Workshop Inventory Software

I have finally for the first time got everything in the workshop into a spreadsheet with some indications of cost to replace if and when it is needed. I would like to have a photograph of each item either linked to the spreadsheet (which sounds a bit hard) or a proper inventory software. I have done the search and haven't been impressed with what I found and wondered of anyone has done this before me and can recommend software.

The main reason I am doing this is in the event of a total loss or even partial loss there is no way I could remember 500 items. A mate had his shed emptied by some low lifes and while he claimed most of it after the claim was settled he was finding he would go to do something and he had forgotten to claim the tool so he had to replace it out of his own pocket. Suggestions would be appreciated but I will continue looking.

That's easy Chris; a simple XL spreadsheet is all you need. For adding photo's of each item all you need to do is give each set of photo's their own individual folder; copy the folder address from the address bar and then hyperlink it to the cell. It's no harder than putting links into a forum post.

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Originally Posted by Chief Tiff

That's easy Chris; a simple XL spreadsheet is all you need. For adding photo's of each item all you need to do is give each set of photo's their own individual folder; copy the folder address from the address bar and then hyperlink it to the cell. It's no harder than putting links into a forum post.

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The only problem I see with that is exporting it to another drive for back up, if the location of the photos change then the links don't work or have I got it all wrong?

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Originally Posted by Chris Parks

The only problem I see with that is exporting it to another drive for back up, if the location of the photos change then the links don't work or have I got it all wrong?

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If you are careful it can be OK - I've done this with PowerPoint, but quick test just now showed that it seemed to work.

You need to create the hyperlink as a relative hyperlink, so you just encode the path relative to the location of the XLSX file. So long as you keep things together it normally is OK. You may find that when you select the file you might need to edit the name that appears

The online documentation for Excel's HYPERLINK function doesn't mention it, but this other page says relative links are OK too.

The greatest about XLSX (Excel 2007+) files compared to XLS files is that you can unzip them and edit them by hand if you really really need to. (I did this sometimes with my PowerPoint files with links when I did something dumb).

Iain

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Originally Posted by Chris Parks

The only problem I see with that is exporting it to another drive for back up, if the location of the photos change then the links don't work or have I got it all wrong?

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Providing that the photo folders are sub-folders of the one holding the spreadsheet it shouldn't be a problem if the folder address changes. I will have a play later on today for you and check

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Originally Posted by Chris Parks

I have finally for the first time got everything in the workshop into a spreadsheet with some indications of cost to replace if and when it is needed. I would like to have a photograph of each item either linked to the spreadsheet (which sounds a bit hard) or a proper inventory software. I have done the search and haven't been impressed with what I found and wondered of anyone has done this before me and can recommend software.

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two options come to mind

set your camera's software to assign a file number to each image that can be [relatively] easily matched to the Excel data set. You would probably need to add two columns to your spreadsheet -- one for the image number, the other for the item location within the image. It would be a bit clunky, but in the event of a loss you would be able to provide the insurance company with a photo of the lost item. Patrick Leach's monthly for sale list uses a similar schema.

look at Employee database software. Yes the field names would be a very strange concordance, but many of these databases are setup to include a photo of the employee. If you have Access, I believe there is an existing template that could be made to work. The other place to look would be databases designed to hold police arrest or prisoner records. Both of which almost always include a photo of the "person of interest"

this link is to an Excel spreadsheet "employee database" that uses VBA code to attach an image to each record Employee Database With Images | Chandoo.org Excel Forums - Become Awesome in Excel

What's wrong with just inserting the image into the spread sheet? There are several free Asset Tracking spreadsheet templates out there with cells to insert images such as this example.

I was thinking to do this for a while, but didn't get to it (just photographed everything). What would be good is a smartphone app that can track this. New tool arrives - you open app, take a photo, write details... Maybe there is such an app, will look for it.

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Originally Posted by Fuzzie

What's wrong with just inserting the image into the spread sheet? There are several free Asset Tracking spreadsheet templates out there with cells to insert images such as this example.

