Step 3: Review Submission Details

Check context from the scan:

• Submitter: Who scanned (internal vs. external)
• Timestamp: When submitted
• User Notes: Observations or questions
• Photos: Visual confirmation of asset
• Location Coordinates: GPS data (if available)
• Prior History: Previous inventory results for this asset

Step 4: Identify Issues

Look for common problems:

• Inconsistencies: Data doesn't match expected values
• Location Problems: Asset not where it should be
• Condition Changes: Damage or wear not previously recorded
• System Warnings: Red/yellow alerts from ARMOR
• User Concerns: Notes flagging potential issues

Step 5: Take Action

Choose from five options:

1. Approve: Asset is correct as-is
2. Approve with Changes: Update fields then approve
3. Flag for Follow-up: Needs physical verification
4. Reject: Invalid submission (duplicate, error, out-of-scope)
5. Request More Info: Ask user for clarification (if possible)

Resolving Flagged Assets

Common Flag Types

System automatically flags submissions for various reasons:

Flag Resolution Workflow

1. Open Flagged Item: Click to view details
2. Read Flag Reason: System explains why it was flagged
3. Investigate:
   • Review submission photos
   • Read user notes carefully
   • Check asset history
   • Compare to expected values
4. Decide Resolution:
   • Update & Approve: Correct data, clear flag
   • Document & Approve: Add explanation note, approve as-is
   • Re-flag for Physical Check: Needs on-site verification
   • Reject: Invalid submission
5. Add Resolution Note: Document your decision
6. Save: Confirm changes

Example Flag Resolutions

Scenario 1: Location Discrepancy

• Flag: "AST-12345" found in Warehouse B, expected in Warehouse A
• Investigation: Photo confirms asset, user notes say "Found in B during reorganization"
• Resolution: Update location to Warehouse B, approve
• Note: "Location updated. Asset relocated during Q4 reorganization per user note."

Scenario 2: Condition Change

• Flag: User noted "Screen cracked" in notes
• Investigation: Photo shows damage, previous condition was "Good"
• Resolution: Update condition to "Fair - Damaged", approve
• Note: "Condition downgraded to Fair due to cracked screen visible in photo. Flagged for maintenance review."

Scenario 3: Duplicate Entry

• Flag: "AST-99999" scanned twice by same user 5 minutes apart
• Investigation: Both photos show same asset, identical location
• Resolution: Approve first submission, reject second as duplicate
• Note: "Duplicate submission rejected. Kept earlier scan at 2:15 PM. Same asset confirmed."

Bulk Actions in Review & Process

Bulk Approve Verified Assets

For clean, high-confidence submissions:

1. Filter to "Verified" status (green)
2. Select multiple assets (checkboxes)
3. Click "Bulk Approve"
4. Review summary: "Approving 47 verified assets"
5. Confirm
6. System processes all selections

Bulk Flag for Follow-up

For items needing physical verification:

1. Select assets requiring field check
2. Click "Bulk Flag"
3. Enter common note: "Requires physical verification - location unexpected"
4. Optionally assign to specific user
5. Confirm

Bulk Update Common Fields

For similar assets needing same change:

1. Select assets (e.g., all from same room)
2. Click "Bulk Edit"
3. Choose field to update (e.g., "Location - Room")
4. Enter new value
5. System updates all selected assets

Editable vs. Read-Only Fields

Fields You Can Edit

• Location: Site, building, room, specific location
• Condition: Current state assessment
• Notes: Additional observations
• Maintenance History: Service records
• Custom Attributes: Organization-specific fields
• Assigned Owner: Responsible party

Read-Only Fields (Typically)

• Asset ID: Tag number (immutable)
• Purchase Date: Original acquisition
• Original Cost: Initial value
• Serial Number: Manufacturer identifier
• Creation Date: When added to system

Locked fields require administrator permissions to modify outside of inventory context.

Review & Process Metrics

Dashboard tracks progress:

• Total Matched Assets: Items from Match Tab
• Reviewed: Items you've examined
• Approved: Verified and accepted
• Remaining Flags: Issues still unresolved
• Pending Review: Not yet examined
• Estimated Time to Complete: Based on processing rate

Progress Formula

Review Progress = (Approved + Rejected) / Total Matched × 100%

Goal: 100% reviewed (zero flagged or pending) before moving to Results Tab.

Quality Checklist

Before approving each asset, verify:

• ✅ Asset ID matches scan
• ✅ Location is accurate and sensible
• ✅ Condition is documented correctly
• ✅ No duplicate submissions for same asset
• ✅ All flags are resolved
• ✅ Changes are documented in notes
• ✅ Photos support the submission (if available)

Best Practices

Processing Strategy

1. Tackle flagged first: Resolve yellow items early
2. Process by location: Group items from same area
3. Use bulk approve wisely: Only for clean green items
4. Document everything: Notes create audit trails
5. Don't rush: Quality over speed prevents rework

For High-Value Assets

• Double-check serial numbers
• Verify location meticulously
• Review photos carefully
• Cross-reference with purchase records
• Consider physical verification if any doubt

For External User Submissions

• Expect more variability (they don't know your system)
• Review photos closely (best source of truth)
• Be prepared to complete missing information
• Flag anything suspicious for physical check
• Document user name/contact in notes if available

Common Review Scenarios

Scenario 1: Clean Verification

Asset: "AST-12345" - Dell Laptop
Status: Verified (green)
Location: Matches expected (Building A, Room 101)
Condition: Good
Photo: Clear image of laptop with tag
Action: Quick review, bulk approve with similar items

Scenario 2: Location Update

Asset: "AST-99999" - Printer
Status: Flagged (yellow) - location discrepancy
Expected: Floor 2, Copy Room
Found: Floor 3, Conference Room
Photo: Confirms printer in conference room
Action: Update location to Floor 3, add note "Relocated per department request", approve

Scenario 3: Condition Downgrade

Asset: "VEH-555" - Company Vehicle
Status: Flagged - condition noted
User Note: "Front bumper dented"
Photo: Shows damage
Current Condition: Excellent
Action: Change condition to Fair, add note "Damage documented during inventory. Flag for claims review.", approve

Scenario 4: Missing Serial Number

Asset: "MON-777" - Computer Monitor
Status: Pending - incomplete info
Serial: Blank in database
Photo: Shows serial number sticker
Action: Fill in serial number from photo, add note "Serial captured during inventory", approve

Scenario 5: Rejection

Asset: "AST-11111"
Status: Flagged - unrecognized
Investigation: Personal laptop, not company asset
Photo: No asset tag visible
Action: Reject submission, note "Personal device, not company asset. Excluded from inventory."

What's Next?

After reviewing all assets (100% processed, zero flagged):

• Results Tab - Reports & Analytics - View final inventory outcomes and generate reports
• Best Practices for Inventory Success - Strategies for efficient inventory management
• Common Issues & Solutions - Troubleshooting review problems

Getting Help

For assistance with reviewing assets or resolving complex flags, contact the ARMOR Support Team.