditors, or a quick way to crowd-source scanning.

1. Click Send Invites on the dashboard card or detail page.
2. Share the unique URL or QR code (email, print, SMS, chat).

• No login required; submissions are automatically tied to the inventory.
• Links stay valid until the inventory is Completed or Cancelled.

Managing External Users

• Counted in Assigned Users and visible with an “External” badge.
• External users only see the submission page for that inventory.
• Best practice: accompany links with brief scanning instructions.

Tracking Active Users

• Green “active” indicator on cards and within the Users tab.
• Reflects recent activity (e.g., page open or submissions within ~15 minutes).

Asset Tracking

Submissions

Each scan creates a submission with an asset identifier, timestamp, submitter, optional notes, and a status.

1. User scans/enters an identifier.
2. System records the submission and attempts to match with existing assets.
3. Status becomes Verified, Pending, or Flagged.
4. Progress counters update in real time.

Pending Assets

Awaiting approval (new/unknown assets, incomplete info, duplicates, or location discrepancies).

1. Open Pending tab.
2. Approve, Flag, Reject, or Edit & Approve.

Flagged Assets

Require review due to mismatches, condition notes, duplicates, or user-raised issues.

1. Open Flagged tab and select an item.

Inventory Processing Workflow

The inventory processing workflow consists of three critical tabs that guide you through reviewing, matching, and finalizing asset submissions. Each tab plays a specific role in ensuring accurate inventory completion.

Overview of Processing Tabs

The processing workflow follows this sequence:

Match → Review & Process → Results

Each tab becomes available as you progress, ensuring submissions are properly validated before completion.

Match Tab

The Match tab is where you reconcile scanned assets with your existing asset database. This is the first step in processing inventory submissions.

Purpose:

• Match submitted assets to existing records
• Identify new assets not in the database
• Detect duplicate submissions
• Verify asset information accuracy

1. Accessing the Match Tab:

   1. Open the inventory detail page
   2. Click the Match tab
   3. View unmatched submissions awaiting review

2. Submission List shows: asset identifier, submission timestamp, submitting user, and a matching confidence score.

   Matching Options:

   1. Automatic Match (High Confidence) – ≥95% confidence (green). Data auto-populates; approve or modify if needed.
   2. Suggested Matches (Medium Confidence) – 70–95% confidence (yellow). Compare side-by-side; accept suggestion or search manually.
   3. No Match Found (Low Confidence) – <70% confidence (red). Options: manual search, create new asset, flag for review, or reject.

3. Manual Matching Process:

   1. Review Submission – identifier, notes/photos, location/context.
   2. Search Existing Assets – by type, location, category; review details/history; compare attributes.
   3. Decide – match existing, create new, flag, or reject.
   4. Confirm Match – verify data, add notes, click Confirm Match.

4. Matching Best Practices:

   • Existing assets: exact tag, sensible location, correct type, condition verified.
   • New assets: complete details, correct category, proper naming, location set, source documented.
   • Uncertain: flag with notes—don’t force a match.

5. Bulk Matching Actions: select multiple to accept suggestions, flag for review, or assign categories.

   Match Metrics: Total Submissions, Matched, Pending Match, New Assets, Flagged.

   Common Scenarios:

   • Exact tag: auto-match; verify and accept.
   • Similar tag (typo/damage): suggested match; compare and decide.
   • Not in database: verify and create new record.
   • Duplicate: keep most accurate/recent; reject the duplicate.
   • Wrong location/type: flag for physical verification; document discrepancies.

6. Progress & Filters in Match: a progress bar shows completion; filter by confidence level, identifier, date, submitter; sort as needed.

Review & Process Tab

The Review & Process tab is the quality-control checkpoint where you verify matches, resolve flags, and prepare assets for finalization.
Purpose:

• Review all matched assets
• Resolve flagged items
• Update asset information
• Approve submissions for finalization

1. Access: complete matching (or have sufficient matches), then open Review & Process.

   Asset List View: shows match confidence, flags/warnings, quick actions, with grouping by category or location.

   Review Categories:

   • Verified (Green) – ready for approval; bulk-approve available.
   • Flagged (Yellow) – requires decision; must be resolved before completion.
   • Pending (Orange) – awaiting final verification or info.
   • Rejected (Red) – invalid/duplicate/out-of-scope; retained for audit trail.

2. Detailed Review Steps:

   1. Select Asset – open details panel; view full info, history, notes.
   2. Verify Information – ID, name, category, location, condition, serial, purchase info (if shown).
   3. Review Submission – who/when, notes, photos, coordinates, prior history.
   4. Check Issues – inconsistencies, location sanity, condition change, system warnings, user notes.
   5. Action – Approve; Approve with Changes; Flag for Follow-up; Reject; Request More Info.

