Customising your barcode scanner fields

Columns added to your sheet via the web directly mirror the fields in the mobile app, allowing you to modify hundreds of devices remotely from any web browser. No coding needed.

Field types

You often want to capture additional data when a barcode is scanned (this could be a photos, GPS location or quantity scanned). To do this, simply add additional fields using the Orca Scan web or mobile app.

You can choose from the following field types:

Field Type	Description
Attachment	Allows you to attach files, such as documents, pdfs, or other media
Date	Inserts a date value when tapping the calendar icon. You can configure the timezone format for each sheet
Date (automatic)	Inserts or updates the date value automatically on scan
Date Time	Inserts a date & time value when tapping the calendar icon
Date Time (automatic)	Inserts or updates the date and time value automatically on scan
Drop-down list	Lets you define a preset list of options that users can choose one option from
Email	Has a normal text entry but will only accept the entry of an email format
Formula	Automatically calculates and inserts the predefined formula
GPS location	Inserts the device latitude and longitude values when tapping the GPS icon
Number	Has plus and minus buttons to increase/decrease the quantity. Shows the deltas in yellow next to the quantity for ease of calculation
Number (auto-decrease)	Has the same attributes as the Number field but automatically decreases the quantity by -1 for every scan
Number (auto-increase)	Has the same attributes as the Number field but automatically increases the quantity by +1 for every scan
Photo	Allows you to take or upload a photo
Signature	Enables you to add a signature by drawing
Text	Can contain text and numbers of any form. It also includes a barcode icon to open the camera and scan a barcode into the field
True/false boolean	Displays as a YES / NO button and inserts a value of TRUE or FALSE in the final dataset
URL	Allows you to insert or link to a web address
Unique ID	Tapping on the # icon generates and inserts a unique identifier automatically
Created by	Displays the email address of the user that created the row
Created date	Displays the date in which the data was initially captured
Last Modified by	Displays the email address of the user to last update the row
Last Modified date	Displays the date in which the data was last modified

Field settings

Each field also has additional settings that alter how they behave inside the mobile app. The options are:

Setting	Description
Empty on scan	Clears the field upon scanning, making it easy to enter new values. This is useful when tracking entries with audit trails
Empty on edit	Resets the field when edited, allowing for new values to be entered without retaining previous data
Hidden in mobile	Hides the entire field from mobile users
Hidden in web	Hides the entire column from the web users
Read-only in mobile	The field is greyed out and mobile users are unable to edit the value
Read-only in web	The column is greyed out and web users are unable to edit the value
Required	Users must provide a value to save and continue
Auto focus	Upon scan, the app will go to this field and open the keyboard to prepare for entry. It allows you to control the flow of entries
Auto select value	Will mark an existing value with the cursor to quickly delete or overwrite
Show in mobile list	Will display these values in the main list of items. Often, people will use descriptions rather than the actual barcode numbers
Searchable in mobile list	Allows users to search by this value in the mobile list
Lock Column	Secures the column’s configuration, preventing any changes to its settings or structure

Minimum and Maximum Length

Set the character limits for text input by defining minimum and maximum lengths. This controls the input by requiring a specific number of characters and preventing excessively long entries, keeping values within the specified guidelines.

Default Value

Automatically fills the field with a pre-set value when the form loads. This is useful for common or expected inputs, allowing users to override if needed and helps to speed up data entry and ensures consistency.

You can also use this field to add Orca Scan Variables. These variables make it easy to extract data from a barcode and move it to another field automatically on scan.

An example of a ‘Default value with variable list’.

To learn more about Orca Scan Variables and how to optimise the scanning process, check out the variables guide.

Placeholder

Displays example text or a hint inside a field before any data is entered. This helps to guide users on what to input. The placeholder text disappears once the user begins to enter a value.

Hidden fields

The Hidden setting hides the field from mobile users. It’s useful when dealing with sensitive data or removing fields users don’t need to see.

For instance, many users hide the Barcode field as it is rarely important for the end-user to see it.

Read-only fields

The Read-only setting greys out the value in a field and keeps users from changing the values. This is useful when populating data only for informational purposes, like prices or descriptions.

Show in mobile list

You can set which fields you would like to be displayed in the mobile list:

Example of barcode and quantity in mobile list.

Required fields

Setting a field to required forces the user to enter a value before they can save and continue.

Important: This setting only applies when fields are empty. If users are scanning the same items repeatedly, consider enabling the Empty on scan setting to force the user to enter a new value on each scan.

Example of an error message for required fields.

Empty fields

The Empty on scan setting ensures that the data in the Cloud sheet is cleared for the mobile user.

It’s useful when a new entry is required by users that scan the same barcode. It’s often used with the Audit trail that logs all the entries in individual rows.

Conditional Field Settings Using Triggers

Orca Scan allows you to change field settings dynamically using Triggers. With triggers, you can show, hide, or require fields based on specific conditions, making your forms more responsive and tailored to your workflow.