Barcode support
Maintenance Connection offers highly functional barcode capabilities for both MC Express and the main application (MRO). With scanning capability available through native cameras on mobile devices, barcoding is especially useful in MC Express. But, barcoding is most powerful when used in the MRO and MC Express in an integrated way.
Setting up barcodes in Maintenance Connection
There are numerous Preferences available to set up barcoding in the way that best suits your organization, whether you are new to barcoding or it is already an aspect of your business process. To manage barcode settings, access the Preferences tool via the Tools menu and select the Barcode folder.
Setting up barcode formats
Barcode formats are selected in the Barcode Settings category of Preferences. These settings determine the format in which barcodes will display in the MC application (whether in Reports or using the Viewing/Printing feature described below). Not only are numerous formats available, but different formats can also be assigned to different types of fields as needed. These fields include: Purchase Order ID, Work Order#, Inventory (or Part) ID, and Asset ID. You can assign formats to these fields in either the Barcode Preferences (pictured here) or in the respective module Preferences for the fields.
Because so many barcode format options exist, the dropdown selections for these Preferences only show the most commonly used formats; however, MC can support more formats than will display in the dropdown selection. If your organization wishes to use to a format not showing in the dropdown, submit a request to our Support team to determine if the desired format can be supported in MC.
39x STANDARD (or "Code39") is Maintenance Connection's default barcode format. However, this format (along with "Extended Code39") does not support the tilde symbol (~), which is used by Maintenance Connection in naming Serialized (or Rotating) Parts. As such, this barcode format should not be used for inventory if your organization utilizes Serialized Parts.
Using QR code as barcode format
In addition to 1D formats, organizations can designate to use a QR Code as a barcode format, as long as these QR Codes only contain the field ID (Work Order #, Purchase Order #, Inventory Item ID, and Asset ID). QR codes that contain additional information beyond the ID cannot be used as an ID Format, as this will not work properly when scanned into a search or field prompt.
Organizations that use QR Codes as their barcode format(s) will also want to enable the ability to scan QR Codes from MC Express. This is accomplished through the "Barcode Types Supported in Scanning" Preference in the MC Express folder, where you can enable scans of standard barcode formats, QR Codes, or both. This preference optimizes scanning performance by ensuring that only the desired formats are being processed during the scan.
Using QR codes for direct login to MC Express
The "Provide Link to QR Code..." Preference allows you to view/print QR Code labels that provide direct access to Asset and Part records in MC Express. For example, users could print an Asset's QR Code label and affix it to the Asset itself. Then, if a technician is in the field and notices an issue with the Asset, she could use a device scanning application to scan the QR code, which will navigate her through MC Express login to the Asset record, where further action can be taken. Keep in mind that, because this QR Code provides a link to the record, it is a separate QR Code label from those that would be set up as field ID labels.
Because of the various nuances of using barcodes, we recommend connecting with your Account Owner to ensure that your organization is integrating barcoding properly into Maintenance Connection, and that barcoding is used to its fullest potential.
Using barcodes in MC Express
As a mobile offering, MC Express utilizes scanning and viewing options to make barcoding a powerful management tool for your organization.
To assist customers in identifying and selecting devices for use with our products, we recommend that you consult the website of RMS Omega, our preferred provider. Customers that prefer to use a smartphone or tablet typically use an external Bluetooth scanning device. Our customers have reported success using products from both KOAMTAC and Honeywell.
Technicians can scan barcodes using Bluetooth or USB-connected scanning devices, as well as the native camera on a mobile device, allowing them to make use of barcodes extensively while out in the field. Scan icons throughout the MC Express interface provide the ability to scan for Asset ID, Part ID, or Purchase Order ID. This provides quick access to view details about, and manage the utility of, a given record on-the-go.
Here are a few examples how to use scanning in MC Express:
There is a Scan icon available to initiate a Global Search for the scanned ID. This allows a technicians to quickly see where an Asset, for example, is referenced throughout the system, what Work Orders or Preventive Maintenance is scheduled for the Asset, Asset history, and so on.
The Scan icon also appears adjacent to the Part ID field in all places where a technician might need to retrieve a Part ID (all Part utilities, the Work Order Part page, etc.). For example, this allows a technician to easily scan Part barcodes from designated Stock Room bins while performing a Part Count.
Similarly, a scan icon allows you to input asset IDs where needed.
Scanning barcodes in MC Express
Scan a barcode or QR code:
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Select a scan
button.The Barcode Scan page opens, with the back camera on your device activated.
If your browser asks for access to your camera, you must allow it for barcode scanning to function properly.
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Position the code properly in the camera.
