Record QR code · open it on your phone by scanning
Any record can produce a QR code that points to its address. Scan it with your phone camera and the record opens right up in the system. Use it to tie a physical item to its file: print the code and stick it on the machine, the shelf, the folder or the equipment label.
The physical world has no search bar. Someone standing in front of a machine, a shelf or a contract folder needs to find the matching file without typing anything. The QR code solves that with paper: it carries the record's address, and the phone camera does the rest.
Showing the code
- Open the record: an opportunity, a product, a ticket, any object.
- At the top of the page, click the More menu.
- Choose QR code. The item carries the explanation Show a QR code that opens this record.
- A window shows the code, the line Scan with your phone to open this record, and, below it, the address it carries.
Close the window with the Close button, the ✕ in the corner, the Esc key, or by clicking outside it.
Downloading and printing
- Click Download to save the code as a PNG image. The file comes named with the object and the record identifier.
- Click Print to open a ready-made sheet, with the code large, the record title and the address underneath.
- Send the sheet to the printer and stick the label on the physical item.
💡 The image is generated at high resolution precisely so it does not blur in print. A blurry code is a code the camera cannot read.
What the code carries, and what it does not
- It carries only the record's address, never the data in it.
- Whoever scans it needs an account in your organization and an active session. Without that, they land on the sign-in screen.
- Once signed in, the person sees the record according to their own role's permissions, exactly as they would from the menu.
- The code does not expire and does not change: it points at the same record for as long as the record exists.
- If the record is deleted, the code stops opening; restore the record from the Trash and it works again.
Example: Aurora Metalworks registered 42 machines as product records. For each one, the technician opened the file, went to More, clicked QR code and then Print, and stuck the label on the side of the equipment. During maintenance, the operator points the camera and lands straight on the file, with ticket history and attachments, without hunting for a serial number in a spreadsheet.
Permissions and limits
- Generating and printing the code requires nothing more than being able to open the record: it is a read action.
- Handing the paper around grants nobody access, because authentication still applies. Even so, a code stuck up in a public place does reveal that the record exists.
- Downloading and printing use browser features. If your browser blocks new windows, allow the window so you can print.
- If you see the message Could not generate the QR code, tell whoever administers the workspace: it means the address could not be encoded.
Common questions
- Do I need to install a QR reader? No. The camera on current phones recognizes the code on its own.
- Can I generate codes for several records at once? Not from this screen: the code is generated record by record.
- I just want to send the address in a message. Use Copy link, in the same More menu: it copies the record's address without generating an image.