Read time: ~5 minutes
Applies to: Admin Portal
What you’ll learn
Understand how to use the Serialized item overview in the CRIBWISE Admin Portal to monitor every serial number’s condition, location, and service status across all devices.
Overview at a glance
The Serialized item overview displays every item in the system that is set as Serialized. For each item, all serial numbers are listed with their current condition, stock location, and service life information.
Unlike the standard item overview, the serialized overview shows items regardless of their status. This makes it the go-to screen for tracking individual tool instances across their full life cycle.
How to open the overview
- In the sidebar, click Overviews.
- Click Serialized items.
- Click the expand arrow next to an item to see its serial numbers.
Toolbar actions
| Action | What it does |
|---|---|
| Open item | Opens the detail of the selected item so you can make changes directly from the overview. Only available when an item row is selected. |
| Collapse all | Collapses the list to the item level, hiding all serial numbers. |
| Expand all | Expands the list to show every serial number for every item. |
| Export | Exports the current view to a file. |
| Refresh | Reloads the overview with the latest data. |
Filtering the list
Use the Advanced filter to narrow the overview to specific devices, vendors, statuses, or other criteria.
- Click the filter icon in the toolbar.
- Set one or more filter criteria in the Advanced filter panel, then click Apply.
| Filter | What it filters |
|---|---|
| Stock | Limit to serial numbers in a specific stock |
| Device | Limit to serial numbers in a specific device |
| Vendor | Filter by item vendor |
| Manufacturer | Filter by item manufacturer |
| Assembly | Show all items, only assemblies, or exclude assemblies |
| Own classification | Filter by the item’s own classification value |
| Status | Filter by item release status (e.g., Released, Blocked) |
| Category | Filter by item category |
| GTC classification | Filter by GTC classification code |
| Quoted item | Show all items, only quoted, or only non-quoted |
| Serviced item | Show all items, only serviced, or only non-serviced |
| Condition | Filter by serial number condition (New, Used, For service, etc.) |
Tip: Click Clear filter to reset all filter criteria and return to the full list.
Available columns
You can choose which columns are visible by clicking the columns icon in the toolbar. Toggle columns on or off, and drag the handle to reorder them.
| Column | What it shows |
|---|---|
| Condition | The current state of the serial number. Changes automatically based on actions performed on the instance (see condition reference below). |
| Location | Where the instance is right now. Shows stock, device, and location address when in stock. Shows In production when picked, or In service when picked for service. |
| Service will trigger at | If automatic service rules are configured, this shows the date when the instance will be sent to service. Based on Due date, Time after first use, and Time interval rules — the closest date is shown. |
| Time picked remaining | Remaining picked time before automatic service triggers, based on the Time picked rule and total picked time. |
| Remaining # of picks | Remaining number of picks before automatic service triggers, based on the Number of times used rule. |
| Last service | Date of the most recent service (the date the instance was restocked from a service order). |
| Loan time ends | When the loan period for a picked instance expires. |
| Tool life remaining | Remaining tool life for the instance (if tool life tracking is enabled). |
| Tool life consumed | How much tool life has been used so far. |
| Tool life status | Current tool life status of the instance. |
| Lot number | The lot number assigned to the serial number, if applicable. |
Serial number conditions
Each serial number has a condition that updates automatically based on actions performed on it.
| Condition | What it means |
|---|---|
| New | The instance has not been used yet. Assigned right after creation by restock or new assignment. |
| Used | The instance has been picked and returned as used. |
| For service | The instance has been returned for service, or automatically flagged by service rules. |
| Refurbished | The instance has been restocked from a service order. |
| Scrap | The instance has been scrapped by a user or automatically by the system (based on loan time and automatic scrap rules). |
| In assembly | The instance has been picked to create an assembly composition. |
Saved views
If you frequently use a specific combination of filters and columns, save it as a named view so you can restore it later.
- Click the saved views icon in the toolbar.
- Use the action buttons to Open an existing view, Save as new view, Restore defaults, or Delete a saved view.
- Give the view a descriptive name (for example, “All columns only Device1”).
Tip: Saved views are user-specific. Other administrators see their own saved views only.
Common confusion
| People often think… | But actually… |
|---|---|
| The serialized overview shows all items | It only shows items that have the Serialized property enabled. Non-serialized items appear in the standard Item overview instead. |
| Conditions are set manually | Conditions update automatically based on actions (pick, return, restock from service, scrap). You cannot change a condition directly. |
| Scrapped instances disappear | Scrapped instances remain visible in the overview with the Scrap condition. They are not deleted from the system. |
Take action
Need to create serialized items? Go to How to create and assign a serialized item for the step-by-step guide.
Want to set up automatic service triggers? See How to set up tool life tracking and automatic service triggers.
Related articles
- How to create and assign a serialized item — create a serialized item and assign serial numbers to stock locations
- How to pick a serialized item — pick a specific serial number from the Shop Floor Interface
- Managing serialized items and serial numbers — manage serial number properties, service rules, and assignments
- How to set up tool life tracking and automatic service triggers — configure service rules that trigger automatically based on usage
- Item overview dashboard reference — the standard item overview for all items, including non-serialized
- Understanding item statuses — learn what each item status means and when it changes