Scan workflows

Scan workflows let people act on physical assets by scanning the QR code or barcode printed on a tag with a phone: no Blecon account, no desktop in the room. You choose the action the workflow runs; each scan triggers it.

Scanning here is a deliberate action with a phone camera. It is separate from the background Bluetooth detection that hotspots use to position assets.

You create a scan workflow and share it with whoever is doing the scanning, as a QR code (printed, on a label sheet, or displayed on screen) or as a plain URL sent by email, WhatsApp, or any other channel. They open it on their phone and scan each tag's code, and the workflow's action runs for every scan.

The first available action is Register an asset: every tag scanned this way is registered into your workspace immediately, named, typed, and tagged exactly as you configured.

How it works

You create a scan workflow in Blecon Track, choose its action, and share it as a QR code or a direct URL.
The supplier opens the link on their phone.
They tap Scan Asset, which opens the Blecon scanner app to scan the tag's QR code or barcode.
The workflow's action runs. For Register an asset, the tag is registered in your workspace using the template you configured.
The supplier taps Scan Another to continue without rescanning the QR.

A single QR code can process many assets. The supplier only needs to scan the QR once per session.

Example scenarios

Goods-in desk: Print the QR code and stick it on the wall at the receiving bay. When a shipment arrives, the goods-in team scans the QR once and then scans each tag as they unload. Every item lands in the workspace tagged and ready to track, with no involvement from the IT or operations team.

Supplier pre-registration: Send the link to a supplier before they ship, by email, WhatsApp, or any channel. They scan it and register each tag before the goods leave their facility. By the time the shipment arrives, the assets are already in your workspace waiting to be located.

On-site equipment deployment: Give a field technician a QR code before they go on site. They scan it and register each piece of equipment as they install it, without needing access to the Track UI or a Blecon account.

Creating a scan workflow

Go to Scan Workflows in the sidebar, then click + New Scan Workflow.

Field	Description
Workflow	The action to run each time a tag's QR code or barcode is scanned. Currently Register an asset.
Workflow name	Internal label (identifies the workflow in your list). Not shown to the person scanning.
Asset name prefix	Each registered asset is named `{prefix} {last 8 of tag ID}`. Leave blank to use the tag ID suffix only.
Asset type	Applied to every asset registered via this workflow (e.g. `pallet`, `equipment`).
Keywords	Applied to every registered asset.
Max registrations	Maximum number of unique assets this workflow can register. Leave blank for unlimited.
Expires in (days)	How long the workflow stays active. Maximum 365 days.

Once created, download the QR code from the workflow's row in the list. The downloaded image includes the workflow name and expiry date for easy identification when printing.

Attribution

Every asset registered via a scan workflow is automatically given a scan-link:{id} keyword. You can filter the assets list by this keyword to see everything a particular workflow registered.

The asset's metadata also includes:

scan_link_id: the ID of the workflow used
scan_link_name: the display name of the workflow

This lets you identify the origin of any asset even after the workflow has expired or been revoked.

Usage limits

If you set Max registrations, the workflow stops accepting new assets once that number is reached. Its status changes to Exhausted. Scanning the same tag's code twice only counts as one registration.

You can check how many assets a workflow has registered in the Scan Workflows list at any time.

Revoking a workflow

Click the revoke button on any active scan workflow to invalidate it immediately. Anyone who scans the QR after revocation will see an error. Assets already registered are not affected.

Revocation cannot be undone. If you need to re-enable intake, create a new workflow.

Workflow status

Status	Meaning
Active	Workflow is valid and accepting scans.
Expired	The expiry date has passed.
Exhausted	Max registrations reached.
Revoked	Manually disabled by a workspace member.