3. Resolving Common Flag Types & Options:

   • Location discrepancy – update location, flag for physical check, document reason.
   • Condition change – update condition, document change, flag maintenance if needed.
   • Missing information – complete fields, request info, flag for follow-up.
   • Duplicate entry – keep most accurate/recent; reject others; document.
   • Unrecognized asset – verify ownership/transfer; flag investigation; update records.
   • Value discrepancy – verify value/depreciation; document updates.

4. Bulk Actions: bulk-approve verified, bulk-flag with notes/assignee, or bulk-update common fields.

   Editable vs. Read-only Fields:

   • Editable: location, condition, notes, maintenance history, custom attributes, assigned owner.
   • Read-only (typically): asset ID, purchase date, original cost, serial number, creation date.

5. Progress & Metrics: reviewed vs. total, % approved, remaining flags, ETA to completion, live updates.

   Quality Checklist before approval:

   • Asset ID verified; location accurate; condition documented; no duplicates; all flags resolved; changes noted; photos reviewed.

6. Best Practices: tackle flagged first; process by logical groups; document changes; double-check high-value items; don’t rush.

Results Tab

The Results tab surfaces final outcomes, reports, and statistics—the last step in the workflow.

Purpose:

• View final results and completion statistics
• Identify discrepancies and missing items
• Generate and export reports
• Document findings and finalize the inventory

1. Access: after Review & Process, open Results to see comprehensive outcomes.

   Summary Statistics include: Total Expected, Assets Found, Assets Missing, New Assets Discovered, Completion Rate, Accuracy Rate.

   Completion formula:

   Completion Rate = (Assets Found / Total Expected) × 100%

   Visual Indicators: Green 95–100% (Excellent), Blue 85–94% (Good), Yellow 70–84% (Fair), Red <70% (Needs Review).

   Result Categories:

   • Found Assets (Green) – verified items; actions: view, export, print labels, generate asset report.
   • Missing Assets (Red) – expected but not found; actions: flag search, report lost, mark transferred/retired, schedule recount, add notes.
   • New Assets (Blue) – discovered items; actions: add to database, assign ID, complete details, assign owner, flag for research.
   • Discrepancies (Yellow) – location/condition/info mismatches and duplicates; resolve and document.

2. Filters & Search: filter by category, location, type, department, value, condition; search by ID, name, location, submitter; advanced criteria supported.

   Reporting:

   • Completion, Missing, New, Discrepancy, Full Inventory reports.
   • Export to PDF, CSV/Excel, JSON; choose fields, filters, notes, sort; optionally include photos in PDFs.

3. Visuals & Trends: completion pie, category/location bars, condition and value distributions, submission timeline, comparisons vs. prior inventories.

   Financial Summary:

   • Total Value Expected / Found / Missing / New and Net Value Change.
   • Value by category/location/condition; depreciation/insurance implications.

4. Audit Trail & Compliance: timestamps, participants, findings, changes, completion time, approver; decision rationale and full submission history preserved.

   Next Steps: search for missing, catalog new, resolve discrepancies, update systems, finalize, archive, and distribute reports.

   Best Practices in Results: start with stats; prioritize missing/high-value discrepancies; catalog new promptly; export and archive immediately; communicate action items; request feedback.

   Complete Inventory Workflow Summary

   Phase 1: Planning & Setup – create inventory, assign users, send invites, set expectations.

   Phase 2: Data Collection – users scan; submissions received; progress monitored; issues flagged.

   Phase 3: Matching (Match) – review submissions, match to database, identify new assets, flag uncertainties.

   Phase 4: Verification (Review & Process) – resolve flags, update info, approve verified assets.

   Phase 5: Completion (Results) – review stats, address missing, catalog new, resolve discrepancies, report, complete.

   Phase 6: Follow-Up – act on findings, update systems, document results, plan improvements, schedule next cycle.

   Success Metrics: ≥95% completion, all flags resolved, missing documented, new cataloged, reports generated, stakeholders notified, action items assigned.

   ---

5. Resolve, Update, Escalate, or Remove as appropriate.

Search & Filtering

Keyword Search

• Instant, case-insensitive filtering on name and description.
• Combine with Status/Site filters for precision.

Site Filter

• Type-ahead with site name + address; persists until cleared.

Status Filters

• Global (top of page) and Table (above the table) filters.
• All, Active, Completed, Draft, or Cancelled.

Common Workflows

Creating Your First Inventory

1. Prepare: Define scope, expected assets, site, and participants.
2. Create: Name (e.g., “Q4 2025 – Building A”), select site, add description & due date; save as Draft.
3. Set Up: Assign users; verify expected assets; test blind invite.
4. Activate: Change status to Active; notify users; share invites.
5. Monitor: Track progress; clear Pending; resolve Flagged.