MC Express attempts to read the barcode automatically, and the Barcode ID dialog opens with scan results.
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Tap or click the Barcode ID dialog to confirm the scan.
The system continues with the process for which you scanned the barcode (retrieving search results, adding a part or asset ID, and so on).
Viewing/printing barcodes in MC Express
When viewing an Asset or Part, users can access the View Barcode option from the Action dropdown control on both the Asset and Part Summary page. This option will present the barcode in a preview window, using the format defined in the available Preference.
This feature is especially valuable if a Label Printer is accessible, allowing technicians to create labels for Assets or Stock Room bins, and attach them as needed. Keep in mind that barcodes will print in their native size, even if they do not display in their actual size in the application.
Using barcodes in the Main Application (MRO)
While barcoding is more naturally applicable in MC Express, the Main Application (MRO) of Maintenance Connection is also capable of utilizing barcodes for the benefit of your organization.
Viewing/printing barcodes in the Main Application (MRO)
Barcode icons display next to the Part ID field and the Asset ID field in their respective Details tab. This enables users to view the barcode for the given record based on the Barcode format defined.
Further, a label printer can print the barcode directly from this page, providing an expedient method to affix Part barcodes to stock room bins or Asset barcodes onto equipment. As with MC Express, barcodes will print in their native size even if they do not display in their actual size in the application.
Users can also view barcodes within Work Order and Purchase Order Reports/Printouts.In addition, Emailed Work Order and Purchase Order Reports/Printouts will not show barcodes in the body of the Email in most Email applications, as the Email client determines whether or not to render the images. Users need to open the attachment of the Report/Printout in order for the barcodes to properly display.
Searching in the Main Application (MRO) with a scanner
Users can search in the MRO via a scanning device supported by their computer. As an example, a scanning device connected to a desktop computer in a Stock Room could aid in quickly accessing Inventory Items in the system. In the MRO, barcodes can be scanned when searching for a Work Order, Asset, Part, or Purchase Order in their respective List views. To do this, access the Search tab within the List view, be sure to click inside the Search field, and then scan the desired barcode.
Export report for printing barcode labels
Due to HTML constraints, Maintenance Connection does not support printing barcode labels in bulk. To print barcodes for labels, MC offers barcode reports in the Reporter, which users can export as an Excel .csv file and use third party software to print. Once exported, the third party software would support the creation of either one dimensional (1D) or two dimensional (e.g., QR Code) tags.
The following is an example of how to use these Reports to print barcode labels:
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Within the Reporter, there are two reports designed for barcode exports:
For Inventory Items, use the Inventory Barcode Export for Label Printing report.
For Assets, use the Asset Inventory Barcode Export for Label Printing report.
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You can access the Report Setup for each report to determine what columns to display (and thus what information to make available for display on the barcode labels).For example, you may wish to add a Part Description column to the Inventory report so that this description can then export to the barcode labels.
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Run the desired report, and then set Report Criteria as needed. For example, for Inventory Items, you could narrow the list of Items to a Stock Room, in order to avoid duplicate Items (kept in different Stock Rooms) being printed on the report:
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Click Apply to run the report. Once the report appears, select the Export button:
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In the Export popup, select the option for Comma-Delimited File (.csv):
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Make sure the exported report is saved on your computer, and then access the desired third party software to print the barcodes. For an easy, free tool to design and print barcode labels, we recommend Avery.com. The following items may be helpful in using the Avery Design & Print tool:
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You will need to create a username and password to use Avery Design & Print.
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You will need to choose an Avery product (i.e. printing format) before designing your barcode labels. Though a number of products may be effective for your needs, we recommend the Address & Shipping Label product list as a starting point.
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Design QR Code and Barcode labels with the Avery Design & Print tool.
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Import files into the Avery Design & Print tool.
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Avery Design & Print is available online or in a downloadable app.
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As mentioned above, Maintenance Connection's default barcode format is 39x STANDARD (or "Code39"), which does not support the tilde symbol (~) used by MC for Serialized (or Rotating) Parts. As such, if your organization uses this format (or "Extended Code39") for inventory, Avery.com will not print barcode labels for your Serialized Parts. Select a different format for inventory if you wish to use Avery to print these labels.
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Import the saved .csv file into the third party software, design the labels as needed, and print.
Just as barcode functionality adds an extremely powerful tool to Maintenance Connection, it also requires nuance and accurate implementation to be as powerful a tool as possible for your organization. Because of this, we highly recommend connecting with your Account Owner as you integrate barcoding into Maintenance Connection. Further, please consider subscribing to our premium, on-demand training provided through Accruent Academy.
