Match Tab - Reconciling Submissions

Overview

The Match Tab is the first step in processing blind inventory submissions. It's where you reconcile scanned asset identifiers against your existing asset database, identify new assets, and resolve duplicates. This guide explains the matching process, confidence scoring system, and efficient workflows for processing large volumes of submissions.

Understanding the Match Tab

Purpose

The Match Tab serves four critical functions:

• Asset Reconciliation: Connect submissions to existing database records
• New Asset Discovery: Identify equipment not in your system
• Duplicate Detection: Spot multiple scans of the same asset
• Data Validation: Verify accuracy before approval

When to Use the Match Tab

• After collection begins: Start matching daily as submissions arrive
• For blind submissions: All external user scans require matching
• During processing: Clear the queue systematically
• Before completion: Zero unmatched submissions required

Accessing the Match Tab

1. Open your inventory from the dashboard
2. Click the "Match" tab
3. View the submission list awaiting reconciliation

The Match Tab displays all submissions that need matching, sorted by confidence score (highest first).

Confidence Scoring System

ARMOR assigns each submission a confidence score indicating how well it matches existing assets:

Confidence Level	Score Range	Indicator Color	Meaning
High	≥95%	● Green	Exact or near-exact match found
Medium	70-95%	● Yellow	Probable match with minor differences
Low	<70%	● Red	No confident match; likely new asset

How Confidence is Calculated

The system analyzes multiple factors:

• Identifier match: Exact tag number = highest weight
• Location proximity: Expected site/room match
• Asset type: Category alignment
• Historical data: Previously inventoried at this location
• Serial number: Secondary identifier validation

Submission List View

Each submission in the Match Tab displays:

• Asset Identifier: Scanned tag, barcode, or serial number
• Confidence Score: Percentage with color indicator
• Suggested Match: Top candidate from database (if any)
• Submitter: User who scanned (or "External User")
• Timestamp: When submission occurred
• Notes/Photos: Icon if attached
• Action Buttons: Accept, Search, Create New, Flag, Reject

High Confidence Matches (≥95%)

Characteristics

• Green indicator
• System auto-populates asset details
• Side-by-side comparison available
• Quick approval workflow

Processing Steps

1. Review Auto-Match: System shows suggested asset details
2. Verify Key Fields:
   • Asset ID matches scanned identifier
   • Location is sensible (same site/area)
   • Asset type is correct
   • No recent disposal or transfer record
3. Check Notes/Photos: Review user-submitted context
4. Accept or Modify:
   • Click "Accept Match" if correct
   • Click "Edit & Accept" to update details first
   • Click "Search Manually" if suspicious

When to Question High Confidence

• Location is implausible (different building/city)
• Asset was recently transferred or retired
• User notes indicate different asset type
• Photo doesn't match expected asset
• Duplicate submission from same user recently

Medium Confidence Matches (70-95%)

Characteristics

• Yellow indicator
• System provides 1-3 suggested matches
• Requires administrator decision
• Most common for aged/damaged tags

Processing Steps

1. Review Suggestions: System lists top candidates with comparison
2. Compare Side-by-Side:

   Submission Data	Suggested Match
   Scanned: "AST-12345"	Database: "AST-12345A"
   Location: "Warehouse B"	Expected: "Warehouse A"
   Type: "Laptop"	Type: "Laptop"

3. Investigate Differences:
   • Tag typo or damage? (likely match)
   • Asset was moved? (update location, accept)
   • Wrong asset entirely? (search manually)
4. Make Decision:
   • Accept Suggestion: If confident it's correct
   • Search Manually: If uncertain
   • Create New Asset: If definitely not in database
   • Flag for Review: If needs physical verification

Common Medium Confidence Scenarios

Scenario	Likely Cause	Action
Tag matches, location different	Asset was moved	Update location, accept match
Tag has extra character	Scan error or damaged label	Compare photo, accept if visual match
Similar tag, different type	Wrong asset or numbering conflict	Search manually or create new
Serial matches, tag doesn't	Tag was replaced	Update tag ID, accept match

Low Confidence Matches (<70%)

Characteristics

• Red indicator
• No confident match found
• Likely a new asset not in database
• Requires most administrator effort

Processing Steps

1. Manual Search: Click "Search Assets" and try:
   • Partial identifier match
   • Serial number lookup
   • Asset type + location filter
   • Manufacturer or model number
2. Review Photos/Notes: User context may reveal identifiers
3. Check Recent Transfers: Was asset recently added to site?
4. Decide Action:
   • Found Match: Select from search results, confirm
   • New Asset: Click "Create New Asset Record"
   • Uncertain: Flag for physical verification
   • Invalid: Reject (out of scope, duplicate, error)

Creating New Asset Records

When a submission is confirmed as not in the database:

1. Click "Create New Asset"
2. Form opens with pre-filled data from submission
3. Complete required fields:
   • Asset ID: From scan or generate new
   • Asset Name: Descriptive name
   • Category: Select appropriate type
   • Location: Site and specific area
   • Condition: From user notes/photos
   • Source: Note "Discovered during inventory"
4. Attach photos from submission
5. Click "Create & Match"
6. Asset is added to database and matched to submission

Handling Duplicates

Identifying Duplicates

Duplicates occur when:

• Same user scans asset multiple times
• Multiple users scan same asset
• User rescans due to uncertain first attempt

System flags potential duplicates with warning icon.

