Workflows

Workflows let people act on physical assets by scanning the QR code or barcode printed on a tag with a mobile device: 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 mobile device's camera. It is separate from the background Bluetooth detection that hotspots use to position assets.

You create a 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 mobile device and scan each tag's code, and the workflow's action runs for every scan.

Two actions are available:

Register an asset: every tag scanned this way is registered into your workspace immediately, named, typed, and tagged exactly as you configured.
Place assets on an asset: the first scan chooses the asset to fill, such as a van or a pallet. Every scan after it is placed on that asset, and registered first if the tag is new.

How it works

You create a 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 mobile device.
They tap Scan Asset, which opens the Blecon Agent 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. For Place assets on an asset, the first scan chooses the parent and each later scan joins it.
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 Blecon Track dashboard or a Blecon account.

Tools into a vehicle: One workflow covers a whole fleet. The driver scans the tag fixed inside the vehicle, then scans each tool. Every tool is placed on that vehicle, ready for a separation rule to catch one left behind.

Creating a workflow

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

The dialog has two steps. On the first, choose the action a scan runs. On the second, fill in the fields below.

Field	Description
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)	Optional. How long the workflow stays active. Leave blank for a workflow that never expires. Maximum 365 days.

Place assets on an asset

This action adds three more fields, which describe the asset being filled. The fields above then describe what is placed on it.

Field	Description
Asset to fill: type	The type of asset the first scan chooses, such as `van`. The page asks the person scanning for "the van", and a tag that is new to the workspace is registered with this type.
Asset to fill: name prefix	Names a parent tag the workspace has never seen, as `{prefix} {last 8 of tag ID}`. An asset you already have keeps its own name.
Relationship	How each asset is placed: stored in, attached to, carried by, and the rest. It appears on the asset's page, such as "stored in Van 4127".

The person scanning sees the parent they chose on every screen, and each scan reports the asset it joined. Place on something else clears the choice, so the next scan picks a new parent. The choice lasts as long as the browser tab.

To place assets from a spreadsheet instead, use the parent column in a bulk import.

Once created, click Run on the workflow's row:

On a computer, a window shows the workflow's QR code. Scan it with a phone to run the workflow, click Copy link to paste the link into an email or document, or click Download QR for a printable poster. The poster includes the workflow name, plus the expiry date when one is set, for easy identification when printing.
On a phone or tablet, the workflow opens straight away.

Viewers see only Run. Adding, editing, testing and revoking workflows need the Member role or above.

Editing a workflow

Click Edit on the workflow's row to change its name, naming, keywords, team, limits, expiry or steps. The type cannot change. The QR code and link stay the same, so printed posters keep working and pick up the change on their next scan. A revoked workflow cannot be edited.

Attribution

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

The asset's metadata also includes:

workflow_id: the ID of the workflow used
workflow_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 Workflows list at any time.

Revoking a workflow

Click Revoke on any active 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.