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Printing & Scanning Records

Seamlessly connect your data with the real world

Kinabase makes it easy to print a record - with a QR code you can scan back into the system - so you can bridge your digital system and physical workspace effortlessly.

1. Printing Records

Printing a record provides a physical copy of key information, along with a timestamp and a QR code. Whether you need hard copies for compliance, collaboration, or note-taking, it only takes a few clicks.

1.1 How to Print

  1. Open a Record
    • In any collection, click a record to open its detail panel (this panel opens on the right hand side of your screen).
  2. Open the Options Menu
    • In the top-right corner of the record details, click ⋯ (the options menu).
  3. Select 'Print'
    • You’ll see a Print Preview showing the record’s fields, a QR code, and a date/time stamp.
  4. Print or Save as PDF
    • Click Print to open your computer’s print dialog.
    • (Optional) Choose Save as PDF if you want an electronic copy.

Why print your records?

Printing your data can help integrate Kinabase into your physical processes.

Have a customer sign a printed version for audit or compliance.

Stick a printed equipment label on a piece of machinery.

Print a Non-Conformance report to tag your quarantined product.

Mark up or annotate data during a team meeting.

2. Scanning QR Codes

Every printed record includes a QR code that links directly to the digital record in Kinabase. Scanning this QR code instantly opens the associated record, saving time and ensuring accuracy.

2.1 How to Get a QR Code

  1. Open the Record
    • In any collection, select the record you wish to generate a QR code for.
  2. Options Menu → Print
    • The Print Preview page includes a QR code automatically.
  3. Print & Use
    • Once printed, the code can be scanned via the Kinabase interface (on your mobile or with a QR scanner) to instantly load the record.

2.2 Scanning QR Codes in Kinabase

If you have a Linked Field set up to use QR scanning (for referencing one record from another):

  1. Enable QR Scanning in a Linked Field
    • Go to Configure → Fields in your collection, add a linked field (e.g., referencing 'Equipment' from 'Repairs'), and toggle Use QR Code Scanning.
  2. Add or Edit a Record
    • You’ll see a QR icon next to the field. Tap it to open your device’s camera.
  3. Scan the Printed QR
    • The relevant record ID or reference is filled automatically - no typing needed.

Why utilise QR Codes?

Use QR codes to streamline your physical interactions with Kinabase:

Workers scan a machine’s QR code to log repairs without sifting through a long dropdown.

Quickly check stock items by scanning a pallet or product label.

Technicians can instantly access job details by scanning a record’s code in the field.

Real-World Applications

  1. Compliance & Audits
    • Print records (like inspection logs or approval forms) for regulatory audits.
    • The included QR code makes it easy to cross-reference and verify authenticity.
  2. Faster Collaboration
    • In team meetings, distribute printed records, letting attendees note changes.
    • Later, scanning the QR code instantly updates you to the digital version for further edits.
  3. On-the-Go Data Access
    • Industrial or warehouse staff can scan a record’s QR code from a posted printout to check specs or logs without manually searching in Kinabase.
  4. Paper Trails
    • Some industries still rely on physical documents (for sign-off or historical archiving).
    • Printing with integrated QR codes ensures digital backups are always one scan away.

Best practice tips

  • Clear, high-contrast QR codes are easier to scan.
  • If used on a factory floor, consider lamination or plastic sleeves.
  • When scanning to link records, ensure relevant fields (like 'Equipment ID') are set up as Linked Fields with 'Use QR Code Scanning' enabled.
  • Even if you printed a record, remember the digital version might change. Reprint if critical updates occur.

By printing records and using QR codes, Kinabase bridges the gap between online data and offline workflows.

Whether you need physical copies for compliance, quick scanning in manufacturing, or just prefer tangible references during meetings, the combination of Print + QR ensures your data is always accessible, accurate, and up-to-date.

If you have questions, reach out to your System Admin or our Support Team.

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