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How to create a new record in a table from a QR code

26/6/2024
Learn how to create a new record with a QR code in TimeTonic ! Ideal for data collection, asset management, and traceability.
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How to Create a New Record from a QR Code in Timetonic

This solution is adaptable to various needs, such as collecting data in the field, managing physical assets like equipment, ensuring traceability, observing flows, or even access control. By scanning a QR code, you have a versatile solution. For this demo, we use three tables: an equipment table, a user table, and a table that will receive the record. For each scan of the QR code, a data entry view opens, which, once validated, records a declaration presenting the user, their entry, and the related equipment.

Let's get concrete. To optimize the time for this demo, some columns are already present. I will show you the configuration. To start, in the equipment table, there are two columns: a simple text column to name the machine. Make sure to enable the "Allow scan" option. QR code column. In the table where the record will take place, I find two relationship columns linked to my two other tables, configured for equipment in unique relationships and unique links. For the user column, I have a single selection and unique link. I make sure to set the value to the user's ID to see who initiated this record. I add a new simple text column that I configure to allow scan, which will be linked to an automation indicating the name of the scanned machine. When the ScanMachine is modified, if the scan is empty, it writes the linked machine information in the ScanMachine.

We need a unique ID for the record. I create a formula column which will be my ID and then a number column to enter the quantities to declare.

Let's test it now. I go to my time table. I will create a new record by scanning the QR code of an equipment. I record the quantity. I read it. I have my new record line. I create a new one. For the demo purposes, we will create several and then check our record table. Here are my five lines created from the QR code in my record table. An essential view on the record time. In my equipment table, I find the records related to the equipment. To retrieve the data, we will create a relationship with the recorded quantity by fetching the column in the record table. I need the recorded quantities. Let's sum up all the times with a formula column. Using the SumElement formula, I get the total times of each equipment. And I could also duplicate this method in the user table.

Recap:

1. For the equipment, link your QR code column to its ID and enable the "Allow scan" option in it.
2. Create the relationship tables and ensure their configuration.
3. Create the data collection columns. Generate the copy of the equipment link name in a simple text table with an automation.
4. Create your records with your smartphone from the Timetonic app.
5. In the equipment, retrieve the recorded data, see the information of each one.

You get the idea. Integrating and adapting this solution into your processes will improve the efficiency of your organization.