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Exporting the sheet and maintaining the links is the problem I see. There used to be heaps of these inventories but I am sure they were done in MS Access which most of us do not know how to use. Using Access from memory imbedded the file into the database with no links IIRC.

Ok, sorry, I am pulling this thread a bit sideways, since you are interested in having this in Excel, but maybe someone will find this also useful. There are a lot of programs for Android, I found one that looks more suitable for what I would like it to do, it is called Encircle (https://play.google.com/store/apps/d...d=com.encircle)

I installed it and quickly tested. You can create inventory for multiple buildings (e.g. for house and for the shed), then have more specific locations within that building. Then you can create an item, take its photo. There is special place where you can take a photo of your invoice (if you have one), and of the serial number/make plate.
For new machines you can enter the purchase date and the warranty period - might also be useful

Probably there are some drawbacks, but it can do a lot of what I wanted the software to do.

Hi Chris, I haven't used MS Excel in quite a while as I use Open Office these days. However I believe the functionality to insert an image is the same. You can choose when you insert an image if it is a link or not. If you insert the image as data it is stored in the spreadsheet.

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Originally Posted by Fuzzie

What's wrong with just inserting the image into the spread sheet? There are several free Asset Tracking spreadsheet templates out there with cells to insert images such as this example.

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You can insert a picture directly into a spreadsheet without any special applications.
From the top toolbar, select "Insert," then "Picture," then "From File" to select the image, browsing your folders as needed.
Massage the shape and size, and move to wherever you want it.

I use this technique to make on-the-fly business cards.

Cheers,
Joe

You're going to have one might big spreadsheet if you try and take a photo of everything you own!

It really depends on how pedantic you want to be, also remembering that this one of those ongoing processes that depending on how frequently you buy/sell will determine how often you need to update the file. This is also taking into account the liklihood of such an event actually occuring.

having said that i did spend more time then I'd like to admit doing such an activity on everything of worth in and around the house.

All my stuff is essentially a folder containing one spreadsheet and a bunch of photos which are classified into folders, eg kitchen stuff, home entertainment, shed etc. In my spreadsheet i started recording the photo name and quickly lost interest due to the amount of time it was taking. Now I just have a bunch of photos with no link. In the event of loss I'm sure I'll have plenty of time to find the right photos.

Oh and everything is backed up online

My Brothers shed was broken into some time ago, he put in a claim for $20K, the insurance bloke came out and said it was impossible to have that many tools.
He didn't have photos or receipts for anything so he showed the bloke where stuff used to sit on the shelves as he'd written what item was stored there. Eventually the Insurance company paid up his claim, but he was still a few ks short as items that he didn't realise were gone.
That will be my aim when the shed extensions are done, photograph and list ALL items. Trying to put a value on some of the items will be hard, as I've had them for a long time, 40+ years!!! How does someone work out the value of an item for insurance, cost $ or replacement $?
Asking, as sometime ago I had a hand winch cable and 2 snatch blocks stolen out of the shed, and found them in a second hand place where he'd bought them at a garage sale. They weren't marked with my name or any ID, and still having trouble to prove it was mine. So I don't want to go through this again.
Kryn

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Originally Posted by tonzeyd

You're going to have one might big spreadsheet if you try and take a photo of everything you own!

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I suppose that is my point though I didn't say that. The ones I saw years ago were a database not a spreadsheet but everyone seems to have gone to Excel or similar. I used Excel to build the list and put the pertinent details in but never intended to use it as the end result. Most people ignore Access as being too hard to learn and they aren't far wrong in my experience. My version of Office hasn't even got it included.

