CaoLiao QR Code

Appearance

QR Code Process Management for Physical Color Swatches ​

Original article: https://cli.im/article/detail/1962

Managing physical color swatches has long been a major challenge in our daily operations. With numerous swatch development and circulation processes, the sheer quantity of swatches and involvement of numerous personnel made inventory tracking extremely difficult, leading to management chaos.

Traditional spreadsheet-based records proved inadequate for detailed tracking. Each handler couldn't properly document movements, and decentralized records from different developers caused inconsistencies. Shared spreadsheets frequently contained errors and missing entries, resulting in lost swatches and incomplete documentation.

file

We implemented a QR code solution using CaoLiao QR Code Platform to address these issues. The system enables:

  • Real-time mobile recording via WeChat scanning (no app installation required)
  • Eliminating spreadsheet update conflicts
  • Detailed movement tracking with timestamps

Implementation Process ​

1. Form Design Optimization ​

Initial attempts with single-form entry proved inadequate. We developed three specialized forms:

  1. Inventory Movement Form: Tracks in/out quantities with automatic serial number generation
  2. Development Status Form: Records R&D progress and responsible parties
  3. Testing Documentation Form: Captures quality control data

file

2. Custom Label Production ​

Using CaoLiao's label customization guide, we created 5×3cm labels through GOODMES Cloud Label platform. The process features:

  • Free design software
  • Flexible template adjustments
  • Batch printing capabilities

file

3. Operational Workflow ​

  • Each swatch receives permanent QR code labeling
  • Staff scan codes to update movements via mobile devices
  • Real-time data synchronization across departments

file

Data Integration & Reporting ​

While direct Power BI integration wasn't available, we established:

  • Scheduled CSV exports
  • Automated inventory dashboards
  • R&D progress tracking systems
  • Real-time stock level monitoring

file

Key Benefits Achieved ​

  1. 100% swatch traceability
  2. 75% reduction in documentation errors
  3. Real-time inventory visibility
  4. Streamlined interdepartmental collaboration

This implementation demonstrates how QR code technology can transform traditional physical asset management when properly integrated with existing enterprise systems.