Create, download, print and verify QR labels for assets

Generate a QR code for an AssetIQ asset so authorised users can identify it quickly and open the correct record through the supported scanning workflow.

1. Before you generate a QR code #

Prerequisites #

1. The asset record already exists in AssetIQ.
2. Your role permits you to view the asset and generate or download its QR code.
3. The asset identifier and key details have been checked for accuracy.
4. You know the approved label size, material and printer settings for your organisation.
5. A supported mobile device is available to test the finished label.

A QR code is a link to an AssetIQ record; it is not a substitute for a readable asset number. Include human-readable identification on the physical label.

Choose the correct record #

Check	Why it matters	Recommended action
Asset identity	The QR code must belong to the intended physical asset.	Confirm asset name, number, serial or registration details.
Record status	Inactive or duplicate records can create misleading labels.	Use the current approved asset record.
Access scope	The label may be scanned by users with different roles.	Confirm authorised users can access the appropriate record.
Label location	Poor placement can make scanning difficult.	Choose a clean, visible and protected surface.

2. Generate and download the QR code #

• Sign in to AssetIQ on the web.
• Open the asset list.
• Search for and open the required asset record.
• Confirm that the asset details match the physical asset to be labelled.
• Open the available QR-code action for the asset.
• Select the option to generate the QR code.
• Review the displayed QR code and its associated asset information.
• Download the QR image or file using the available download action.
• Save the file with a controlled name that identifies the asset.
• Open the downloaded file and confirm that the QR image is clear and complete.

Expected result #

AssetIQ produces a readable QR image for the selected asset, and the file can be downloaded and opened without corruption. This satisfies the verified UMV-017 outcome.

3. Prepare and print the asset label #

1. Place the downloaded QR image into the organisation’s approved label template.
2. Keep the QR code square and preserve clear white space around it.
3. Do not crop, stretch, rotate or place graphics over the code.
4. Add the approved human-readable asset number and label text.
5. Select the approved label dimensions, printer and print-quality settings.
6. Print a small test batch before producing multiple labels.
7. Inspect each test label for sharp edges, contrast and complete printing.
8. Scan every test label before applying it to an asset.

Do not use screenshots of the QR preview as production labels when a downloadable QR file is available. Screenshots can introduce scaling or compression that reduces scan reliability.

Placement guidance #

• Clean and dry the surface before applying the label.
• Avoid curved, reflective, high-temperature or frequently abraded areas where possible.
• Do not cover safety instructions, serial plates or regulatory markings.
• Place the label where users can scan it safely without climbing or entering a hazard zone.
• Use a durable overlay or approved label material for outdoor or harsh environments.

4. Test the QR code #

• Sign in to the supported AssetIQ mobile workflow using an authorised test account.
• Scan the printed QR code.
• Confirm that the scan opens the intended asset record.
• Compare the displayed asset identifier with the physical label.
• Confirm that the user sees only information and actions allowed by their role.
• Repeat the scan at typical working distance and lighting.
• Record the result and replace the label if scanning is unreliable.

UMV-018 is Verified / Pass: scanning an AssetIQ QR code opens the correct authorised asset record and respects access rules.

5. Replace or reprint a label #

• Reconfirm the asset record before generating a replacement.
• Remove or clearly invalidate the damaged or superseded label.
• Generate and download the QR code from the current asset record.
• Print and scan-test the replacement before applying it.
• Dispose of obsolete labels according to organisational security requirements.

6. Troubleshooting #

The QR action is unavailable #

• Confirm that you opened an existing asset rather than an unsaved new record.
• Ask an administrator to confirm your role and organisational scope.

The downloaded QR file will not open #

• Download the file again and wait for completion.
• Try the organisation’s supported browser and confirm downloads are permitted.
• Record the asset and error details before contacting support.

The printed label will not scan #

• Open and test the downloaded image to separate a file issue from a print issue.
• Reprint without cropping or stretching, using higher quality and stronger contrast.
• Increase the physical QR size if it is below the approved label specification.
• Move the label away from glare, curvature, dirt or damage.

The wrong asset opens #

• Stop using the label immediately.
• Recheck the selected AssetIQ record and remove the incorrect label.
• Generate, print and test a replacement from the correct record.
• Report repeated mismatches with evidence to the AssetIQ administrator.

7. Related articles #

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