Set Up a Barcode Scanner with QR Codes

You can label your equipment with barcodes or QR codes, then have a form fill itself in when a technician scans one. This article covers the full setup, from the source spreadsheet to the mapped form.

How scan-to-populate works

Three pieces work together:

• A lookup list holds your reference data. It has one row per asset, with the code in one column and the asset's details in the others.

• A Barcode field on your form captures the scanned code.

• A lookup mapping ties them together. It tells FastField to search the list for the scanned code, then fill other fields on the form with values from the matching row.

For example, a technician scans a QR code on a compressor. The form fills in the make, model, and location before they answer a single question.

Barcodes and QR codes both work.

Build your reference spreadsheet

Create a spreadsheet with one row per asset. Put the value each code holds, usually a serial or asset number, in its own column. Put each detail you want the form to fill in another column.

Save it as an .xlsx or .csv file. Those are the formats FastField accepts.

Generate the codes

Generate a barcode or QR code for each value in your code column. Many free tools can do this. Print the codes and attach them to the matching equipment.

Important

The code must contain exactly the value in your spreadsheet column. A trailing space or a different prefix means the lookup finds nothing.

Upload the spreadsheet as a lookup list

1. In the portal, go to Lists.

2. Upload your spreadsheet as a lookup list and give it a name, such as Equipment register.

You can also use a Data Table as the source.

Build the form

1. In the Form Builder, select Add Field in the side bar.

2. Under Scanning, select Barcode. This is where the technician scans.

3. In Field Label, enter a clear name, such as Serial Number.

4. Add a field for each detail you want filled in. Use a Static Text field for values the technician only needs to read. Use a Text field if they may need to correct the value.

5. Give each field a clear name so you can find it when you set up the mapping.

Tip

Rename your field keys before you set up the mapping. A key like serial_number is easier to work with than barcodereader_1.

Set up the lookup mapping

1. In the Form Builder toolbar, select Settings, then Lookup Mappings.

2. Select Add Mapping.

3. In Mapping Name, enter a name, such as Equipment lookup.

4. In Lookup Type, keep Lookup Data File, or select Data Table if your data is in a Data Table.

5. In Lookup List, select the list you uploaded.

6. Under Search Mappings, set Field to your Barcode field. Set Column to the column that holds the codes.

7. Under Display Mappings, set Field to a form field and Column to the column that fills it. Select Add Display Mapping for each other field.

8. Select Save.

9. Select Save Draft, then Publish.

Learn more about lookup mappings.

Add the fields with the Assistant

You can ask the Assistant to add the Barcode field and the fields it fills.

1. Select Assistant in the side bar.

2. Describe what you want, for example At the end of the Equipment section, add a Barcode field called Serial Number, then Static Text fields called Make, Model, and Location.

3. Send the message.

The Assistant can't set up lookup mappings. Use Settings > Lookup Mappings for that step.

Note

Assistant changes aren't saved until you select Save Draft.

Test the scan

Open the form in the FastField mobile app and scan one of your codes. The mapped fields fill in from the matching row.

If nothing fills in, check these in order:

1. The scanned value matches the list column exactly, with no extra characters.

2. The search mapping uses the Barcode field, not another field.

3. The device has a connection, if the mapping uses a remote lookup.

What's next

• Bar code reader

• Use lookup mappings to auto-populate fields with data

• Lookup list selector