Record360’s screen-locking features are crucial in maintaining data accuracy by preventing duplicate unit IDs from being created in the system. Let’s break it down:
What is the “Warn” Prompt?
The “Warn” prompt alerts users when the Unit ID they’ve entered doesn’t match any existing Unit ID in the database. Despite the mismatch, the user can still create the new unit. However, an automatic notification is sent to the location managers, informing them that a new unit has been created.
This feature ensures that:
- Users have the chance to double-check their input for possible mistakes.
- Managers are notified of new entries, which may help catch errors and ensure data consistency.
What is the “Lock” Prompt?
The “Lock” prompt is more restrictive than the “Warn” prompt. It outright blocks the user from creating a new Unit ID if it does not already exist in the database. This ensures that no duplicate units are created, which can lead to complications such as inaccurate records or difficulty in tracking inspections.
The Value of These Prompts
- “Warn” prompt: By giving users a warning, it ensures a second look at the data entry, reducing human errors that can lead to duplicate units being created. It also maintains a degree of flexibility, allowing users to create new units if necessary, while still keeping managers informed.
- “Lock” prompt: This is a stricter measure that guarantees data integrity by stopping the creation of any units not already in the system. This eliminates duplicates and ensures clean, accurate data.
What Might Happen Without These Features?
Without the “Warn” or “Lock” prompts, the system could easily become cluttered with duplicate units, which can cause:
- Confusion and difficulty when searching for specific inspections or records.
- Inaccurate data, making it harder to manage and audit units effectively.
- Increased administrative work to manually clean up the database and eliminate duplicated entries.
Real-Life Example: How it Works in Practice
A heavy equipment company, for instance, benefits significantly from using the “Lock” prompt in their daily operations. They send their unit list to be uploaded into Record360, ensuring their database is always up to date. With the “Lock” setting enabled, users cannot create unit IDs that don’t match the existing inventory. If an employee believes they are entering the correct ID but the system blocks it, the team updates their unit list accordingly. This process has resulted in near-perfect accuracy, particularly when performing inspections. Before the lock setting was enabled, the company faced issues with duplicate units, which cluttered their database. Since implementing the lock feature, they’ve significantly improved their data accuracy and efficiency and have had fewer issues tracking their equipment inspections.
Ready to enhance your data accuracy and prevent duplicate unit IDs? Contact our support team at [email protected] to set up your account’s ‘Warn’ and ‘Lock’ screen locking features today!
