IT Inventory in Ewida Standard

In this article, we show the basics of working with Ewida Standard, a Windows desktop application designed for keeping records of equipment, computer hardware, software, licenses, documents, and relationships between objects. It works well in companies that want to keep structured records in a classic Windows workstation model.

If you prefer a web-based solution instead of a desktop application, also take a look at Codenica ITSM + ITAM.

Below, we discuss the key activities that usually come first when working with records: adding objects, editing them, deleting them, creating relationships, and using properties and templates. The goal of this introduction is not to show every function of the program, but to organize the first steps so that it is easier to begin everyday work in Ewida Standard.

Adding objects to the inventory

Depending on the object type, the add window may look slightly different. This is because some elements in the inventory are directly connected with a purchase, while others play a supporting or descriptive role.

The simplest way is to divide objects into two groups:

  • Objects that require a purchase document — for example sets, devices, software, licenses, and consumables.
  • Objects that do not require a purchase document — including users, contractors, purchase documents, and warranty documents.

This division helps explain why the wizards for different data types are not identical. The program adjusts the layout of the window to the type of item being entered and to the relationships that can be linked to it.

Objects with a purchase document

To open the add window, go to the main menu of the selected object type, for example Menu → Set, or use the context menu and the New option. Then, on the right side of the window, you can start entering more items.

The list on the right shows the added objects based on their Object Description. Thanks to this, even at the data entry stage, you can see which records have been prepared correctly and which still need to be completed.

On the left side, the purchase document is visible. If the document has already been saved in the inventory, it can be loaded again and work can continue without entering the data from scratch. The Related Objects tab shows the elements that are already linked to that document.

Changing the number of items.
If you need to change the number of objects being entered while adding them, you can do it directly in the Quantity column. This helps you quickly prepare a larger batch of similar records, for example several devices purchased on one document. You can also use the F2 key for editing, then confirm the change with Enter or cancel it with ESC.

Creating links.
Relationships with other objects can be built already while adding new items. The Related Objects tab is used for this and is available when the record is in edit mode.

Warranty document.
Warranty documents are most conveniently assigned after the main objects have been added. Depending on the situation, you can assign one warranty to all items or different warranties to selected records.

A good practice is to enter the basic data of objects first and only later complete the relationships, warranties, and additional information. This way of working reduces the risk of mistakes and makes it easier to stay in control when handling a larger number of records.

Objects that do not require a purchase document

Adding a user, contractor, or warranty document works a little differently than in the case of assets and software. In these cases, the form is simpler because the record does not need to be linked to a purchase document right away.

While entering data, you can edit many items at the same time. Standard selection mechanisms help with this, such as using the mouse and the CTRL and SHIFT keys. The CTRL+A shortcut selects all objects visible in the list. This is especially useful when you need to quickly correct a larger group of records of a similar kind.

Deleting a single item

To open the delete window, choose the Delete option from the main menu of the selected object type. The same operation can also be performed from the context menu after right-clicking with the mouse.

In Ewida Standard, the delete wizard usually includes three stages:

  • selecting one or more items,
  • completing event information, for example notes and the deletion date,
  • optionally preparing a printout, for example a disposal report.

Because of this, deleting an object is not just a mechanical removal of a record, but can also be part of the full documentation of the equipment lifecycle within the company.

Object templates and faster work

Ewida Standard allows you to use object templates saved as XML files. This is a practical solution when similar sets, devices, licenses, or other repeatable items are entered regularly in the company.

Instead of entering the same values from scratch every time, you can prepare a model object, save it as a template, and then use it again later. This speeds up work and helps maintain data consistency.

There are two main usage scenarios:

  • saving an existing object as an XML template,
  • creating an empty template and filling it in manually.

Templates are especially useful in a Windows desktop application used locally by employees responsible for records, because they simplify everyday repetitive work without the need to build more complex automations.

Editing items in the inventory

Ewida Standard provides several ways to edit data. Each of them works best in a different work scenario:

  • Properties window — for viewing and editing a single object.
  • Edit wizard — for bulk changes in many records.
  • Property synchronization — for transferring selected values from a parent object to the elements linked to it.

This division is practical because it lets you choose the way of working according to the scale of the changes. A small correction in one record requires a different approach than organizing a whole group of devices or software.

