Quick Entry¶
The Quick Entry (Document Reader) enables automated creation of inventory data from PDF documents. Calibration certificates, test reports, or delivery notes are uploaded and the relevant fields are automatically extracted.
Open the Form¶
Navigate in the menu to Inventory --> Quick Entry. The view opens with two tabs:
- Document Reader -- Upload and processing of PDF files
- Field Settings -- Configuration of mapping templates
Procedure¶
- Select template: Select an existing import template from the dropdown list.
- Upload PDF: Upload the PDF file via the upload field. Supported formats: PDF.
- Extract fields: The system analyzes the document based on the selected template and automatically extracts the defined fields.
- Review and save: Review the extracted data and save the new inventory.
Field Settings¶
The Field Settings tab manages mapping templates. Each template defines which areas in the PDF are mapped to which inventory fields.
Templates¶
Templates are the central configuration unit of the Quick Entry. Each template is tailored to a specific document type (e.g., calibration certificate from a specific laboratory).
| Element | Description |
|---|---|
| Template Name | Designation of the mapping template for identification. |
| Field Name | Name of the inventory field to which the extracted value is mapped. |
| Position / Area | Defines the area in the PDF from which the value is read. |
Field Mappings¶
For each template, field mappings are configured that define which PDF areas correspond to which inventory fields.
| Setting | Description |
|---|---|
| Inventory Field | Target field in the inventory (e.g., inventory number, manufacturer, model, serial number). |
| Page | Page number in the PDF document. |
| Coordinates | Position definition (x, y, width, height) of the reading area on the PDF page. |
Templates can be created, edited, and deleted. Templates allow recurring document types to be processed efficiently.
Typical Use Cases¶
- Certificate import: Calibration certificates from external laboratories are uploaded and device data is automatically adopted.
- Bulk entry: Upon goods receipt, delivery notes can be processed to create multiple inventories simultaneously.
- Data reconciliation: Existing inventory data is supplemented with information from test reports.
Technical Notes¶
Templates
Templates must be set up before first use. The quality of extraction depends on the structure and consistency of the PDF documents.
- Only PDF files are supported.
- Template mapping is based on defined positions in the document. Changes in the document layout require an adjustment of the template.
- Access to Quick Entry requires appropriate user permissions.
See also: Create Inventory (manual entry) · Table Import (import from Excel)