Heratio Help Center article. Category: Labels & Forms.

Barcode System

User Guide

Generate, print, and scan barcodes for tracking physical items, boxes, and locations in your archive.


Overview

BARCODESYSTEMGENERATEPRINTSCANCreatecodesLabelsheetsFindrecordsforrecordsforboxesUpdatelocationsandlocationsanditemsTrackmovements

Barcode Types

BARCODEFORMATSCODE128-StandardlinearbarcodeBestfor:Referencecodes▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄██▄▄▄▄▄██▄██QRCODE-2DmatrixbarcodeBestfor:URLs,detailedinfoCODE39-AlphanumericbarcodeBestfor:Simpleidentifiers

How to Access

MainMenuAdminToolsBarcodesGenerateBarcodes(createnewbarcodes)PrintLabels(createlabelsheets)Scan(lookupbybarcode)BatchPrint(printmultiple)

Generating Barcodes

For a Single Record

From any record view, click More → Generate Barcode:

GENERATEBARCODERecord:ADM/BOARD/1985/001Title:BoardMeetingMinutes1985BARCODEOPTIONSFormat:[Code128]•Code128•QRCode•Code39Content:[ReferenceCode]•ReferenceCode•AccessionNumber•SystemID•CustomIncludeText:[✓]Showhuman-readabletextbelowPREVIEWADM/BOARD/1985/001[Download][Print]

For Locations

Generate barcodes for storage locations:

LOCATIONBARCODELocation:StrongRoomA,Shelf3,Bay2Code:LOC-SRA-S03-B02▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄██▄▄▄▄▄██▄███▄███▄▄▄█████▄▄▄██▄▄█▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀StrongRoomAShelf3,Bay2[Download][Print]

Printing Labels

Single Label

PRINTLABELLabelSize:[Standard(50mmx25mm)]•Small(25mmx10mm)•Standard(50mmx25mm)•Large(100mmx50mm)•CustomInclude:[✓]Barcode[✓]ReferenceCode[✓]Title(truncated)[]Date[]RepositoryCopies:[1][Preview][Print]

Batch Label Printing

Print multiple labels at once:

BATCHPRINTLABELSSELECTRECORDSSource:[SearchResults]•SearchResults•SelectedRecords•ByReferenceRange•ByLocation•ImportList(CSV)ReferenceRange:[ADM/001]to[ADM/100]RecordsFound:87LABELSETTINGSLabelStock:[AveryL7163(14persheet)]StartPosition:[1](skipusedlabels)[PreviewPDF][Print]

Label Sheet Preview

LABELSHEETPREVIEWPage1of7ADM/001ADM/002BoardMinutesAnnualReportADM/003ADM/004CorrespondenceAccounts...(14labelspersheet)[Prev][DownloadPDF][PrintAll][Next]

Scanning Barcodes

Using a Scanner

BARCODELOOKUPScanorEnterBarcode:ADM/BOARD/1985/001🔍Tip:Placecursorinbox,thenscanwithbarcodereaderRESULT✅RecordFoundTitle:BoardMeetingMinutes1985Reference:ADM/BOARD/1985/001Level:FileLocation:StrongRoomA,Shelf3[ViewRecord][UpdateLocation][PrintLabel]

Using Mobile Camera

On mobile devices, use the camera to scan:

MOBILESCANNERPointcameraatbarcode[///]Alignbarcodehere[📷Scan][⌨️EnterManually][🔦ToggleFlash]

Location Tracking with Barcodes

Update Location by Scanning

Quickly move items between locations:

LOCATIONUPDATEStep1:ScanLOCATIONbarcode✅Location:StrongRoomB,Shelf5,Bay3Step2:ScanITEMbarcodes✅ADM/BOARD/1985/001-BoardMeetingMinutes✅ADM/BOARD/1985/002-AnnualReport✅ADM/BOARD/1985/003-FinancialStatements🔄Waitingfornextscan...Itemsscanned:3[Finish&Save][ClearAll][UndoLast]

Workflow

LOCATIONUPDATEWORKFLOWScanLocationBarcodeScanItem◄BarcodeMoreitems?YesNoSaveChanges

Box Barcodes

Create barcodes for archival boxes:

BOXBARCODEBoxNumber:BOX-2025-0142Contents:ADM/BOARD/1985/001-1985/025(25files)Location:StrongRoomA,Shelf3BOX-2025-0142BoardMeetingMinutes1985/001-1985/025StrongRoomA,Shelf3[PrintBoxLabel][PrintSpineLabel]

Barcode Settings

Configure barcode defaults:

BARCODESETTINGSDEFAULTFORMATBarcodeType:[Code128]ContentField:[ReferenceCode]IncludeText:[✓]YesLABELDEFAULTSLabelStock:[AveryL7163]Font:[Arial]FontSize:[8pt]PREFIXSETTINGSLocationPrefix:[LOC-]BoxPrefix:[BOX-][SaveSettings]

Supported Label Stocks

LABELTEMPLATESStandardLabels:•AveryL7163(14persheet,99.1x38.1mm)•AveryL7161(18persheet,63.5x46.6mm)•AveryL7651(65persheet,38.1x21.2mm)BoxLabels:•AveryL7167(1persheet,199.6x289.1mm)•AveryL7165(8persheet,99.1x67.7mm)SpineLabels:•Customspine(50x200mm)[AddCustomTemplate]

Tips

✓DO✗DON'TUseconsistentbarcodeformatMixdifferentformatsTestlabelsbeforebulkprintPrinthundredsuntestedIncludehuman-readabletextUsebarcode-onlylabelsLabelboxesandlocationsOnlylabelitemsKeepscannerchargedLetbatterydiemid-taskBackupbarcodedataAssumedatabaseisenough

Troubleshooting

ProblemSolutionBarcodewon'tscanCleanthebarcodeImprovelightingCheckfordamageTrymanualentryWrongrecordappearsDuplicatebarcodeexistsCheckreferencecodeReporttoadministratorLabelsprintingmisalignedCheckpaperorientationAdjustprintersettingsTrydifferentstartpositionScannernotdetectedCheckUSBconnectionInstallscannerdriversTrydifferentUSBportQRcodetoosmallUselargerlabelsizeReducedatainQRcode

Need Help?

Contact your system administrator if you experience issues.


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