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FAQs

Frequently Asked Questions

This document addresses the most common questions and issues encountered by users of the Stripes inventory audit system. Questions are organized by functional area for easy navigation.

Login & Authentication​

Why can't I log in to the system?​

Check the following:

  • Verify your username and password are correct
  • Confirm your account is active and not disabled
  • Contact your system administrator if issues persist

I forgot my password. How can I reset it?​

Contact your system administrator or team manager to reset your password. The system does not currently support self-service password resets.

User & Team Management​

Why can't I assign a certain role to a user?​

You can only assign roles that have equal or lower permissions than your own role. For example:

  • Area Managers cannot create Team Managers
  • Employees cannot create any roles
  • Only System Administrators can create other administrators

What's the difference between Full-Time and Temp users?​

  • Full-Time users are permanent employees with system accounts
  • Temp users are temporary workers registered for specific projects
  • Temp users can only be added through project registrations, not through the users page

Projects & Project Lifecycle​

Why can't I close my project?​

Projects cannot be closed until ALL of the following requirements are met:

  • Zone Quota: Required percentage of zones have been audited
  • Verification Quota: Sufficient zones have been verified
  • QA Quota: Quality Assurance Manager has verified their required percentage
  • Audit Independence: No user has both scanned AND verified the same zone
  • All Zones Verified: Zones requiring verification are complete
  • QM Approvals: All QM module notifications are approved
  • No Deviant Verifications: All zone verification discrepancies are resolved

Check the error message for specific requirements not met and complete them before closing. Only Super Admins can override the project closure requirements.

What does "Zone Quota" mean?​

Zone Quota is the percentage of zones in a project that must be audited (verified) before the project can be closed. For example, if the quota is 10% and you have 100 zones, at least 10 zones must be verified.

Why can't the same person scan and verify a zone?​

This is an audit control requirement. To maintain independence and accuracy, a different person must verify what another person scanned. This prevents bias and ensures quality.

Can I reopen a closed project?​

It depends on the ReopenProject setting:

  • Always Allow: Any closed or published project can be reopened
  • Allow Closed: Only closed (not published) projects can be reopened
  • Do Not Allow: Projects cannot be reopened once closed

Contact your administrator if you need to change this setting.

What's the difference between closing and publishing a project?​

  • Closed: Project is complete and locked for editing, but data can still be accessed internally
  • Published: Project is finalized and ready for external delivery/archiving

Publishing is the final step after closing.

Why can't I work on a project marked as "Inactive"?​

Inactive projects are temporarily suspended. Contact your administrator to activate the project before working on it.

Zones & Zone Management​

Why can't I create a zone?​

Common reasons:

  • Zone code already exists in the project
  • Zone code format doesn't match the configured pattern
  • Project is not in Running state
  • You lack required permissions
  • Zone Code Config setting is not properly configured

How do I create multiple zones at once?​

Use the Range mode in the Zones form:

  1. Enter a prefix (e.g., "A")
  2. Specify the starting number (e.g., 1)
  3. Specify the ending number (e.g., 100)
  4. Set the number length (e.g., 3 for "001")
  5. This creates zones A001 through A100

Why can't I delete a zone?​

Zones cannot be deleted if:

  • They have scans associated with them
  • They have active zone sessions
  • They are currently being used by a user
  • The project is not in an appropriate state

What do the zone statuses mean?​

  • Undefined: Zone created but no activity
  • Scan - plan/ready: Scheduled for scanning
  • Scan - busy: Currently being scanned
  • Verify - plan/ready: Scheduled for verification
  • Verify - busy: Currently being verified
  • Export - plan/busy/ready: In export process
  • Blocked: Temporarily unavailable for work

How do I unblock a zone?​

On the Planning page, select the blocked zone and use the Unblock action. You must have appropriate permissions.

What are Zone Flags?​

These are system indicators that can be configured to mark zones with special conditions. Their appearance depends on customer configuration.

  • 100%-verification needed
  • Has remarks
  • Verification needed
  • Empty zone
  • Session by client
  • Invalid transformations
  • Deviant zone verification

What are the Extra Zone Flags?​

These are custom flags that can be configured through Extra Zone Flags in Settings.

Scanning & Verification​

Why can't I add a scan?​

Common reasons:

  • Session is not a verify session
  • Duplicate scan position (position already exists)
  • Zone session is closed
  • Invalid barcode format
  • You don't have the proper role/permissions

What does "Audit Quota" mean?​

Audit Quota is the percentage of scans in a zone that must be checked during verification. For example, if set to 10% and a zone has 50 scans, you must verify at least 5 scans.

Why won't the system let me close my verify session?​

You cannot close a verify session until:

  • You've met the audit quota percentage
  • All scans flagged for mandatory verification are checked
  • The session is in a valid state

Can I verify my own scans?​

No, the same user cannot scan and verify the same zone. This maintains audit independence. However, within a zone, you can verify individual scans during a verify session.

