Item card

Features

Basic information of the item

On the left side of the item card, you can see the basic details of the item. They are divided into four parts:

• General information
  • Shows item’s main details, such as category, location, and availability.
  • Status - Tells if the item is available, reserved, or under maintenance.
  • Identifier - Each new item automatically gets a unique identifier. It does not change even if the other details are edited.
  • My identifier - Extra setting. If your organization has its own identifier (not a serial number), you can add it here. In most views, this replaces the system-generated identifier.
• Description
  • Extra information about the item or its model. Use this if there is no specific field for the detail.
• Cost details
  • Shows details related to the purchase of the item.
  • Department - Limits who can see the item’s details across different users.
  • Lifespan - Based on the purchase date and estimated lifespan, Trail calculates the lifecycle of the item. This helps you decide when to replace it.
• Type Specific Details
  • These depend on the item type.
  • For example, vehicles may have a registration number, while computers may have a serial number.

Action buttons in the top right corner

The top right corner of the item card has several useful action buttons:

• Report defect
  • Users with access to the item can create a fault report if it needs service.
• Assign work order
  • Lets you create or schedule a maintenance task (requires editor rights to maintenance).
• Print label (if enabled)
  • Prints a label for the item, which may include a QR code, identifier, and model.
• Edit
  • Opens the edit view to update item’s details (requires editor rights).
• Clone
  • Creates a copy of the item card. Useful when adding a new item that is very similar.
• Delete
  • Soft delete: Removes the item from the active item list. Possible to undelete, if needed. You can also get a report how many items have been deleted in a certain period. Deleted items can still be found with advanced search.
  • Delete permanently: Removes the item completely from the system. Not recommended! Only use this if the item is clearly incorrect or a duplicate.
  • Read more: Editing or deleting items

Other features

• Add attachment
  • Add files like manuals, instructions, or photos.
• View reservations
  • Shows reservations for the item. A calendar view is also available.
• View maintenance
  • Shows past and upcoming maintenance tasks.
• Change history
  • Displays edits to the item’s details and location history.
• Export to file
  • Extra setting. Allows exporting the item card details to Excel (e.g., costs, content, location history).
  • Click: Export to file -> Xlsx -> select sections -> Export

• Tags

  • Extra setting. You can add tags to items or models. If the item has several names, they can be saved here. This makes it easier to find in searches.

    

Case (item content)

Trail lets you place items inside another item (case). This is helpful for tracking transport equipment or grouped items.

Items can be given content if they belong to the case type or have the right “Can have contents.”

The content of an item is shown in the Contents section of the item card.

Read more: Combining items / building a case

Further reading

1. Item list
2. Tags for items and models
3. Adding a new item
4. Trail export template