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en:2.0:inventory [2026/10/07 13:40] – mightymcoderen:2.0:inventory [2026/10/07 14:20] (current) – mightymcoder
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   * **Members, selected roles, or guests** may submit reservation requests if this is enabled in the preferences   * **Members, selected roles, or guests** may submit reservation requests if this is enabled in the preferences
   * Inventory data belongs to the currently active organisation   * Inventory data belongs to the currently active organisation
 +
 +===== General settings =====
 +
 +The Inventory settings are available in the organisation preferences under **Inventory**.
 +
 +^ Setting ^ Description ^
 +| Visible for | Defines which roles may view and use the Inventory module |
 +| Items per page | Defines how many items are shown per page in the inventory list |
 +| Days of field history | Defines how long previous inventory field values remain available in the history |
 +| Enable item pictures | Enables pictures for inventory items |
 +| Storage location for item pictures | Defines whether pictures are stored in the database or in the file system |
 +| Maximum picture size | Defines the maximum width and height for item pictures |
 +| Show obsolete selection values | Defines whether selection values which are no longer used remain visible |
 +| Edit system field names | Allows the display names of predefined inventory fields to be changed |
 +| Allow keepers to edit items | Allows keepers to edit the items assigned to them |
 +| Fields editable by keepers | Defines which fields keepers may edit |
 +| Preselect current user as keeper | Assigns the current user as the keeper when creating an item |
 +| Allow negative numbers | Allows negative values in numeric inventory fields |
 +| Decimal places | Defines the number of decimal places shown for numeric fields |
 +| Date and time format | Defines whether date fields contain only a date or a date and time |
 +
 +==== Lending settings ====
 +
 +Lending can be disabled if it is not needed. When lending is disabled, no functions for issuing, returning, or managing loans are available.
 +
 +==== Profile view settings ====
 +
 +The administrator can decide whether inventory information is shown in user profiles.
 +
 +The inventory fields to be displayed can be selected, for example the last received item or an assigned keeper.
 +
 +==== Export settings ====
 +
 +A default filename can be defined for inventory exports. Optionally, the current date can be added automatically to the filename.
  
 ===== Inventory list ===== ===== Inventory list =====
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 Retired items are normally hidden from the default list. Administrators can include them by changing the status filter. Retired items are normally hidden from the default list. Administrators can include them by changing the status filter.
  
-From the list, authorised users can create, edit, copy, retire, reinstate, or delete items. Multiple items can also be selected for bulk editing.+Authorised users can create, edit, copy, retire, reinstate, or delete items from the list. Multiple items can also be selected for bulk editing.
  
 ===== Managing inventory items ===== ===== Managing inventory items =====
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 ==== Create an item ==== ==== Create an item ====
  
-Inventory administrators can create a new item from the inventory menu.+Inventory administrators can create a new item from the Inventory menu.
  
 Each item uses the configured inventory fields. Typical fields include: Each item uses the configured inventory fields. Typical fields include:
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 An existing item can be edited at any time by authorised users. An existing item can be edited at any time by authorised users.
  
-The copy function creates a new item based on an existing one. This is useful when several similar items must be entered.+The copy function creates a new item based on an existing item. This is useful when several similar items must be entered.
  
 Bulk editing applies selected values to several items at once. It is intended for changes such as assigning a keeper, changing a category, or updating a common field. Bulk editing applies selected values to several items at once. It is intended for changes such as assigning a keeper, changing a category, or updating a common field.
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 Fields can be created, edited, reordered, or removed. Depending on the field type, option values can also be maintained. Fields can be created, edited, reordered, or removed. Depending on the field type, option values can also be maintained.
  
-Use fields to adapt the module to the organisation's needs. For example, an organisation may add fields for:+Fields allow the Inventory module to be adapted to the organisation's needs. For example, an organisation may add fields for:
  
   * storage location   * storage location
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 Changes to fields affect item forms, lists, filters, imports, and exports. Changes to fields affect item forms, lists, filters, imports, and exports.
  
-===== Borrowing and returns =====+==== Date ranges and times ====
  
-The borrowing area is used to record the physical handover and return of items.+Inventory fields can be used for periods. The preferences define whether these fields use only a date or a date and time.
  
-==== Borrow an item ====+This can be useful for maintenance periods, warranty periods, or other time-related item information. 
 + 
 +===== Lending and returns ===== 
 + 
 +The lending area is used to record the actual issue and return of items. 
 + 
 +==== Lend an item ====
  
 When lending is enabled, authorised users can record: When lending is enabled, authorised users can record:
  
   * the receiver   * the receiver
-  * the borrow date +  * the lending date 
-  * optional additional borrowing information+  * additional lending information
  
-An item with an open borrowing record is considered physically issued and cannot be reserved for another period.+An item with an open lending record is considered physically issued and cannot be reserved for another period.
  