Resolving Duplicates

1. Compare Submissions:
   • Check timestamps (minutes apart = likely duplicate)
   • Review user names (same person?)
   • Compare photos (same asset?)
2. Choose Primary: Keep most complete/recent submission
3. Reject Others: Mark duplicates as "Duplicate - Rejected"
4. Add Note: Document which submission was kept

Example Note:

"Duplicate submission rejected. Kept submission from 2:45 PM with clearer photo. Same asset verified."

Bulk Matching Actions

For efficient processing of large volumes:

Available Bulk Actions

• Bulk Accept: Process multiple high-confidence matches at once
• Bulk Flag: Mark multiple items for follow-up with shared note
• Bulk Assign Category: Set asset type for similar items
• Bulk Export: Generate list of selected submissions for offline review

Using Bulk Actions Safely

1. Filter to specific confidence level or category
2. Select items (checkboxes) that share characteristics
3. Review summary of what will be affected
4. Confirm bulk action
5. System processes and provides success/failure count

Match Tab Metrics

Dashboard shows real-time progress:

• Total Submissions: All scans received
• Matched: Successfully reconciled to database
• Pending Match: Awaiting your action
• New Assets Discovered: Submissions resulting in new records
• Flagged for Review: Uncertain items requiring follow-up
• Rejected: Invalid or duplicate submissions

Match Completion Formula

Match Progress = (Matched + Flagged + Rejected) / Total Submissions × 100%

Goal: 100% of submissions processed before moving to Review & Process tab.

Filters & Search in Match Tab

Confidence Filter

• All Submissions (default)
• High Confidence Only (≥95%)
• Medium Confidence Only (70-95%)
• Low Confidence Only (<70%)

Identifier Search

• Search by scanned asset ID
• Partial matching supported
• Case-insensitive

Date Range Filter

• Today
• Last 7 Days
• Custom Date Range

Submitter Filter

• Filter by specific user
• Show only External User submissions
• Show only Assigned User submissions

Sort Options

• Confidence Score (highest first - default)
• Timestamp (newest or oldest first)
• Identifier (alphabetical)
• Submitter name

Best Practices

Daily Processing Strategy

1. Start with high confidence: Clear green items quickly (80% of volume)
2. Tackle medium confidence: Review yellow items carefully (15% of volume)
3. End with low confidence: Research red items thoroughly (5% of volume)
4. Set daily goals: "Process 100 submissions per day" or "Zero out green queue daily"

Quality Checks

• For existing assets: Verify tag matches, location is sensible, type is correct, condition seems reasonable
• For new assets: Complete all required fields, select accurate category, use proper naming conventions, set correct location, document source ("Inventory discovery")
• When uncertain: Flag with detailed notes, don't force a match, schedule physical verification

Documentation Standards

Always include notes when:

• Creating new assets
• Rejecting submissions
• Updating asset information during match
• Flagging items for review
• Resolving duplicates

Common Match Scenarios

Scenario 1: Exact Tag Match

Submission: "AST-12345"
Database: "AST-12345" at same site
Confidence: 99% (green)
Action: Verify details, accept match immediately

Scenario 2: Damaged Tag

Submission: "AST-12?45" (? = unreadable)
Database: "AST-12345" suggested
Confidence: 85% (yellow)
Action: Review photo, if visual match accept and note damaged tag

Scenario 3: Unknown Asset

Submission: "EQP-99999"
Database: No matches found
Confidence: 0% (red)
Action: Manual search, if nothing found create new asset record

Scenario 4: Wrong Location

Submission: "AST-12345" scanned at "Warehouse B"
Database: "AST-12345" expected at "Warehouse A"
Confidence: 92% (yellow/green border)
Action: Update asset location to Warehouse B, accept match

Scenario 5: Duplicate Scan

Submission: "AST-12345" by User A at 2:15 PM
Previous: "AST-12345" by User A at 2:12 PM
Confidence: 99% but flagged as duplicate
Action: Keep earlier submission, reject later as duplicate

What's Next?

After matching is complete (100% of submissions processed):

• Review & Process Tab - Quality Control - Verify matches and resolve flags
• Results Tab - Reports & Analytics - View final inventory outcomes
• Common Issues & Solutions - Troubleshooting match problems

Getting Help

For assistance with matching submissions or resolving complex scenarios, contact the ARMOR Support Team.