Asset Audit Forms
This page explains how audit forms work, how to create them, and how the Grouping setting on an audit affects when the form is displayed. Audit forms control what data is collected about each asset (or batch of assets) during the scanning process.
Prerequisites
Audit forms are standard xAssets forms with two specific settings:
- Form Type must be set to Handheld Scanner Forms
- Subject must be set to Assets
These forms are only used with Keywedge scanner audits. Intelligent scanners have their own on-device forms and do not use xAssets audit forms. See Configuring Barcode Scanners and Audit Types for how audit type forms are linked to audit types.
How Audit Forms Are Applied
The Grouping setting on the audit determines when the form appears:
- Individual -- the form is displayed each time an asset is scanned, allowing different values per asset. Use this when each asset may need different data (e.g., a condition assessment where each asset is rated separately).
- Batched Assets -- the form is displayed once at the start of the audit, and its values are applied to all scanned assets. Use this when all assets in the audit should receive the same values (e.g., moving all assets to a new location).
When using Batched Assets grouping, you can optionally specify an Individual Asset Form on the audit to collect per-asset data in addition to the batch values.
Designing an Audit Form
An audit form can include any asset field. Common patterns include:
| Field Type | Behaviour | Example Use |
|---|---|---|
| Editable fields | User enters a value during scanning | Quantity field for stock counts, New Location for asset moves |
| Read-only with default | Forces a specific value onto scanned assets | Status set to "Verified" for existence audits |
| Optional fields | If left blank, the existing asset value is preserved | Notes field for optional comments |
| Mandatory fields | User must provide a value before proceeding | New Location for move audits where every asset must have a destination |
Creating an Audit Form
- Navigate to the form configuration area in xAssets.
- Create a new form.
- Set the Form Type to Handheld Scanner Forms.
- Set the Subject to Assets.
- Add the fields you want to collect during scanning.
- For each field, set whether it is editable, read-only, mandatory, or optional, and provide default values where appropriate.
- Save the form.
- Link the form to an Audit Type in Barcoding > Configured Audit Types.
Common Audit Form Examples
| Audit Purpose | Suggested Fields | Grouping |
|---|---|---|
| Existence verification | Status (read-only, default "Verified") | Batched Assets |
| Asset move | New Location (mandatory, editable) | Batched Assets |
| Condition assessment | Condition (editable dropdown), Notes (optional) | Individual |
| Stock count | Quantity (mandatory, editable) | Individual |
Tip: Keep audit forms simple -- include only the fields that the person conducting the audit needs to see or fill in. Complex forms slow down scanning and increase the chance of errors.
Related Articles
- Creating a New Audit — How to create and configure a new asset audit
- Performing an Audit — Step-by-step guide to performing a barcode audit
- Asset Audits Overview — Introduction to the asset audit process
- Configuring Barcode Scanners and Audit Types — Setting up scanners and configuring audit types
- Barcoding Overview — Introduction to the barcoding module