 ==== Return an item ==== ==== Return an item ====
  
-When the item is returned, record the return in the borrowing area. The item then becomes available again, subject to existing approved reservations.+When an item is returned, record the return in the lending area. The item then becomes available again, subject to existing approved reservations.
  
-==== Borrowing workspace ====+==== Lending overview for reservations (available from Admidio 6.0) ====
  
-The borrowing workspace can show:+The lending overview can show:
  
-  * approved reservations that are ready for handover+  * approved reservations ready for handover
   * currently borrowed items   * currently borrowed items
-  * the receiver and borrowing date +  * the receiver and lending date 
-  * actions to start borrowing or record a return+  * actions to start lending or record a return
  
 The physical return remains a manual process. The physical return remains a manual process.
  
-===== Reservation requests =====+===== Reservation requests (available from Admidio 6.0) =====
  
-Reservation requests can be enabled independently in the inventory preferences.+Reservation requests allow inventory items to be planned for a specific period. 
 + 
 +==== Reservation settings ==== 
 + 
 +^ Setting ^ Description ^ 
 +| Enable reservation requests | Enables requests for inventory item reservations | 
 +| Allow reservations for events | Allows inventory items to be selected while editing an event | 
 +| Allow keepers to manage reservations | Allows the responsible keepers of an item to manage its reservations | 
 +| Approval of reservation requests | Defines whether reservations are approved automatically or manually | 
 +| Who may request reservations | Defines whether guests, logged-in members, or members of selected roles may submit requests | 
 +| Roles allowed to request reservations | Defines the roles whose members may submit reservation requests | 
 +| Enable email notifications | Enables notifications about reservation requests and status changes | 
 +| Notification roles | Defines one or more roles whose members receive notifications | 
 +| Notify responsible persons for these actions | Defines which status changes notify responsible persons | 
 +| Notify requester by email | Defines whether requesters receive notifications about changes to their reservation |
  
 ==== Who may request reservations? ==== ==== Who may request reservations? ====
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 Guest requests require a name and email address. Guest requests require a name and email address.
  
-==== Requesting an item ====+==== Request an item ====
  
 A reservation request contains: A reservation request contains:
  
   * the inventory item   * the inventory item
-  * start and end date/time+  * start and end date and time
   * an optional comment   * an optional comment
-  * requester details+  * requester information
  
-The system checks whether the item is available for the selected period. An active borrowing or an overlapping approved reservation prevents approval for the same period.+The system checks whether the item is available for the requested period. An active lending record or an overlapping approved reservation prevents approval for the same period.
  
 ==== Approval workflow ==== ==== Approval workflow ====
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 The approval mode can be configured as: The approval mode can be configured as:
  
-  * **Manual approval**, new requests are created with the status ''Requested'' +  * **Manual approval**, new requests receive the status ''Requested'' 
-  * **Automatic approval**, new requests are created with the status ''Approved'' when the item is available+  * **Automatic approval**, new requests receive the status ''Approved'' when the item is available
  
 ==== Reservation lifecycle ==== ==== Reservation lifecycle ====
  
-The reservation status follows these transitions:+A reservation can follow these status transitions:
  
   * ''Requested'' → ''Approved''   * ''Requested'' → ''Approved''
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   * ''Borrowed'' → ''Returned''   * ''Borrowed'' → ''Returned''
  
-''Rejected'', ''Cancelled'', and ''Returned'' are final states. They are preserved for the history and cannot be changed back into an active reservation.+''Rejected'', ''Cancelled'', and ''Returned'' are final states. They remain in the history and cannot be changed back into an active reservation.
  
-If another reservation is needed after rejection or cancellation, a new request must be created.+If an item is needed again after rejection or cancellation, a new reservation request must be created.
  
-==== Reservation management ====+==== Manage reservations ====
  
-Inventory administrators and, if enabled, responsible item keepers can manage requests.+Inventory administrators and, if enabled, responsible item keepers can manage reservations.
  
 They can: They can:
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   * cancel approved reservations before handover   * cancel approved reservations before handover
   * view reservation details and requester information   * view reservation details and requester information
-  * start the physical handover +  * record the handover of an item 
-  * record the return +  * record the return of an item
- +
-Requesters can withdraw their own open or approved reservation when they are logged in. +
- +
-===== Reservations for events =====+
  
-Event reservations help organisers plan the equipment needed for an event.+Requesters can withdraw their own open or approved reservations when they are logged in.
  
-==== Enable event reservations ====+===== Reservations for events (available from Admidio 6.0) =====
  
-To use this feature, reservation requests and event reservations must be enabled in the inventory preferences.+Event reservations support organisers when planning the equipment needed for an event.
  
-==== Add equipment to an event ====+==== Add items to an event ====
  
 When creating or editing an event, open the **Reservations** tab and add the required inventory items. When creating or editing an event, open the **Reservations** tab and add the required inventory items.
  
