All Collections
Common Support Questions
6 Tips & Tricks to Speed Up Initial Data Entry & Help with Data Organization
6 Tips & Tricks to Speed Up Initial Data Entry & Help with Data Organization
Nadine avatar
Written by Nadine
Updated over a week ago

The first goal any customer has, is to upload your information into the system. So, how do you do that?

1) Take Inventory & Audits:

If you are starting asset management from scratch, you may need to inventory what you actually have. We find that ‘many hands make light work’, so why not schedule an inventory party? Bring in some pizza/snacks and have the whole team scan and enter your assets at once in a working session.

2) Upload a Spreadsheet:

Have an existing system or spreadsheet? Then the best way to start is usually with a one-time data upload (optional for Premium and higher customers.) With this approach, we send you a simple spreadsheet template and instructions. You cut and paste your data using all the power of Microsoft Excel to cut/paste/copy rows as needed. Then you send it back to us. We do a QA test to make sure everything looks good, and then we import it into our system.

3) Update Multiple Assets Using the Scan Feature:

When you have data in the system, it’s easy to update multiple assets at the same time. If you have 20 new iPads for example, and have labeled them so they are active in the system, you can simply use the multi-scanning feature in the Mobile App to select them and Update All in the Asset List view. You can use this feature for as many assets and data fields as you like.

4) Update Multiple Assets Using the Search Feature:

You can also use the iPhone App to update multiple assets at once, by using the Search feature. It’s similar to scanning the labels, only this time you search for them instead and then make the update using the Update All feature.

5) Best Practices for Working with Data:

The GoCodes software has a powerful search feature, which searches all of the data associated with your assets rather like Google Gmail searches. There’s no need for folders and files.

Since the searching and reporting is based on the data, we recommend that you take some time to decide how you want to organize your assets, for example by team, dept., type, owner, location etc. Once that's decided, you can set up your custom data fields and custom pick-lists (which you can find in the Customization menu) to help ensure that you minimize manual data entry and have the highest data quality.

Seek to ensure that key data items are assigned with a single word, as they are easier to search. For example instead of having an asset assigned to an employee named ‘John Smith’, use ‘John_Smith’ instead. That way you will be able to search for the name and you'll get an accurate match.

6) Update & Checking in/out Multiple Assets:

You can quickly check multiple assets in or out, using the iPhone App. Just put the scanner in ‘Multi’ mode, scan the labels and check in/out as needed. The assets will all be updated in a single step.

When checking out, you will be able to select the name of the person whom the assets are ‘Assigned to’ and this can be a great place to configure a drop-down menu or pick-list. When assets are checked in, the 'Assigned to' field will be cleared.

Remember, GoCodes tracks all changes, so you can always see who checked an asset in or out and when. You can find that information in the Change History for each asset. You can also use the Search feature in the iPhone App, to select a group of assets to check in/out in the same way. This can be helpful for assets that get checked in/out as a group.

Thank you for choosing GoCodes!

Did this answer your question?