Aptli

The Role of the Admin

Admins ensure the application behaves in a way that users would expect so it aligns well with both organization record-keeping practices while smoothing organizational processes. In the context of Aptli, this covers several critical configuration activities that will be reviewed in this section:

  1. Granting Access vs. Managing Access Requests
  2. Authentication, customizing session settings and managing Single-Sign-On (SSO) with various Auth providers
  3. Dynamic Authorization for fine-grained control over content
  4. Other Application Configurations

Database Initialization and Defaults

New installations come pre-configured with sensible defaults for layers, resources, and application settings. An administrator can update these through the normal admin workflows described in this guide. If you need to reinitialize defaults, contact your system administrator.

Version Review Queue

When a non-admin field user submits a GIS version, it enters the Admin → Versions review queue rather than going live immediately. Admins see a list of all pending versions, can preview the feature diff on the map, and choose to Commit (publish) or Delete (reject) each one.

This workflow ensures that field-submitted geometry changes are reviewed before they affect the shared dataset. Administrators' own submissions bypass the queue and commit directly.

See Version Review Queue for the full workflow.

Automations

Automations let admins define trigger-based rules that fire automatically when events occur — for example, send a push notification when an import completes, or post to a webhook when a work order is cancelled.

Automations are configured at Admin → Automations. Each automation has a trigger (e.g., geo.import.completed), optional conditions (e.g., only fire for GDB files), and one or more actions (notify, webhook, audit log).

See Automations for the full guide.

Resource QR Code Generator

For warehouse operations and field staff who need to accept physical shipments, Aptli provides a Resource QR Code Generator that creates printable reference books of all resources in the system.

Purpose

Field staff often receive shipments where items don't have QR codes attached. Rather than manually typing resource names (which is error-prone and slow), they can scan QR codes from a physical reference book kept at the receiving dock or warehouse station.

Accessing the QR Code Generator

Navigation:

  1. Navigate to Admin → Resource QR Codes (/admin/resource-qr-codes)
  2. Page displays all resources in the system as printable QR codes

Permissions:

  • Requires admin or inventory management permissions
  • Public-facing page (no sensitive data exposed)

Filtering and Searching

Filter by Resource Type:

  • Dropdown options: All, Material, Labor, Equipment
  • Narrows QR codes to specific categories
  • Useful for creating specialized books (e.g., "Materials Only")

Search Resources:

  • Text search filters by resource name or ID
  • Real-time filtering as you type
  • Helpful for creating small reference sheets for specific projects

Example Filters:

Filter: Material
Search: "cable"
→ Shows only material resources with "cable" in the name
→ Cat6 Cable, Cat6A Cable, Fiber Optic Cable, etc.

QR Code Format

QR codes encode a reference to the record type and ID. The app handles decoding automatically when you scan.

Generating Printable Books

Print Workflow:

  1. Apply Filters (optional)
    • Select resource types to include
    • Search for specific resources if needed
  2. Click Print Button
    • Browser print dialog opens
    • Print layout optimized for standard letter/A4 paper
    • 3 columns per page for maximum density
  3. Print Settings:
    • Color: Optional (black & white works fine for QR codes)
    • Orientation: Portrait
    • Margins: 0.5 inch / 1.27 cm
    • Background graphics: Enable (ensures QR codes print)
  4. Post-Processing:
    • Laminate pages for durability
    • Bind into reference book or binder
    • Place at receiving stations, warehouse desks, or loading docks

Each QR code card includes:

  • QR code (150x150 pixels, scales well)
  • Resource name (bold, truncated if too long)
  • Resource type (Material/Labor/Equipment)
  • Default UOM (if defined)
  • Resource ID (small, hidden during print)

Using QR Codes in the Field

Mobile Workflow:

  1. Field staff receives shipment at warehouse
  2. Opens Manual Transaction Form on mobile device
  3. Clicks scan button (📷) next to Resource Name field
  4. Points camera at QR code in reference book
  5. Resource details auto-populate from scanned code
  6. Enters quantity and submits transaction

Benefits:

  • Speed: Scan 5-10 items in under a minute
  • Accuracy: No typos or spelling errors
  • Batch Mode: Scan entire shipment, submit all at once
  • No Training: Intuitive camera interface
  • Works Offline: QR scanning doesn't require internet

Maintenance and Updates

When to Regenerate Books:

  • New Resources Added: Print supplement pages for new resources
  • Resource Names Changed: Reprint affected pages
  • Major Catalog Overhaul: Regenerate entire book
  • Damaged Pages: Reprint and replace specific pages

Version Control:

  • Add print date to book cover (handwritten or label)
  • Keep old books as backup during transition
  • Gradually phase out outdated books

Tip: For frequently added resources, keep blank laminated pages in book. Print new QR codes on labels and apply to blank pages.

Integration with Manual Transactions

The QR code generator is designed to work seamlessly with the Manual Transaction Form:

  1. Admin generates book → Warehouse staff have reference
  2. Shipment arrives → Field staff open transaction form
  3. Scan QR from book → Resource auto-fills
  4. Enter quantity → Complete transaction
  5. Batch mode → Scan multiple items quickly
  6. Submit → Inventory updated instantly

See Also:

Best Practices

Book Organization:

  • Alphabetical by resource name (easiest to browse)
  • Grouped by type (Material → Labor → Equipment)
  • Separated by department (if multi-department warehouse)

Physical Placement:

  • Receiving dock (shipment acceptance)
  • Warehouse desk (cycle counts, adjustments)
  • Loading area (pickups, transfers)
  • Mobile carts (for moving around large warehouses)

Durability:

  • Laminate all pages (protect from dust, spills)
  • Heavy-duty binder (withstands daily use)
  • Chain/cable to desk (prevents loss)
  • Backup copy in office (disaster recovery)

Training:

  • Show new staff how to scan QR codes
  • Demonstrate batch mode for multi-item shipments
  • Practice with sample shipment (5-10 items)
  • Emphasize: "Scan, don't type"

Audit History Export

The Audit History page records all significant actions in the system — authentication events, permission changes, record modifications, and soft deletes. Admins can export a subset of the audit log for compliance reporting or investigation.

Accessing the Export

  1. Navigate to Admin → Audit History
  2. Apply filters to narrow the export:
    • Date range — select start and end dates
    • Model filter — limit to a specific data type (users, work orders, transactions, etc.)
  3. Select the Format — CSV or JSON
  4. Click Export

The export is generated immediately and downloaded as a file.

Format Details

FormatBest For
CSVSpreadsheet review, importing into reporting tools
JSONProgrammatic processing, feeding into external systems

Limits and Permissions

  • Row limit: 10,000 rows per export. If your filter returns more, narrow the date range or model filter and export in batches.
  • Required permission: auditExport admin right. Users without this right do not see the Export button.