Properties window

The Properties window is the basic place for editing a single object. It can be opened from the context menu using the Properties (ALT+Enter) option. Access to this window is available wherever the object is visible, for example in the object tree, in lists, or in detailed reports.

In many companies, this is the most frequently used way of working with data, because it lets you quickly check the details of a record and make corrections immediately. The window can also be set to open by default on a double-click if that way of working is more convenient for the user.

Inside the window, tabs and buttons are available depending on the current context. They usually include, among other things:

  • program settings,
  • saving an object as an XML template,
  • loading an object from an XML template,
  • grouping and sorting settings,
  • searching and filtering data.

Properties tab

This tab is used to edit the individual fields of an object. Moving between fields is made easier with the Tab key, and suggestion lists can be expanded with the ALT + down arrow shortcut. Buttons with three dots provide additional actions depending on the given property.

In practice, it is worth paying attention to several configuration areas:

  • enabling and disabling properties — useful when the form contains more fields than are needed in everyday work,
  • refining suggestion lists — makes it possible to narrow the available values depending on previously selected data,
  • verifying the uniqueness of identifiers — helpful when checking fields such as ID, inventory number, or barcode.

Thanks to these settings, forms can be better matched to the way a given company works. This matters especially in records maintained over a longer period, where consistency of identifiers and descriptive data has a real impact on the quality of the whole database.

Notes tab

The Notes tab makes it convenient to enter longer text information. It works well wherever a short field value is not enough, for example when entering remarks, a technical description, additional organizational information, or comments related to the history of a given item.

Related Objects tab

This tab is used to create and remove relationships with other objects and to work with items that are functionally linked to each other. In practice, this is where it becomes most visible that Ewida Standard is not just a list of single records, but a tool for building a complete inventory structure.

History tab

The History tab lets you review the change logs saved for a given object. This is useful when you need to check what modifications were made earlier, by whom, and to what extent. Over time, the change history helps keep the records organized and makes it easier to explain data inconsistencies.

Editing multiple objects at the same time

Ewida Standard provides a separate window for bulk editing records. It is opened for the selected object type, for example sets, devices, software, or licenses. You can use the main menu or the context menu and the Edit more... (ALT+E) option.

This solution is especially useful when the same change needs to be made to a larger number of items, for example correcting the location, user assignment, description, or selected technical features. Instead of opening each record one by one, you can make the change in bulk, which clearly speeds up the work.

Synchronizing item values

Property synchronization makes it possible to assign the same value to a parent object and all related child items. This mechanism is useful, for example, when a set, user, or another parent object becomes the reference point for a group of devices or software.

The function is started from the main menu or the context menu of the selected object. This tool helps keep data consistent without manually correcting each record one by one. In practice, it works well wherever a change to one piece of information should automatically affect a larger group of related items.

Creating relationships with other objects

Ewida Standard makes it possible to build many types of relationships between items in the inventory. This is one of the more important functions of the program, because it allows you to reflect the real dependencies between hardware, users, documents, and licenses.

Example relationships include:

  • a device belonging to a set,
  • software linked to a license,
  • license relationships in CAL and OEM models,
  • consumable relationships,
  • responsibility and usage relationships,
  • network relationships,
  • links to a purchase document and a warranty document.

To create a relationship, choose the Assign option from the object’s main menu and select the appropriate type of link. Relationships can also be created from the context menu and by using the Drag and Drop method.

It is relationships that make the inventory practical in everyday use. A single record rarely gives a full picture of the situation, but linking it to a document, user, set, or license makes it much easier to understand the whole context.

Disconnecting relationships

Removing relationships works in a similar way to creating them. Instead of the Assign option, choose Disconnect. Then select the source object, and on the right side of the program, the related items of the given type will appear.

After selecting the chosen relationship, you can remove it by using the Drag and Drop method and moving the item onto the trash icon, or by using the DELETE key. If a given relationship type allows bulk operations, it is possible to select multiple items at the same time by using the CTRL, SHIFT, and CTRL+A shortcut keys.

It is worth remembering that before confirming the wizard, you can perform several operations in a row. The program will remember the prepared changes and apply them after you use the Finish button. This is a convenient solution when organizing a larger number of relationships in one work session.