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FAQ

📋 Overview​

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​

Q: Why can't I log in to the system?​

A: Check the following:

  • Verify your username and password are correct
  • Ensure your username is at least the minimum required length
  • Check if you've been locked out due to too many failed attempts (wait for the specified time)
  • Confirm your account is active and not disabled
  • Contact your system administrator if issues persist

Q: How long do I have to wait after too many login attempts?​

A: The system will display the exact number of seconds you need to wait. This is a security feature to prevent brute-force attacks. Wait for the specified time and try again with the correct credentials.

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

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

👥 User & Team Management​

Q: Why can't I delete a user?​

A: Users cannot be deleted if:

  • They have active sessions or are currently logged in
  • They are associated with project registrations
  • They have created scans, verifications, or other data
  • You lack the required permissions (Admin/Area Manager)

Solution: Instead of deleting, consider deactivating the user or removing their project registrations first.

Q: Can I change my own role?​

A: No, users cannot modify their own roles. This is a security measure. Ask another administrator or area manager to change your role.

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

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

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

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

A:

  • 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

Q: How do I assign users to a team?​

A:

  1. Go to the Users page
  2. Select one or more users
  3. Use the "Set Team" action
  4. Choose the target team
  5. Confirm the change

📊 Projects & Project Lifecycle​

Q: Why can't I close my project?​

A: 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

Solution: Check the error message for specific requirements not met and complete them before closing.

Q: What does "Zone Quota" mean?​

A: 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.

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

A: 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.

Q: Can I reopen a closed project?​

A: 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.

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

A:

  • 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.

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

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

🏗️ Zones & Zone Management​

Q: Why can't I create a zone?​

A: 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

Q: How do I create multiple zones at once?​

A: 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

Q: Why can't I delete a zone?​

A: 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

Q: What do the zone statuses mean?​

A:

  • 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

Q: How do I unblock a zone?​

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

Q: What are "Extra Zone Flags"?​

A: These are custom indicators that can be configured to mark zones with special conditions:

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

📋 Scanning & Verification​

Q: Why can't I add a scan?​

A: Common reasons:

  • Zone is not in "Scan - ready" or "Scan - busy" state
  • Zone is blocked
  • Duplicate scan position (position already exists)
  • Zone session is closed
  • Invalid barcode format
  • You don't have the proper role/permissions

Q: What does "Audit Quota" mean?​

A: 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.

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

A: 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

Q: Can I verify my own scans?​

A: No, at the project level. 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.

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

A:

  • 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)

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

A: Scans cannot be unapproved if:

  • They were approved by an external system (no approvedBy field)
  • The project is not in "running" state
  • You lack required permissions (Team Manager/Area Manager)

📋 Planning & Zone Sessions​

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

A: 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

Q: What does "Move Sessions" do?​

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

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

A: Common reasons:

  • Zone has no scans to verify
  • Zone is blocked
  • Zone already has an active verify session
  • Zone is not in "Scan - ready" state
  • You lack required permissions

Q: What happens when I "Abort" a session?​

A: Aborting a session:

  • Closes the active session
  • Resets the zone status
  • Does NOT delete scans already entered
  • Makes the zone available for new sessions

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

A: 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​

Q: How do I create a device database?​

A: On the Database page:

  1. Select the target device or device group
  2. Click "Generate Database"
  3. Wait for the job to complete
  4. Download the database file
  5. Transfer to the device

Q: Why did my database generation fail?​

A: Common causes:

  • Another database generation is already running
  • Device group not found or has no devices
  • Insufficient project data (no zones, no match data)
  • Invalid configuration settings
  • Disk space issues

Q: How do I send a message to devices?​

A: On the Database page:

  1. Select the device or device group
  2. Choose "Send Message"
  3. Enter the message content
  4. The message is queued for device synchronization

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

A:

  • Generate: Creates a new device database from project data
  • Upload: Imports an existing database file (e.g., match database)

📤 Exports & Imports​

Q: Why can't I export my project?​

A: Common reasons:

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

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

Q: How do I import registrations?​

A: 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

Q: Why did my import fail?​

A: 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

Q: What file formats are supported for imports?​

A: 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​

Q: How do I create a custom dashboard chart?​

A:

  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

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

A:

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

Q: How do I share my dashboard with external stakeholders?​

A:

  1. Select a chart
  2. Click "Share Dashboard"
  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)

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

A: 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​

Q: What are QM notifications?​

A: 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

Q: How do I resolve a notification?​

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

Q: Can I assign a notification to someone else?​

A: Yes, if you have the required permissions, you can assign notifications to other team members for action.