Some times its not the tool with the value but the bits you use with it.
eg, Festool saw, the saw might be worth $950 replacement, but each blade is worth about $100, parallel guide $100, systainer $125 + guide rails and joiners and it soon add up to another 1k.
My main cordless drill has probably a replacement cost of $250. But add in a set of drill bits to 6.5mm plus other bits including 14mm and 25mm and that could be another $ 250. Some driver bits are also useful. Not just a Phillips #2 but also hex drive, square drive and pozidrive. The other useful items are drive extensions, hex drive bits and an angle drive (and that alone is about $75).
A cheap hammer drill can be less than $99 but you can spend that again on bits.
I am sure the same would apply to routers with their bits and also other tools. Even little things like tape measures (my favorite is about $35 :oo:) rulers, squares and markers start to add up and that is before you include little things like sharpening stones and honing guides.
While even paint gear can be cheap, a few $15 and $25 brushes and rollers can start adding up, and then you allow for drop sheets.

Ouch my little tool collection is starting to look expensive and while my list is not $100% inclusive I do have a documented list of over $20k.

Functionality creep...
Perhaps ask your insurance company how they would like the information provided to them. It should be easier to make a claim if the insurer has been given a typical list of contents, for the record, before a claim is needed to be made. It also provides them a clearer idea of the potential liability and may affect the premium.

Memory keeps getting cheaper and processors faster, I wonder how big a spreadsheet needs to be before it bogs down loading on a modern machine? (And whether Excel or OO makes a difference.)

If it's just for insurance purposes there's no need to take individual photos of single items - if you can photograph quite a number of smaller items in the one photo which will save you and the insurance company a lot of time.

If you have drawers or cupboards with the tools laid out so they can easily be seen then just take photos of those. Power tools and accessories can be photographed in groups on the floor or on a bench top.

If you want to you can number each item on the photos in a photo edit program and then add detail in text list which can be edited if you wish.

To add to the inventory just group and photograph new stuff you acquire every 6 months or so, and no one I know gets rid of much of their old stuff.

Its not very librarianary (as I say to SWMBO) but it's quick and will cover you for insurance purposes..

I just downloaded an app from apple called Home Content..Looks like it might be ok. I have lots of pictures of groups of tools but maybe individual shot would be better. This app also lets you insert replacement costs. I'll try it for a while. :photo2:

If looking for an app solution, I use an Android app when I'm travelling to track expenses. It's really quite flexible and lets you attach an image to an entry, is multi currency aware, you can assign different categories to each record and it lets you export reports in a number of formats including spreadsheets or a comprehensive pdf report. It could easily be tweaked to be used as an asset register.

Attachment 418545

Hi Chris,
Is something like the above what you want? There is no need to take a whole pile of new photos or to fiddle with links . As you can see I didn't even bother with resizing the images.

Load the image as you would for any image on the forum. When it loads into your spreadsheet it will be probably way too big. Click on the image and the resizing points will appear at the corners and mid-point of the sides. Click and drag on any point and drag the image to size.

If its what you want and you need more help yell out. I used the free Open Office Calc for the above - I wouldn't expect it to be very difficult from Excel as you can open Excel spreadsheets and save spreadsheets as .xls

Its about 25 years since I did any serious programming, but what you have been describing in linking a spreadsheet to a database is not too big a deal. It will take a month or so I guess to get up to speed with the latest programming language, but if a few months wait /collaboration is not a problem, I am happy to help.

Bob

I do have excel 2010, but am too lazy this morning to fire up the other computer:rolleyes:

Its funny how things "pop up". This subject was brought up by my wife and kids 12 months ago. They wanted to have a list of what I have and what the likely value would be if I wasn't around. I got as far as writing a note in word about it but didn't get any further. Not having superlative computer skills, I need to find program that is easy for my spongy brain to follow. I just went to Excel and had a play with it. Maybe this will be the way forward

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Originally Posted by Chris Parks

I suppose that is my point though I didn't say that. The ones I saw years ago were a database not a spreadsheet but everyone seems to have gone to Excel or similar. I used Excel to build the list and put the pertinent details in but never intended to use it as the end result. Most people ignore Access as being too hard to learn and they aren't far wrong in my experience. My version of Office hasn't even got it included.

