#Barcodes

Refer to the following sections to manage barcodes.

#Select a Barcode Standard

Refer to the following steps to select a barcode standard for your physical records:

1. Navigate to Physical records > Explorer.

2. Click the More actions () button, and then select Barcode standardto open the Barcode standard window.

3. Select a barcode standard, either Code 128 or Code 39.

   Each barcode standard has its own requirements. For example, in Code 39, a barcode can include uppercase letters from A to Z, numbers from 0 to 9, space, and special characters such as -, ., $, /, +, and %.

4. Click Save to save the configurations.

#Export Barcodes

To export barcodes of physical boxes and folders within a location, complete the following steps:

1. Navigate to Physical records > Explorer.

2. Select a location from the location tree and then click Export barcodes on the right pane of the page.

3. On the Export barcodes window, select a barcode template and then select an option below:

   • Export to local immediately – Select this option to export barcodes to the download location of your current browser.

   • Export to – Select an export location to store the exported content. The supported storage types: SFTP and Microsoft Azure Blob Storage. An Export barcodes job will start to export the barcodes to the selected export location.

4. Click Export.

#Print Barcodes

AvePoint Opus generates a unique barcode for every new physical box/folder in the system and supports printing the barcodes out so that you can perform physical records management directly from your storage repositories via a mobile device.

To print the barcode of a physical box/folder, complete the following steps:

1. On the Explorer page, select the physical box/folder from the location tree, and then click Barcode on the right pane of the page.

2. Click Print. The Print window pops up, displaying the name, unique ID, and barcode of the selected physical box/folder.

3. Click Print.

4. In the pop-up window, configure the print settings if required, and then click Print to print the barcode.

#Scan Barcode

The Records App is a barcode scanning app that works with AvePoint Opus. As a records manager, you can take action to manage physical records by scanning their barcodes via a mobile device. We strongly recommend you use a mobile phone to scan barcodes for the best performance.

The barcode scanning app is compatible with iOS and Android devices. Once you install the app from the app store, your device’s camera can be used as a scanner. You can then take different actions to manage physical records.

To scan barcodes of physical boxes/folders via a mobile device, complete the following steps:

1. Print out the barcodes of the physical boxes/folders that you want to manage.

2. Sign in to the app from your mobile phone using your AvePoint Online Services account.

3. Click the Scanning icon.

4. Hold your phone camera to the barcode of the physical box/folder that you want to scan. The scanned physical box/folder will then be scanned to the list.

5. Continue to scan more physical boxes/folders, and then click Done to stop scanning.

6. The scanned physical boxes will be displayed in the Box tab, and the scanned physical folders will be displayed in the Folder tab.

7. From the list, select the physical boxes/folders that you want to manage in batch, and click the More Actions icon to perform the following available operations:

   • Move – Move the selected physical boxes/folders to a new location.

   • Change status – Change the status of the selected physical boxes/folders.

   • Approve loan request – Approve the loan request of the selected physical folders.

   • Return – Modify the loan status of the selected physical folders after end users return the physical folders to make the physical folders available to all end users.

   • Remove from list – Remove the scanned physical boxes/folders from the list.

8. When you finish, switch to the History tab to view all of the physical boxes/folders or the failed physical boxes/folders that you have just managed. You can click the Rerun () button next to a physical box/folder under the Failed section to act again.