Daily/Weekly Management

• Daily: Review KPIs; approve Pending; handle urgent flags; monitor active users.
• Weekly: Assess progress vs. timeline; unblock bottlenecks; re-engage inactive users.

Completing an Inventory

• Confirm: no Pending; Flagged resolved; 100% (or documented exceptions).
• Set status to Completed and add completion notes.
• Export reports; notify stakeholders; preserve as read-only history.

Understanding Inventory Metrics

Progress Calculation

Inventoried Assets = Total Assets − Pending Assets − Flagged Assets
Progress (%)       = (Inventoried Assets ÷ Total Assets) × 100

Counts Toward Progress: verified/approved assets (including resolved flags).
Does Not Count: pending, unresolved flags, rejected submissions.

Submission Counts

• Total, Valid, Pending, Flagged, Rejected.
• Submissions can exceed asset totals (duplicates/corrections are expected).

Due Date Warnings

• “Due Soon” appears when the due date is within 7 days.
• Edit the inventory to extend or adjust dates.

Best Practices

Planning & Naming

• Define scope and site boundaries; allocate resources and timing.
• Use consistent names (e.g., “Q4 2025 – Building A – Annual Audit”).

User Assignment

• Assign site-familiar users; balance workloads; include backups; train before activation.
• For external users, provide concise instructions and monitor closely.

Verification Discipline

• Scan tags cleanly, confirm location, report damaged tags, and note discrepancies.
• Review Pending daily; resolve Flagged promptly and document outcomes.

Progress Cadence

• Daily: metrics, pending queue, urgent flags, active users, submission rates.
• Weekly: checkpoints at 25% / 50% / 75%; communicate progress; remove blockers.

Troubleshooting

Cannot Create Inventory

Symptom: Create button missing or save fails.

• Fix: Ensure Administrator role; complete required fields; verify site selection; refresh and retry.

Inventory Not Showing

Symptom: Recently created inventory doesn’t appear.

• Fix: Clear search/status/site filters; click Refresh; clear browser cache; sign out/in.

Users Can’t Access

Symptom: Assigned users don’t see the inventory.

• Fix: Ensure status is Active; confirm assignment; reassign; have user refresh; verify user account is active.

Blind Link Not Working

Symptom: URL opens with an error.

• Fix: Confirm inventory is Active; regenerate and share a fresh link; test in another browser; prefer the email link to avoid copy errors.

Progress Not Updating

Symptom: Progress bar appears stuck.

• Fix: Approve Pending; resolve Flagged; Refresh; allow a short sync window; clear cache.

Duplicates / Missing Assets

• Duplicates: Review in Assets; flag; keep newest; reject older duplicates; retrain users.
• Missing: Reconcile expected list; approve valid pending; check transfers/boundaries; document discrepancies.

FAQ

General

• Who can create inventories?
  Administrators.
• How many active at once?
  No platform limit.
• Multiple inventories at one site?
  Allowed, but coordinate to avoid confusion.
• What happens if Cancelled?
  Data preserved; read-only; no new submissions.
• Can I reopen Completed?
  No. Create a new inventory if you need to recount.

User Management

• Multiple assignments?
  Users may be assigned to multiple inventories.
• Do external users log in?
  No. They use a blind link/QR tied to the inventory.
• See who’s working now?
  Yes—watch the green “active” indicator.

Asset Tracking

• What is “Pending”?
  Needs approval before counting toward progress.
• What is “Flagged”?
  Requires review due to discrepancies or issues.
• Do flagged assets count?
  Not until resolved.
• What about duplicates?
  All submissions are recorded; manage duplicates in the Assets tab.

Progress & Completion

• How is progress calculated?
  Verified assets ÷ Total expected assets.
• Complete below 100%?
  Allowed, but document exceptions as best practice.
• What is “Due Soon”?
  A reminder when due date is within 7 days.
• Extend a due date?
  Edit the inventory prior to completion.

Blind Inventory

• Validity of blind links?
  Until the inventory is Completed or Cancelled.
• Multiple links?
  A single unique link per inventory; share with any number of users.
• Revoke a link?
  Completing or cancelling disables access.

Technical

• Supported browsers?
  Current Chrome, Edge, Firefox, and Safari (desktop & mobile).
• Mobile support?
  Yes—optimized for scanning in the field.
• Connectivity?
  Internet connection required for real-time updates.
• Data location?
  Securely stored within the ARMOR platform infrastructure.

Need Additional Help?

1. Review the Troubleshooting section.
2. Contact your organization’s ARMOR administrator.
3. Open a Support ticket.
4. Email: support@armordevops.com

Help us improve: Send feedback or suggestions through the support portal.