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Having used Access for work related purposes can honestly say I've never linked an image or imported an image into access before. Access does have its place, but for majority of users Excel is more than sufficient especially those who are making simple lists etc

Also from my experience insurance companies generally are compliant with claims made and only start to question when they are out of the norm, but are more than happy to comply once you've satisfied their queries. So having a spreadsheet of the list of items that are in your shed which has a date stamp of x years prior will more than satisfy the criteria of ownership. Just make sure your contents insurance adequately covers everything (including whats inside your home).

As Bob says its probably not essential to photograph everything you own, as from an insurance point of view all they care about is proof of ownership, so if you've got an invoice, a list scribbled on paper or spreadsheet, photographs etc it should be fine.

Plus as i mentioned earlier the more complicated the process you make the less likely you'll remember or bother to update it so make it as easy as you can.

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Originally Posted by Chris Parks

Exporting the sheet and maintaining the links is the problem I see.

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Google Suite FTW!
Upload all your images and scanned copies of your invoices to Drive using the 'High quality' setting (see here) and then create a spreadsheet using Google Sheets and link/insert the uploaded images/PDFs from Google Drive.

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Originally Posted by Chris Parks

There used to be heaps of these inventories but I am sure they were done in MS Access which most of us do not know how to use. Using Access from memory imbedded the file into the database with no links IIRC.

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MS Access... :oo: Do you want to lose your will to live? ;)

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Originally Posted by tonzeyd

Having used Access for work related purposes can honestly say I've never linked an image or imported an image into access before.

Plus as i mentioned earlier the more complicated the process you make the less likely you'll remember or bother to update it so make it as easy as you can.

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My understanding of Chris's requirement was that he wanted a simple way to backup files and retain the relationship between textual details related to his tools etc and images which would help other people to identify them.

There have been suggestions that such a record would be useful for supporting an insurance claaim, but it could also be of great benefit to 'those we leave behind' to identify our toys, thier likely value, age etc and maybe even advice on the most appropriate marketplace.

Agreed it needs to be simple or it wont be used. Chris appears to be reasonably comfortable with Excel, so to my mind a simple excel solution is perhaps appropriate. As BobL pointed out, it probably isn't necessary to photograph every item e.g. if you have 20 turning chisels, surely a group photo would be sufficient.

I am planning a similar project, but for my photographic equipment, and I will probably use a database (SQL) solution with PHP and / or c# programming software . But that solution is likely to be too complex for Chris's requirements as I understand them.

I started a simple Excel spreadsheet for insurance purposes. started at the front of the property, and worked my way back room by room.

No need to ask you guys which 'room' turned out most expensive :) Yep, the shed by a long streak.

One thing i did, and recommend to all, put your database/spreadsheet up on the cloud somewhere and make sure someone reliable knows where. If the house burns down and the PC and your backup drive are in it, that list is no use to anyone is it?

Hadn't thought of things like serial #'s or pics, bit too busy for that myself.

Yep, Bendigo Bob is bang on.

Spreadsheet is the way to go. Just have a column with the related photo/s number/s in it. Keep the photos in a subfolder and keep the whole lot on Google Drive. For the spreadsheet I just use Googles native spreadsheet, its excellent.

For the last 5 years Ive been sending this to my insurer each year. They absolutely love it. This year they said it wasn't needed for their records, but to keep it myself Just In Case.

In addition to the usual item, serial, etc... I have brand, where I bought it, from whom, AUD price and separate price column for others (if second hand the replacement price new), a few notes fields and serial numbers.

There are separate sheets for tools, timber, consumable, sandpaper (!!!!), books and items I sold. The timber isn't insurable, but I keep it for reference.

Each timber has a number on the end and that number in the sheet details all the info: type, size, species, cost, notes.

Every time I buy something I add it on. So, thats only twice a week ;)

No NBN here, it would take a year to upload all the photos to G Drive if I was to do that. I think I might load all the photos and the spreadsheet on a biggish USB drive or an SD card and name the photos with the cell number from the spreadsheet. Park that off the premises and update it by swapping another equivalent drive every now and then. If we had the NBN it would be simple to update over the net, thanks Mr Turnbull for nothing.