-A reservation is created for each selected item for the event period. Depending on the configured workflow, requests are either approved automatically or must be reviewed by a responsible person.+A reservation is created for every selected item for the event period. Depending on the configured approval workflow, requests are approved automatically or must be reviewed by a responsible person.
  
-The reservation status for each item is shown in the event form.+The status of every reservation is shown in the event form.
  
 ==== Change an event period ==== ==== Change an event period ====
  
-When the event period is changed, the reservation period for the assigned items is adjusted accordingly.+When the event period changes, the reservation period of the assigned items is adjusted accordingly.
  
-If an item is no longer available for the new period, the responsible persons should review the reservation.+If an item is not available for the new period, the responsible persons should review the reservation.
  
-==== Remove equipment from an event ====+==== Remove items from an event ====
  
-Removing an item from an event cancels reservations that have not yet resulted in a handover.+Removing an item from an event cancels reservations for which no handover has taken place yet.
  
-Items that have already been handed over remain in the borrowing workflow until they are returned.+Items that have already been handed over remain in the lending overview until their return is recorded manually.
  
 ==== Request an item again ==== ==== Request an item again ====
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 If an event reservation was rejected or cancelled, the event editor can select **Request again** in the reservation status list. If an event reservation was rejected or cancelled, the event editor can select **Request again** in the reservation status list.
  
-A new request is then created for the same item and event period. The earlier rejected or cancelled reservation remains available in the history.+A new request is created for the same item and event period. The earlier rejected or cancelled reservation remains available in the history.
  
-===== Reservation notifications =====+===== Reservation notifications (available from Admidio 6.0) =====
  
-Reservation email notifications can be enabled in the inventory preferences.+Reservation email notifications can be enabled in the Inventory preferences.
  
-Administrators can configure:+Administrators can define:
  
   * whether notifications are sent   * whether notifications are sent
-  * which roles receive notifications for reservation management +  * which roles receive reservation management notifications 
-  * which reservation actions trigger a notification+  * which reservation actions notify responsible persons
   * whether requesters receive notifications   * whether requesters receive notifications
  
 Notifications can be sent for new requests, approvals, rejections, cancellations, handovers, and returns. Notifications can be sent for new requests, approvals, rejections, cancellations, handovers, and returns.
  
-Each message contains the item, reservation period, current status, and requester information.+Each notification contains the item, reservation period, current status, and requester information.
  
 ===== Import and export ===== ===== Import and export =====
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 ==== Import ==== ==== Import ====
  
-Inventory administrators can import items from supported file formats:+Inventory administrators can import items from the following file formats:
  
   * CSV   * CSV
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 ==== Export and print ==== ==== Export and print ====
  
-The filtered inventory list can be exported or printed. Available export formats include:+The filtered inventory list can be exported or printed. The following export formats are available:
  
   * CSV   * CSV
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 ===== History ===== ===== History =====
  
-Inventory administrators can open the changelog to review changes to:+Inventory administrators can open the history to review changes to:
  
   * inventory items   * inventory items
   * item values   * item values
-  * borrowing records +  * lending records 
-  * inventory fields and field options +  * inventory fields and selection values 
-  * reservations+  * reservations, available from Admidio 6.0
  
-Use the history to understand who changed an item, reservation, or configuration value.+The history shows who changed an item, reservation, or configuration value.
  
-===== Recommended operational workflow =====+===== Recommended workflows =====
  
 ==== Initial setup ==== ==== Initial setup ====
  
   - Create the inventory fields required by the organisation   - Create the inventory fields required by the organisation
-  - Define categories, statuses, and keepers+  - Define categories, status values, and keepers
   - Add the inventory items   - Add the inventory items
-  - Configure borrowing and reservation preferences+  - Configure lending and reservation preferences
   - Configure notification roles if reservation emails are required   - Configure notification roles if reservation emails are required
  
 ==== Daily lending ==== ==== Daily lending ====
  
-  - Open the borrowing workspace +  - Select an available item
-  - Select an approved reservation or an available item+
   - Record the handover   - Record the handover
-  - Record the return when the item is received back+  - Record the return when the item is returned
  
-==== Event equipment planning ====+==== Plan inventory for an event (available from Admidio 6.0) ====
  
   - Create or edit the event   - Create or edit the event
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   - Save the event   - Save the event
   - Review and approve the resulting reservation requests when manual approval is enabled   - Review and approve the resulting reservation requests when manual approval is enabled
-  - Record physical handover and return when applicable+  - Record handover and return when applicable
  
-==== Handling rejected requests ====+==== Handle rejected requests (available from Admidio 6.0) ====
  
-  - Review the reason for rejection and item availability +  - Review the reason for rejection and the availability of the item 
-  - If equipment is needed again for an event, use **Request again** +  - If the item is still needed for an event, select **Request again** 
-  - Review the new request through the normal approval workflow+  - Process the new request through the normal approval workflow
  • en/2.0/inventory.txt
  • Last modified: 2026/10/07 14:20
  • by mightymcoder