Storage Locations On Backoffice

Summary

🧊 Storage Locations and Expiry: Each storage location adds a set number of days or hours to work out a product's expiry date, unless the product has its own custom expiry rule.

🏠 Local Storage: Every device has its own local storage locations, which can be edited on the device or in the backoffice.

🔗 Storage Rule Groups: Create a shared set of storage locations and rules, then assign devices to it so you can manage them all from one place.

Detailed Step-by-Step Summary: Storage Locations On Backoffice

How Storage Locations Work

Calculating Expiry: When staff print a label, they choose where the product is stored. The expiry date is the print date plus the number of days set for that location, for example Fridge +2 days or Freezer +89 days.
Custom Expiry Rules: If a product has a custom expiry rule, it always uses that shelf life, whichever storage location is chosen.
Day of Production: The Include day of production setting (Settings → Expiry Date Settings) counts the day of printing as day one. With it on, a 3-day rule printed on 01/01/24 expires on 03/01/24.

Local Storage vs Storage Rule Groups

	Local storage	Storage rule group
Applies to	One device	Every device assigned to the group
Edited by	Super User or Manager on the device, or a Manager in the backoffice	A Manager in the backoffice only
Editable on the device?	Yes	No
Best for	Single sites, or sites with their own rules	Multi-site accounts wanting the same expiry rules everywhere

Editing a Device's Local Storage

Finding the Locations: Go to Devices and click into the device you want to edit. Its storage locations are listed in the Storage Rules section, under Device Local Rules, with each location's use by duration and whether it's active.
Making Changes: Click the three dots next to a location to Edit its name and expiry duration (in days or hours), Delete it, or switch it on or off with the Active toggle. To add a location, click Add new. Changes apply to that device only. If there are no three dots, the device is in a storage rule group, and its locations can only be changed by editing the group.
Seasonal Locations: Use the Active toggle in the three dots menu to switch off locations you don't need for part of the year, and switch them back on when you do.

Creating a Storage Rule Group

Go to Settings → Storage Rule Groups and click Add new.
Name the group, then add its storage locations and the number of days each one adds.
Save the group. The list shows each group's name, scope, how many devices use it and whether it's active.

Moving a Device Into or Out of a Group

Go to Devices and click the device.
In the Storage Rules section, click Change group and choose the storage rule group.
To return the device to its own settings, choose Device Local Default. Its original local storage locations and rules are restored, and Super Users and Managers can edit them on the device again.

While a device is in a storage rule group, its storage locations can't be edited on the device. Only a Manager can change them, by editing the group in the backoffice.

By setting up storage locations carefully, you can make sure every label gets the right expiry date, whether you manage one device or a whole estate.