Actions in Beam are custom workflow forms that let you perform specialized operations on your inventory. They extend Beam's core functionality with organization-specific processes that go beyond standard item and order management. Things like write-offs, quality checks, external transfers, or specialized receiving flows.
What are Actions?
An Action is a configurable form with a name, description, and a set of fields. When a user fills in and submits the form, Beam records the action against the relevant items and can optionally update stock, statuses, or other data automatically. Common examples:
- Write-off Remove damaged, expired, or lost items from active inventory with a documented reason.
- Internal transfer Move items between locations or branches with a formal record.
- Custom receiving Receive goods with organization-specific fields such as supplier reference, batch number, or condition rating.
- Quality hold / release Place items on hold pending quality review, then release them back into available stock.
- Maintenance log Record maintenance work performed on an asset.
- Inspection Record the result of a physical inspection for compliance or safety purposes.
Using Actions
- Navigate to the Actions page from the main navigation menu.
- Select the action type you want to perform from the list of available actions.
- Fill in the required fields. Fields vary by action type (see Field types below).
- Optionally scan or search to link the action to one or more items.
- Submit the action. Beam records it, updates the linked items, and applies any configured stock or status changes.
Field types
Action forms support a range of field types so administrators can capture exactly the data needed for each process:
| Field type | Description | Example use |
|---|---|---|
| Text | Free-text input, single or multi-line. | Reason for write-off, comments, notes |
| Number | Integer or decimal numeric input. | Quantity written off, batch size |
| Date | Date picker. | Expiry date, inspection date, transfer date |
| Select | Single-choice dropdown from a predefined list. | Damage type, disposal method, quality rating |
| Multi-select | Multiple choices from a predefined list. | Reasons for return, defect categories |
| Item scan / search | Link the action to one or more inventory items by scanning or searching. | Identify which items the action applies to |
| Location | Select a warehouse location. | Destination for a transfer or quarantine location |
Scanning during an action
Actions that include an item field support scanning. While the action form is open:
- Scan a barcode or RFID tag to automatically populate the item field with the matching item.
- For actions that support multiple items, each scan adds another item to the list.
- The matched item name and current stock level are shown so you can verify you have the right item before submitting.
Action history
Every submitted action is permanently recorded. You can review action history in two places:
- Actions page The main actions list shows all recently submitted actions across the organization. Filter by action type, date range, or user.
- Item detail page The Actions tab on any item's detail page shows every action that has ever been performed on that item, in chronological order. Giving you a complete audit trail per item.
Menu visibility
Frequently used action types can be configured to appear as standalone items in the main navigation menu, rather than requiring users to navigate to the Actions page first. This is configured by an administrator in Settings → Menu configuration. If your team uses a specific action many times a day, ask your administrator to add it as a dedicated menu entry for faster access.