A tag can identify a device, known as a Spot, a folder or a warehouse slot. In the tag register, you manage the tag’s identifiers and which item’s details the tag opens. Creating or changing a register entry does not write to the physical NFC tag or change the printed QR code.

Before you begin

In the browser navigation, open Assets and content → Tags. Administrators have tag management permissions. A Manager’s permissions to create, edit and delete tags are determined separately by the role’s tag permissions. Importing requires permission to create tags. View permission alone is not enough to save changes, even if you can open the form.

Surface number is the tag’s visible identifier and is required in the register. Internal ID is the identifier the mobile app reads to look up the tag in the register. It must match the identifier read from the physical tag; the correct surface number alone is not enough to find the tag by scanning. Do not swap the identifiers.

The surface number and internal ID must each be unique within their own field. The form allows up to 1,024 characters per identifier, and saving removes spaces from the beginning and end of the identifiers. You can leave the internal ID blank when creating a tag manually, but scanning requires the correct identifier to be read. If saving reports that a value is already in use, find the existing tag before creating a new one.

Create a tag and select a link

  1. Select Create new tag in the toolbar at the top of the Tags view.
  2. Enter the Surface number and, for scanning, the Internal ID.
  3. In the linking section of the form, select one item: Select spot, or Select folder or or Select warehouse slot. Selecting a different item type clears the previous selection. You can also leave the item unselected and create an unlinked tag to link later.
  4. Select Save at the bottom of the form. Check the saved identifiers and Tagged to in the tag table.

A tag can be linked to only one item, and each Spot, folder or warehouse slot can have only one tag. When selecting a new item, the options show Spots and folders that you can access and that do not yet have a tag. Warehouse slots are limited to slots without tags in active warehouse slot definitions that you can access; the Projektivarastopaikat group is excluded from the options. If you cannot find an item, check its current tag link, your permissions and whether the warehouse slot definition is active.

You can also link a Spot to a tag in the mobile app. See linking a tag in the mobile app.

Change the link or unlink a tag

Find the tag using the search field below the Internal ID, Surface number or Tagged to column heading in the Tags table. Open the tag’s form using the Surface number link or the pencil icon on its row. Check the identifiers to confirm which physical tag you are working with.

To change the link, select a new item on the form and press Save. The same tag moves from the old item to the new one: subsequent reads open the item specified by the new link. The items’ own data does not move with the tag.

To unlink the tag, select Clear at the bottom of the form. This clears only the item selection, not the identifiers. The link is removed only when you press Save. The tag remains in the register as an unlinked tag and retains its identifiers. Cancel closes the form without saving changes.

After the change, check the identifiers and Tagged to again. For an unlinked tag, the item name is blank. Instructions for checking that a linked tag works are provided below.

Delete a tag from the register

Delete an individual tag using the trash icon on its row and accept the deletion confirmation. The trash icon is visible only if you have permission to delete tags.

To delete multiple tags, select the checkboxes on their rows. Open the Actions menu in the checkbox column heading, select Delete selected rows and accept the confirmation. Deletions are processed separately: some may succeed even if another fails. Afterwards, check which rows were removed.

Deleting removes the tag’s register entry and its link. It does not delete the Spot, folder, warehouse slot or physical tag. The physical tag can no longer find an item through the deleted register entry. If you want to reuse the tag later, unlinking it is usually the more suitable action. Previous read events for a Spot remain with that Spot; changing the link or deleting the tag does not move them to another item.

Import new tags from Excel

Importing creates new register entries. It does not update existing tags or replace their identifiers. An identifier already in use prevents that row from being saved. Links are created separately after the import.

  1. Select Import new tags in the toolbar at the top of the Tags view.
  2. Prepare two columns in this order: Internal ID, then Surface number. Both values are required on every populated row. Completely empty rows are omitted. Keep identifiers as text in Excel if, for example, they contain leading zeros.
  3. Select Select Excel-file at the top of the import window, or copy only the data rows from Excel and paste them into the table after selecting the starting cell.
  4. In the preview, check the column alignment, identifiers and leading zeros. Remove unnecessary rows using the trash icon on each row in the import table; this does not delete existing tags from the register.
  5. Select Save in the import window and accept the confirmation using its Save button.

Up to 100 rows are processed immediately in the save request. Larger datasets are processed in the background in batches of 100 rows. The window closing or the request succeeding does not indicate that all rows were saved.

In the browser navigation, open History → Import logs and find the tag import by its time and user. Wait for the completion time to appear, then check the numbers of successful and failed rows and the errors for the failed rows. An error on one row does not undo successful rows. Correct and reimport only the failed rows; importing the entire file again would also attempt to recreate tags that have already been saved. For more details, see checking the import results.

Refresh the Tags view after the background import has finished. Find the new tags, check their identifiers and select the required items on the tags’ forms.

Check that a linked tag works

Read the physical tag using the normal reading function in the Home view of the Android or iOS app. The QR reading function is called Read QR-code on Android and READ QR-CODE on iOS. Check the name and details of the item that opens. Detailed QR and NFC reading instructions are provided in opening a Spot with an NFC or QR tag.

The person reading the tag must be signed in and have permission to view the linked item. Linking does not grant access permissions. An unlinked tag does not open an item, and a deleted Spot cannot be opened using a tag. If reading fails or opens the wrong item, check the internal ID, the saved link and the user’s permissions. Successfully reading a Spot records a read event on that Spot, so a test read also appears in the read history.

Export tags to Excel

Filter the rows in the Tags table using the column search fields and select the required columns using the column icon at the right end of the table’s header row. Then select Export view to Excel in the toolbar at the top. The export uses the table’s filtered data and visible columns. Check the identifiers, columns and row count in the downloaded file.

If you need all tags visible to you under your permissions, clear the table filters before exporting. The Tags view does not have a separate button for exporting all tags. The table’s current search does not use the old loading limits of 5,000 or 10,000 tags. Working with the view is also covered in the guide to table views and Excel exports.