What's the difference between "Verify" and "Approve" in QM Module?​

  • Verify: Checking scans during the normal audit process (any registered user)
  • Approve: Final sign-off on scans/zones in QM Module (requires Team Manager or Area Manager role)

Why can't I unapprove a scan in the QM Module?​

Scans cannot be unapproved if:

  • They were approved automatically by the system for satisfying the set rules
  • The project is not in Running state
  • You lack required permissions (Team Manager/Area Manager)

Planning & Zone Sessions​

How do I assign a zone to a user for scanning?​

On the Planning page:

  1. Select the zone
  2. Click on the user's name in the sidebar
  3. Choose Scan when prompted
  4. The zone status changes to "Scan - ready" and is assigned to that user

What does "Move Sessions" do?​

This transfers all active sessions from one zone to another zone. Useful when zones need to be reorganized or merged.

Why can't I set a zone to "Verify - ready"?​

Common reasons:

  • Zone is blocked
  • Zone already has an active verify session
  • Zone is not in Scan - ready state
  • You lack required permissions

What happens when I "Abort" a verify session?​

Aborting a verify session:

  • Closes the active session
  • Resets the zone status
  • Added scans are soft-deleted
  • Makes the zone available for new sessions

How do I generate a checklist (PDF) for a zone?​

In the Planning page:

  1. Select the zone
  2. In the zone actions panel, click Generate or Show checklist
  3. Wait for PDF generation to complete
  4. Download or view the PDF

Database Generation & Devices​

How do I create a device database?​

On the Database page:

  1. Click Generate Database
  2. Wait for the job to complete
  3. Download the database file
  4. Unzip the database file
  5. Transfer to the device

Why did my database generation fail?​

Common causes:

  • Another database generation is already running
  • Insufficient project data (i.e. no match data)
  • Invalid configuration settings
  • Disk space issues

What's the difference between uploading and generating a database?​

  • Generate: Creates a new device database from project data through Generating Databases
  • Upload: Imports an existing database file (e.g. match database) through Match Dabatases

Exports & Imports​

Why can't I export my project?​

Common reasons:

  • Export already running
  • Insufficient data in the project
  • Invalid export configuration
  • Disk space issues
  • Export sessions not reset

Wait for current export to finish, or reset export sessions if stuck.

How do I import registrations?​

On the Import page (Registrations section):

  1. Download the template file
  2. Fill in user information (username, first name, last name, role)
  3. Upload the completed file
  4. System validates and imports the registrations

Why did my import fail?​

Common reasons:

  • File name doesn't match the required pattern (regex)
  • File type not allowed (must be CSV, XLSX, etc.)
  • Invalid data format in the file
  • Duplicate registrations
  • Missing required columns
  • File linked to an already-running job

What file formats are supported for imports?​

This depends on the import configuration. Commonly:

  • CSV files
  • Excel files (.xlsx)
  • Text files (.txt)
  • Check with your administrator for specific format requirements

Dashboard & Charts​

How do I create a custom dashboard chart?​

  1. Go to the Dashboard page
  2. Click NEW CHART
  3. Configure filters (customers, branches, teams, projects)
  4. Choose chart type (Bar or Pie)
  5. Set visibility (My Dashboard or Public Dashboard)
  6. Save the chart

What's the difference between "My Dashboard" and "Public Dashboard"?​

  • My Dashboard: Only you can see this chart
  • Public Dashboard: All users can see this chart

How do I share my dashboard with external stakeholders?​

  1. Select a chart
  2. Click Share
  3. Optionally create a password for protection
  4. Copy the URL or use the QR code
  5. Anyone with the link can view (until project closes)

Why can't I see certain projects on my dashboard?​

You only see projects where:

  • You are registered as a project user
  • The project is active
  • You have appropriate permissions
  • The project matches your applied filters

Notifications​

What are QM notifications?​

Quality Management notifications alert Team Managers and Area Managers when:

  • Scans need approval/unapproval
  • Zones need approval/unapproval
  • Threshold limits are exceeded
  • Configuration changes occur

What are the general system notifications?​

  • Scanner users are allowed to ask for help through their scanning devices.
  • This will trigger a notification in Stripes.
  • This can be resolved by a Super Admin, Admins, Team Admin, User Admin, Team Manager or Area Manager.

How do I resolve a notification?​

Click on the notification and choose Resolve. This marks it as handled. Note: You must have appropriate permissions.

