Mobile Field Worker Workflows

Overview

Mobile field workers are the backbone of successful inventory collection. Whether using blind links or standard ARMOR access, field staff need fast, reliable mobile workflows to scan hundreds or thousands of assets efficiently. This guide covers the mobile scanning interface, best practices for different environments, and troubleshooting common field issues.

The Mobile Scanning Experience

Browser-Based, No App Required

ARMOR inventory scanning works entirely in mobile browsers:

• No app download: Click link, start scanning immediately
• Works on any device: iPhone, Android, tablets
• Supported browsers: Safari, Chrome, Edge, Firefox (current versions)
• Responsive design: Adapts to screen size automatically

Getting Started - Field Worker Perspective

Step 1: Receive Access

Blind Inventory Link (No Login):

1. Receive email, SMS, or printed QR code
2. Click link or scan QR code with phone camera
3. Browser opens scanning interface automatically

Standard Inventory Access (With Login):

1. Receive email invitation
2. Click link to ARMOR portal
3. Log in with credentials
4. Select assigned inventory from dashboard
5. Click "Start Scanning" button

Step 2: Grant Camera Permission

First-time use requires camera access:

• iOS (Safari): Popup asks "Allow armor.app to access camera?" → Tap "Allow"
• Android (Chrome): "This site wants to use your camera" → Tap "Allow"
• Permission persists: Only asked once per browser

Step 3: Scanning Interface Loads

You'll see:

• Large viewfinder area: Camera feed with scanning frame
• "Scan Asset" button: Large, touch-friendly target
• Manual entry option: "Can't scan? Enter manually"
• Submission counter: "12 assets scanned" (if visible)
• Optional fields: Notes, photo upload

The Scanning Process

Auto-Scan Mode (Recommended)

1. Point camera at barcode/QR code: Align within scanning frame
2. Hold steady: Wait for focus (1-2 seconds)
3. Automatic capture: System detects and reads barcode
4. Identifier displays: "ABC-12345" appears on screen
5. Review: Verify identifier is correct
6. Optional additions: Add notes or photo
7. Tap "Submit": Sends to ARMOR
8. Confirmation: "Asset submitted successfully!"
9. Continue: Camera reactivates for next scan

Manual Trigger Mode

Some interfaces require tapping to capture:

1. Point camera at barcode
2. Tap "Scan" button when aligned
3. System captures and processes
4. Continue with review/submit steps

Identifier Types Supported

Identifier Type	Example	Best For
Asset Tag Barcode	1D barcode (e.g., Code 39, Code 128)	Standard asset tagging systems
QR Code	2D square barcode	High-density data, easy mobile scanning
Serial Number	Manufacturer serial (alphanumeric)	Equipment without asset tags
RFID (if supported)	Radio frequency tag	Bulk scanning, high-speed workflows
Manual Text Entry	Type identifier on keyboard	Fallback when scanning fails

Adding Notes & Photos

Notes Field

Optional text field for observations:

• Condition notes: "Screen cracked - still functional"
• Location details: "Found in storage closet B12, not expected location"
• Questions: "Two identical laptops here - which one to scan?"
• Issues: "Asset tag damaged, used serial number instead"

Photo Attachments

Attach photos to submissions:

• Asset image: Overall photo for visual identification
• Damage documentation: Close-up of dents, scratches, cracks
• Location context: Show where asset was found
• Tag close-up: If barcode wouldn't scan, photo provides backup
• Multiple photos: Usually 1-5 photos per submission

How to attach:

1. Tap "Add Photo" icon (camera symbol)
2. Choose "Take Photo" or "Choose from Library"
3. Camera opens or photo gallery displays
4. Capture or select image
5. Photo thumbnail appears in submission
6. Repeat for additional photos

Manual Entry Mode

When to Use Manual Entry

• Barcode damaged or dirty: Unreadable by camera
• Poor lighting: Too dark to focus
• No barcode present: Asset lacks proper tag
• Camera malfunction: Hardware or permission issue
• Non-standard identifier: Need to type custom ID

Manual Entry Process

1. Tap "Enter Manually" link below camera area
2. Keyboard appears
3. Type asset ID or serial number (carefully!)
4. Double-check for typos
5. Add notes: "Manual entry - tag damaged"
6. Optional: Attach photo of damaged tag
7. Tap "Submit"

