Executive Summary
The Audit feature provides a robust mechanism for verifying assets within specific Collection and Location profiles. While audit results are viewable across both Web and Mobile platforms, the physical execution of an audit is exclusive to the Mobile App to facilitate real-time scanning.
1. Mobile Application (Operational Phase)
The mobile app serves as the primary tool for conducting physical inspections.
Navigation Path
Organise > Select Location/Collection > Profile Page > Audit Section
Audit Readiness & Preparation
Visibility Logic: The "Find items" button is context-aware. It will remain hidden if the profile contains no items.
Inventory Adjustment: If items are missing before an audit, users may utilise:
Quick Add: Rapidly register items by scanning their QR codes.
New Item: Manual entry for entirely new assets.
Configuring the Audit Scope
Users can define the audit timeframe via the Tagged items seen selector:
Options: Now, Last Hour, Today, This week, This month, or Custom.
Key Indicators & System Logic
The Audit section tracks items based on their "Last Seen" timestamp relative to your chosen audit period.
Scan Due (Missing): This figure represents items that are officially registered to this location but are currently "overdue" for a check. The system identifies these as items that possess a tag but have a "Last Seen" date occurring before the start of your selected audit period. Essentially, they are the items you expect to find but haven't scanned yet.
Found (Verified): This confirms the items successfully accounted for during your session. This metric includes any item with a tag whose "Last Seen" timestamp has been updated to fall within or after the start of your selected audit period. These are your confirmed "present and correct" assets.
The Scanning Workflow
Upon selecting Find items, the camera interface is initiated. The system categorises scans as follows:
Result | System Notification | Outcome |
Correct Item | "Item found" | The Found tally increases automatically. |
Foreign Item | "Unknown item" | The QR code is not recognised within the workspace. |
Misplaced Item | "New item discovered" | A prompt appears: "1 extra items discovered. Move to this location/collection?" Selecting this updates the item's location in real-time. |
Completion: Once all "Scan due" items are accounted for, a success state is triggered: "Congratulations, all items found!"
2. Web Interface (Analytical Phase)
The Web version is dedicated to reviewing historical data and generating detailed reports.
Audit Reporting & Data Drills
The Audit section in the Web UI acts as a gateway to the Reports module. Clicking on the KPIs will trigger an auto-generated report with pre-defined filters:
Interacting with "Scan due":
Redirects to Reports to identify missing assets.
Automatic Filters:
Last seen date>Is beforeANDLocation>Is Any Of [Current Profile].
Interacting with "Found":
Redirects to Reports to confirm verified assets.
Automatic Filters:
Last seen date>Is AfterANDLocation>Is Any Of [Current Profile].
3. Technical & UI Notes
Cross-Platform Sync: Data updated via the mobile "Move to this location" feature reflects immediately on the Web dashboard.
User Experience: The audit workflow is designed to ensure that no item is left unaccounted for, providing a clear "Success" state to conclude the process.
4. Visual Demonstration
🎥 Video Tutorial
To see the Audit feature in action—including real-time scanning, error handling, and reporting—please follow the link below:
https://help.itemit.com/en/articles/112758-can-i-audit-my-assets-by-location
https://help.itemit.com/en/articles/112756-can-i-audit-my-assets-by-collection