Settings & Configuration​

Where do I configure audit quotas?​

Settings page → Auditing section:

  • Audit Quota: Percentage of scans to verify in a zone
  • Zone Quota: Percentage of zones to audit in a project
  • QA Quota: Percentage of zones QA Manager must verify

What is "Verify Function"?​

Verify function is a configurable rule that determines which zones require verification based on conditions like:

  • Zone has differences
  • Zone is empty
  • Specific thresholds are exceeded
  • Custom business logic

What is "Transform Scans"?​

Transform scans is a configurable function that automatically modifies or enriches scan data, such as:

  • Price and pieces
  • Calculating values
  • Adding default values
  • Custom transformations

How do I configure import/export settings?​

Settings page → Configurations section:

  • Import Config: Define file patterns, validation rules, and mapping
  • Export Config: Configure export formats, destinations, and schedules

Can settings be configured at different levels?​

Yes, settings can be configured at:

  • Default (System): Applies to all unless overridden
  • Client: Overrides default for specific customer
  • Branch: Overrides client/default for specific branch
  • Project: Overrides all higher levels for specific project

Troubleshooting Common Issues​

The system is running slowly. What can I do?​

  • Clear your browser cache
  • Refresh the page
  • Check your network connection
  • Close unnecessary browser tabs
  • Contact your system administrator if issues persist

I see an error message but don't understand it. What should I do?​

  1. Note the exact error message
  2. Check the related page for error description and handling at the bottom
  3. Follow the suggested solutions
  4. Contact your team manager or system administrator
  5. Provide the full error message when requesting help

Changes I made don't appear. Why?​

  • Click the Refresh button to reload data
  • Check if you saved the changes
  • Verify you have permission to make changes
  • Ensure no validation errors prevented the save
  • Clear browser cache if UI seems stuck

I accidentally deleted something. Can it be recovered?​

Most entities support "soft delete":

  1. Show the trash (toggle Show trash filter)
  2. Find the deleted item
  3. Use the Restore action
  4. Item is recovered with all its data

How do I know if I have the right permissions for an action?​

If you don't have permission:

  • Buttons/actions will be disabled or hidden
  • You'll receive an "Access denied" or permission error when attempting the action
  • Check with your team manager about your role and permissions

Roles & Permissions​

What can each role do?​

System Administrator

  • Full access to all system features
  • Manage users, teams, clients, branches
  • Configure system settings
  • Access all projects

Admin

  • Can view but not edit users, teams, clients
  • Can create and edit branches
  • Access all projects
  • Access to import/export functionalities

User Admin

  • Access to view team's projects
  • Prepare projects before they start
  • Plan and monitor projects
  • Import project and match database reports
  • Access to create new users that belong to the assigned team(s)

Team Admin

  • Access to view team's projects
  • Prepare projects before they start
  • Plan and monitor projects
  • Import project and match database reports

Area Manager

  • Manage multiple teams and projects
  • Approve QM items
  • Configure project details
  • Manage registrations
  • Full project access

Team Manager

  • Manage own team's projects
  • Approve QM items for team
  • Add/remove team registrations
  • Team project access

Quality Assurance Manager (Internal Auditor)

  • Perform quality audits
  • Verify zones (must meet QA quota)
  • View project data
  • Cannot approve QM items

Employee

  • Scan and verify zones
  • View assigned project data
  • Cannot manage users or settings
  • Limited to assigned tasks

Observer

  • View-only access
  • Can see project progress
  • Cannot make changes
  • No scanning or verification

External Auditor

  • Similar to Observer
  • View audit results
  • No data modification
  • External stakeholder access

More details on the global roles under User Roles and project roles under Project Roles.

Mobile & Device Usage​

Can I use the system on a tablet or mobile device?​

Yes, the web interface is responsive and works on tablets and mobile devices. However, dedicated scanning devices typically use the generated device databases for offline work.

How do device databases work?​

  1. Administrator generates database on the Database page
  2. Database file is transferred by a responsible person to the scanning device
  3. Workers scan items offline using the device
  4. Scan data is stored in device database
  5. Device syncs data back to central system when online

Best Practices​

  1. Setup: Create project, configure settings, add registrations
  2. Planning: Create zones, assign users, generate device databases
  3. Scanning: Users scan zones, system tracks progress
  4. Verification: Different users verify scans, meet audit quotas
  5. QM Review: Managers approve/review flagged items
  6. Quality Checks: Ensure all quotas met, no audit violations
  7. Closing: Close project when all requirements satisfied
  8. Publishing: Publish for final delivery
  9. Export: Generate final reports and exports

What should I do before closing a project?​

Indicative checklist (may differ according to your business):

  • All zones scanned and verified per requirements
  • Audit quotas met (zone quota, audit quota, QA quota)
  • No user scanned and verified the same zone
  • All QM notifications reviewed and approved
  • All deviant zone verifications resolved
  • Checklists generated and reviewed
  • Export completed if required
  • Team manager approval obtained

Statistics & Reporting​

How do I track project progress?​

Use the Dashboard to view:

  • Overall completion percentage
  • Zones by status (scanned, verified, pending)
  • Team performance
  • Time tracking (ETC - Estimated Time to Complete)
  • Custom charts

Can I export reports?​

Yes, use the Exports page to:

  • Generate project exports
  • Create custom reports
  • Export to various formats (Excel, CSV, PDF)

What does "ETC" mean on the dashboard?​

ETC = Estimated Time to Complete. It's a forecast of when the project will finish based on current progress rate.

How is completion percentage calculated?​

Based on:

  • Number of zones scanned vs total zones
  • Verification status
  • Zone states (ready, busy, completed)
  • Weighted by zone importance (if configured)
  • Average duration of scan and verify sessions