Submission Confirmation

Success Message

After submission, users see:

• "Asset Submitted Successfully!" - Green checkmark
• Identifier echo: "ABC-12345 received"
• Submission count: "You've scanned 47 assets"
• Continue option: "Scan Another Asset" button
• Exit option: "Finish Scanning" to close

What Users Don't See (Blind Inventory)

• Whether asset was recognized or is new
• Confidence score or match status
• Other users' submissions
• Inventory progress percentage

What Users See (Standard Inventory)

• Verification status: "✅ Asset verified" or "❓ New asset"
• Real-time feedback: Immediate match confirmation
• Duplicate alert: "Already scanned by Jane Doe at 2:15pm"
• Progress indicator: "350/500 assets found (70%)"

Field Worker Workflows by Environment

Warehouse Scanning

Scenario: Large facility with racked inventory

Strategy:

• Systematic approach: Work aisle by aisle, left to right
• Team coordination: Assign specific aisles to prevent duplicates
• Height challenges: Use step ladder or handheld scanner pole
• Scan frequency: 50-100 assets/hour typical pace
• Breaks: Every 2 hours to avoid fatigue

Tips:

• Keep phone charged (scanning drains battery)
• Use warehouse lighting to advantage
• Note any damaged tags immediately
• Photograph unclear identifiers

Office Sweep

Scenario: Multi-floor office building with desks, conference rooms

Strategy:

• Room-by-room: Complete one area before moving to next
• Common assets: Computers, monitors, printers, phones, furniture
• Hidden items: Check drawers, cabinets, closets
• Occupied spaces: Coordinate with staff for access
• After-hours option: Evening/weekend scan for easier access

Tips:

• Bring flashlight for under-desk scanning
• Use desk signs: "Inventory in progress"
• Scan monitors and CPUs separately (different tags)
• Note if equipment is powered on (occupied workstation)

Vehicle Fleet

Scenario: Company vehicles, equipment trailers

Strategy:

• VIN scanning: Dashboard or door jamb sticker
• License plate: Backup identifier
• Vehicle number: Fleet tag (e.g., "Unit 47")
• Equipment inside: Tools, radios, computers in vehicles
• Outdoor scanning: Weather considerations

Tips:

• Scan VIN through windshield (visible from outside)
• Photograph odometer for mileage records
• Note vehicle condition (dents, damage)
• Check trunk/cargo area for loose equipment

Equipment Room / Data Center

Scenario: Server racks, network equipment, dense installations

Strategy:

• Rack-by-rack: Top to bottom scanning
• Access restrictions: Accompanied by authorized personnel
• Cable management: Careful not to disturb connections
• Serial number focus: Many devices have manufacturer serial vs. asset tag
• Slow pace: Accuracy more important than speed

Tips:

• Bring headlamp for shadowed areas
• Don't remove equipment to scan (photograph if tag hidden)
• Note blade server positions (e.g., "Rack 7, Slot 3")
• Coordinate with IT to avoid disruptions

Outdoor Assets

Scenario: Generators, HVAC units, outdoor equipment

Strategy:

• Weather-dependent: Avoid rain (moisture damages phones)
• Sunlight glare: Angle phone to avoid screen washout
• Dirty tags: Wipe with cloth before scanning
• Weathered labels: Manual entry may be necessary

Tips:

• Morning/evening scanning (less glare)
• Bring cleaning supplies for tags
• Photograph assets with location context
• Note exposure issues for tag replacement

Scanning Tips for Speed & Accuracy

Optimal Lighting

• Natural light best: Indirect sunlight ideal
• Avoid direct sun: Causes glare on barcodes
• Supplement as needed: Phone flashlight or headlamp
• Shadow awareness: Don't block light source with your body

Scanning Distance

• 1D barcodes: 4-8 inches from camera
• QR codes: 3-10 inches (more flexible)
• Too close = blur: Pull back if not focusing
• Too far = fail: Move closer if no detection

Steady Hand

• Hold phone steady: Wait for focus (1-2 seconds)
• Brace if needed: Rest hand on desk/wall
• Portrait vs. landscape: Either works, use what's comfortable
• Moving targets: Ask someone to hold asset steady

