Organize and find inventory

Inventory keeps a record of the things you own, maintain, share, or need. Start with a small structure that matches how people find things in the real world.

Before you begin

Choose the correct workspace and open Inventory. The main web workspace is at /admin/inventory. Your available actions depend on inventory permissions and which features the workspace has enabled.

Choose a structure

Record	Use it for
Item	Something you track, such as a device or a quantity of supplies.
Location	Where things belong, such as a building, room, cabinet, or shelf. Locations can be nested.
Group	A collection that helps organize related records.
Request	Something you need or plan to obtain; see requests and history.

For a simple start, create a location named “Equipment cabinet,” then add the items stored there. Add more levels only when they make browsing easier.

Create a location or group

1. Open the inventory location where the new record should belong.
2. Open the create menu and choose Create Location or Create Group.
3. Enter a name.
4. Review the parent placement. Web forms use fields such as Inside, Inside location, or Inside group, depending on the record.
5. Add a description, photos, or project association when useful.
6. Save and confirm the new record appears in the intended place.

The location path helps you keep context as you drill into nested records. Use the path or back controls to return to the parent before creating a sibling location.

Browse in grid or list view

Use grid view when photos help you recognize items. Use list view when you want to compare names, labels, and context. Switching views does not create another copy of the inventory.

Search for a recognizable name, label, or barcode, and combine search with the available filters. A project filter can narrow the visible inventory to work associated with a project. Clear filters when a record seems to be missing.

iPhone and iPad

The native inventory browser uses a Create menu and a Filter menu. The path/title menu provides location context. Available options can also include sorting, project filters, requests, and consumed-item visibility.

Mobile reads available records from the device and refreshes them as a connection is available. If you need to rely on a particular attachment or document offline, prepare that content before leaving the connection. Seeing an item record does not by itself confirm that every attached file is downloaded.

Move a record carefully

Open the record's actions and choose Move when permitted. Select the intended destination, confirm the move, and check the resulting path. A move changes the recorded placement; it does not mean the physical item has moved unless someone carries out that work.

Use item records and labels to make a record easier to identify after it moves.

Troubleshooting

Problem	Check
An item is not in the current location	Its path, your search, and active filters.
A create or move option is missing	Record permissions, workspace settings, and the current inventory context.
The same name appears more than once	Compare labels and paths before editing or moving either record.
Mobile shows old information	Reconnect and refresh before making a second record for something already tracked.