⚙️ Settings & Configuration​

Q: Where do I configure audit quotas?​

A: 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

Q: What is "Verify Function"?​

A: 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

Q: What is "Transform Scans"?​

A: A configurable function that automatically modifies or enriches scan data, such as:

  • Formatting barcodes
  • Calculating values
  • Adding default values
  • Custom transformations

Q: How do I configure import/export settings?​

A: Settings page → Configurations section:

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

Q: Can settings be configured at different levels?​

A: 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​

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

A:

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

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

A:

  1. Note the exact error message
  2. Check the UI_ERRORS_REFERENCE.md document for explanation
  3. Follow the suggested solutions
  4. Contact your team manager or system administrator
  5. Provide the full error message when requesting help

Q: Changes I made don't appear. Why?​

A:

  • 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

Q: I accidentally deleted something. Can it be recovered?​

A: 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

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

A: 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​

Q: What can each role do?​

System Administrator

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

Area Manager

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

Team Manager

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

📱 Mobile & Device Usage​

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

A: 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.

Q: How do device databases work?​

A:

  1. Administrator generates database on the Database page
  2. Database file is transferred 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

Q: What if a device database is out of date?​

A:

  • Generate a new database with current project data
  • Send an update message to the device
  • Device downloads the new database on next sync
  • Old data is preserved and merged

🎯 Best Practices​

A:

  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

Q: How often should I verify zones?​

A: Follow your organization's audit policy. Typically:

  • High-value zones: 100% verification
  • Standard zones: Meet minimum quota (e.g., 10%)
  • Low-risk zones: Sample verification
  • Check project settings for specific requirements

Q: What should I do before closing a project?​

A: Checklist:

  • ✅ 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

Q: How do I maintain audit integrity?​

A:

  • Never scan and verify the same zone
  • Meet all required audit quotas
  • Document discrepancies in remarks
  • Approve QM items promptly
  • Follow organizational procedures
  • Keep accurate records
  • Report anomalies to management

🔧 Technical Questions​

Q: Which browsers are supported?​

A: Modern web browsers including:

  • Google Chrome (recommended)
  • Microsoft Edge
  • Mozilla Firefox
  • Safari (macOS/iOS)

Always use the latest version for best performance and security.

Q: Do I need to install anything?​

A: No, the system is web-based and requires only a browser. No installation needed.

Q: Is my data backed up?​

A: Yes, the system performs regular automated backups. Contact your administrator for backup frequency and retention policy.

Q: Can I work offline?​

A: The web interface requires internet connection. However, scanning devices with generated databases can work offline and sync when connected.

Q: How do I report a bug or request a feature?​

A: Contact your system administrator or IT support team with:

  • Detailed description of the issue/request
  • Steps to reproduce (for bugs)
  • Screenshots if applicable
  • Error messages
  • Your role and permissions

📞 Getting Help​

Q: Who do I contact for help?​

A:

  1. User questions: Your team manager
  2. Technical issues: System administrator or IT support
  3. Permission requests: Area manager or administrator
  4. Training: HR or team manager
  5. Project-specific: Project team manager

Q: Where can I find more documentation?​

A: Reference documents:

  • UI_ERRORS_REFERENCE.md - Complete error catalog
  • Component documentation files (e.g., TOOLBAR_DOCUMENTATION.md)
  • System settings descriptions (in Settings page)
  • This FAQ document

Q: Is training available?​

A: Contact your HR department or team manager about:

  • New user onboarding
  • Role-specific training
  • Advanced feature training
  • Refresher courses

📊 Statistics & Reporting​

Q: How do I track project progress?​

A: 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

Q: Can I export reports?​

A: Yes, use the Exports page to:

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

Q: What does "ETC" mean on the dashboard?​

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

Q: How is completion percentage calculated?​

A: Based on:

  • Number of zones scanned vs total zones
  • Verification status
  • Zone states (ready, busy, completed)
  • Weighted by zone importance (if configured)

🔄 Data Synchronization​

Q: How often does data sync between devices and the server?​

A: Depends on configuration, typically:

  • Real-time for web interface
  • Periodic sync for mobile devices (when online)
  • On-demand when user initiates sync

Q: What happens if two users edit the same data?​

A: The system uses conflict resolution:

  • Last write wins (most recent change kept)
  • Concurrent modification errors alert users
  • Some operations lock records to prevent conflicts

Q: Can I work on multiple projects simultaneously?​

A: Yes, but you must select one active project at a time. Switch projects using the project selector in the toolbar.

This FAQ is a living document and will be updated based on user feedback and system changes. Last updated: November 7, 2025.

💡 Tip: Use Ctrl+F (Windows) or Cmd+F (Mac) to search this document for specific topics!