Apologies for going off topic, but why would anyone trust their images, inventory, or anything to a third party hosting site. Just look at what Photobucket has done to its customers, and google has dropped NIK, I'm sure there are many other instances of similar things happening. Large capacity hard drives are cheap as now, you can easily afford a couple and store off site.

https://petapixel.com/2017/05/30/goo...ting-software/

https://petapixel.com/2017/07/01/pho...-embedded-web/

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Originally Posted by Chris Parks

No NBN here, it would take a year to upload all the photos to G Drive if I was to do that. I think I might load all the photos and the spreadsheet on a biggish USB drive or an SD card and name the photos with the cell number from the spreadsheet. Park that off the premises and update it by swapping another equivalent drive every now and then. If we had the NBN it would be simple to update over the net, thanks Mr Turnbull for nothing.

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should I report this post -- Nah

but I do get a bit incensed by this constant bagging of "Turnbull's NBN".

In terms of usability and, more importantly, affordability to the average punter, there is nothing to choose between the Rudd/Gillard FTTP NBN and Turnbull's FTTN version. Except possibly the final out-turn cost.
To keep the $50+ billion cost off the Government's books, the NBN is required to generate a "commercial" return -- which I believe needs to be in the order of $5 billion per year. With only 1 in 5 consumers willing (able?) to pay for the politically promised performance, this means the vast bulk of consumers are left with what are unaffordable prices or appallingly slow speeds. Or a mixture of both.

As I understand the finances, there is no "fix" to this problem unless the Government -- of whichever flavour has the balls -- bites the bullet and brings the "investment" onto Treasury's books, effectively writing off the NBN's cost.

I've just transitioned to the NBN. Previously I was on copper with ADSL speeds of about 1.8Mbps. The Telstra line rental and ISP combined cost was $55 for 60GB. Today I am on lowest tier NBN 12Mbps and actually seeing 10Mbps with unlimited data for $60. I also used to totally lose phone services completely at least once a year because the copper wires in our street are so corroded. For the most part I can't see much different performance at the keyboard, but then again maybe I'll start using services like video streaming now which I was unable to use before because of buffering. I'm guessing I'm one of the lucky ones that actually sees an improvement going NBN for not much more $.

WHAT????!!!! The timber is not insurable???? That's outrageous!!!!!!!!

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Originally Posted by woodPixel

The timber isn't insurable, but I keep it for reference.

Every time I buy something I add it on. So, thats only twice a week ;)

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Subject is
Workshop Inventory Software

Please stay on topic.

Chris, you may be guilty of one of my specialty maladies here - overthinking it.

Bob's suggestion of a pic of each group of tools is the go. I would then "insert" that into an Excel sheet, and list the details of the contents of the pic underneath it. I very much doubt that you even need to associate each description with each item with numbering - AT THIS STAGE. Perhaps number the drawers or whatever, so that when you add a new tool to that place you can say "tool X added to location Y"

At the time of claim you could say which items have disappeared and them circle them in the pic. This would save you doing a yuge amount of work .....that will probably never be needed. Do the work as and when required, if ever.

Then backup the spreadsheet to a few different places, maybe send it to the insurance company (saying that it's a moveable feast). Update the main sheet every time you add a tool, renew the backups as appropriate.

Remember that you can "flatten" images in Excel to keep the size down. It also helps to crop off any useless part of the pic. To flatten, do a right click on the pic and explore what you find there.

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Originally Posted by Bendigo Bob

WHAT????!!!! The timber is not insurable???? That's outrageous!!!!!!!!

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Hmm, wonder what that's going to do to the total on my spreadsheet?

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Originally Posted by FenceFurniture

Chris, you may be guilty of one of my specialty maladies here - overthinking it.

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I learned my OCD from the best, thanks mate! :U