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Canary calls the decoded value inside a QR code or barcode a scannable identifier. An identifier lets a technician open the matching asset, location, or part from the mobile scanner. Only administrators can attach, generate, or retire identifiers. Maintenance users with access to the matched record can use the general mobile scanner.

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Scan an asset on mobile

  1. Open Assets and tap the barcode scanner icon in the header. Allow camera access if your phone asks.
  2. Hold the physical QR code or barcode inside the white corners. Keep the whole label visible and the phone steady.
  3. Use the flashlight button when the label needs more light. Avoid glare on shiny labels.
  4. When Canary recognizes an assigned code, it opens the matching record. If several parts share the code, choose the correct part.
Mobile barcode scanner with callout 1 beside the white viewfinder corners and callout 2 beside the flashlight button.

iPhone scanner example. The camera preview is dark in this demonstration; on a phone, aim it at the physical label.

1. Keep the label inside the viewfinder. 2. Use the flashlight if needed. If the code is not assigned, ask an administrator to attach it to the correct record using the steps below.

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Core rules

  • A record can have multiple identifiers.
  • Customer barcodes can be shared by several parts. The mobile scanner asks which part to open.
  • Asset, location, and Canary-generated labels identify one record within the organization.
  • Matching is exact, including letters and symbols.
  • Retiring an identifier stops future resolution and frees the value for reuse.

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Attach an existing code

On the web:
  1. Open the asset, location, or part.
  2. Open its identifier section and select Add identifier.
  3. Scan the existing label or enter its decoded value exactly.
  4. Add a useful label for the identifier.
  5. Save, then test the physical code from mobile.
Use this workflow for manufacturer barcodes or labels already installed in the field. On mobile, an administrator can open an existing asset, location, or part and select Scan code to attach. The scanner binds the decoded value to that record and returns to its detail view.

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Scan while selecting a location

The mobile work-order Location picker includes a scanner. Scan an assigned location code to select that location in the create or edit form. Codes assigned to an asset or part are rejected in this location-only flow.

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Generate a Canary label

  1. Open the target record’s identifier section in the web app.
  2. Select the option to generate a Canary identifier.
  3. Save and print the generated label.
  4. Place it where the camera can reach it safely.
  5. Scan it once after installation.

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Retire an identifier

  1. Open the record that owns the identifier.
  2. Find the code in its identifier list.
  3. Select Retire and confirm.
Retire damaged or reassigned labels when they should no longer resolve. Asset, location, and Canary-generated values must be retired before assigning them elsewhere; customer barcodes can remain shared across parts.

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Label placement

Choose a clean, flat, visible surface away from heat, abrasion, moving parts, and required warning labels. Keep the record name readable beside the code when practical.