Serialized items – a series of 6 articles. Read them in this order:
- Understanding the concept
- Setup
- Picking
- Returning
- Service
- Tracking (this article)
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. It also covers the instance detail: the page of a single serial number with its service dates, documents, transaction history and comments.
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 status, for example Released or Phase out |
| 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. The seven statuses are described in Serialized items: Understanding the concept. |
| Location | Where the instance is right now. Shows stock, device, and location address when in stock. Shows In production when picked, and the service list or service order while it is 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 the 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 or service list). |
| 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. |
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.
The instance detail
Every serial number has its own detail page in the Admin Portal. To open it, go to the item’s Serialized item tab and double-click the serial number, or select it and press 
.
The detail has four tabs: General information, Documents, Transaction history and Comments.
General information
This tab shows the serial number, its status, lot number and location, then its service information. If the instance is picked for service or transfer, the service order, service list or transfer list is shown as its location.
| Field | What it shows |
| Status | One of the seven statuses in Serialized items: Understanding the concept. The pencil changes it by hand (see below). |
| Lot number | The lot the instance belongs to. Select the pencil to enter or correct it. |
| Location | The stock, device and location address while it is in stock. |
When the item is set to be serviced, these fields appear under Service information:
| Field | What it shows |
| Last service | The date of the last service, meaning the date of restock from a service order or list. |
| Target service date | The date the instance will be set to service. Selected with a date picker. |
| Service interval ends | For time-based automatic service: the date the instance will be set to service, from the rules Time after first use and Time interval on the item definition. If both are used, the closest date is shown. |
| Time picked remaining | For service based on time in production: the time left before the instance is set to service, from the rule Time picked and the total picked time of the instance. |
Note: The remaining number of picks is not shown here. Switch on the Remaining # of picks column of the overview (see Available columns above), or use Serial number info on the Shop Floor Interface, see Serialized items: Returning. A passed Target service date, like Service interval ends, takes effect when the task Lock serialized instances runs, not when the instance is returned. A target date that is not later than Last service is ignored. Where several service rules apply, the instance is set to service as soon as the first of them is fulfilled.
Change instance status
Statuses are handled automatically by the operations performed on the SFI, so there is normally no reason to change one by hand. Special cases exist – an instance picked in service whose order or list was deleted, or restoring an instance that was scrapped by mistake.
To change it, press 
next to the instance status and confirm the new state.
Warning: Changing an instance status manually can lead to unexpected behaviour in the SFI and misleading transaction data. Proceed with caution.
Documents
Any number of documents can be added to a serial number. A document can be of any type, up to 10 MB.
 |
Creates a new document |
 |
Deletes the selected document |
 |
Updates the selected document |
 |
Downloads the selected document |
Transaction history
This tab shows every transaction related to the instance. Press 
to open the full transaction report in the standard report viewer, where you can filter it further or export it.
Comments
This tab shows all user comments on the instance, whether they were created from the Admin Portal, the SFI or the API. Comments are also visible on the SFI during any flow that works with serialized items, and operators can add new ones there.
To open an existing comment, press . To create one, press 
, fill in the text and confirm.
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). Change one by hand on the instance detail only for exceptions, see Change instance status above. |
| Scrapped instances disappear | Scrapped instances remain visible in the overview with the Scrap condition. They are not deleted from the system. |
| Comments are Admin Portal only. | They can be created from the Admin Portal, the SFI or the API, and operators see them during SFI flows. |
| The instance detail shows how many picks are left. | It does not. Switch on the Remaining # of picks column in this overview, or use Serial number info on the Shop Floor Interface. |
Take action
Need to create serialized items? Go to Serialized items: Setup 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
- Serialized items: Setup — create a serialized item and assign serial numbers to stock locations
- Serialized items: Picking — pick a specific serial number from the Shop Floor Interface
- Serialized items: Understanding the concept — the seven instance statuses and how serialization works
- 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