Barcode Orientation

• 1D barcodes: Align horizontally within scanning frame
• QR codes: Orientation doesn't matter (any angle works)
• Angled tags: Rotate phone to match tag angle
• Curved surfaces: Flatten if possible, or photograph

Verify Before Submitting

• Check identifier: Does "ABC-12345" look right for this asset?
• Typo detection: "ABCD-0O012" (zero vs. O) - manual entry risk
• Wrong barcode: Did you scan shipping label vs. asset tag?
• When in doubt: Add photo and note for administrator review

Common Scanning Issues & Solutions

Camera Won't Activate

Symptoms: Black screen, no viewfinder

Solutions:

• Check browser permissions (Settings → Safari/Chrome → Camera)
• Grant permission when prompted
• Refresh page and try again
• Try different browser (Chrome if Safari fails)
• Restart phone if persistent

Barcode Won't Scan

Symptoms: Camera sees barcode but doesn't capture

Solutions:

• Improve lighting: Move to brighter area or use flashlight
• Clean barcode: Wipe with cloth (dust, grime blocks scan)
• Adjust distance: Try 4 inches, then 6 inches, then 8 inches
• Change angle: Avoid glare reflections
• Focus time: Hold still for 3-4 seconds
• Manual entry: Type identifier if all else fails

Wrong Barcode Scanned

Problem: Scanned shipping label, not asset tag

Prevention:

• Provide example photos showing correct vs. incorrect barcodes
• Asset tags usually say "Property of [Company]" or "Asset ID"
• Serial numbers typically on manufacturer label
• Shipping barcodes often say "UPS", "FedEx", or tracking numbers

If Already Submitted:

• Note in next submission: "Previous scan was wrong label"
• Administrator can reject during Match Tab

Duplicate Submission

Problem: Same asset scanned twice by mistake

In Standard Inventory:

• System alerts: "Already scanned"
• No action needed (prevented automatically)

In Blind Inventory:

• No real-time alert (post-processing catches it)
• Administrator rejects duplicate in Match Tab
• Not a major issue (expected in blind mode)

Phone Battery Dying

Problem: Scanning drains battery quickly

Solutions:

• Start day fully charged
• Bring portable battery pack
• Reduce screen brightness (camera still works)
• Close other apps to save power
• Take breaks to charge

Slow Connection

Problem: Submissions take long time to send

Solutions:

• Move to area with better signal
• Connect to WiFi if available
• Wait for submission confirmation before next scan
• Don't exit browser until "Submitted Successfully" appears
• If offline mode available, queue submissions for later sync

Best Practices for Field Workers

Before Starting

• Charge phone: 100% battery recommended
• Clear storage: Free space for photos
• Read instructions: Understand scope and expectations
• Test link: Scan one asset to confirm it works
• Gather supplies: Cleaning cloth, flashlight, portable charger

During Scanning

• Systematic approach: Follow logical path (don't jump around)
• One asset, one scan: Don't scan same item multiple times
• Verify identifier: Double-check before submitting
• Add notes liberally: Context helps administrator
• Photograph unclear tags: Backup for manual entry
• Take breaks: Avoid fatigue errors

If You Encounter Problems

• Document issue: Take photo, add note
• Don't skip: Scan what you can, note what you can't
• Ask for help: Contact supervisor or support
• Continue scanning: Don't let one problem stop entire workflow

After Completing

• Confirm submission count: Does it match expectation?
• Report issues: Tell administrator about problems encountered
• Suggest improvements: Feedback for next inventory
• Close browser: Exit scanning interface

Performance Benchmarks

Environment	Typical Speed	Factors
Warehouse (racked)	50-100 assets/hour	Walking distance, tag visibility, lighting
Office (dense)	30-60 assets/hour	Multiple small items, under-desk access
Data center	20-40 assets/hour	Precision required, access coordination
Vehicle fleet	10-20 vehicles/hour	VIN location, equipment inside vehicles
Outdoor assets	15-30 assets/hour	Weather, travel between locations, tag condition

What's Next?

• Understanding Blind Inventory Capture - How token-based access works
• Match Tab - Reconciling Submissions - How administrators process mobile scans
• Common Issues & Solutions - Troubleshooting inventory problems

Getting Help

For mobile scanning support or technical issues, contact the ARMOR Support Team.