Starting point
Tools & field work
Record tool checkouts with clear return dates
At checkout, a tool, the person taking it and its planned return date become one record. If it is already on loan or the assignment is unclear, a responsible person decides; otherwise the inventory system receives a traceable loan and a handover receipt.
Process architecture
From a tool scan to a documented loan.
A scan ties an identified tool to a person and a job. The process checks availability, authorization and existing loans before posting the handover to the inventory system and setting a return date. Ambiguous or blocked checkouts stay with the tool custodian for a decision.
01Input
Scan & master data
A checkout at the tool terminal starts the case; tool and staff data come from the existing systems.
2 Steps
02Process
Check & handover
Availability, authorization and return date are checked; only approved checkouts are registered as loans.
5 Steps
03Output
Receipt & overview
The borrower receives a handover receipt, the custodian sees open cases and the evidence is filed with restricted access.
3 Steps
Source01Request a tool checkout
At the tool terminal, the borrower scans the tool, their staff identifier and the job reference. A Webhook sends this request with a unique event identifier into the workflow.Details
Request a tool checkout
At the tool terminal, the borrower scans the tool, their staff identifier and the job reference. A Webhook sends this request with a unique event identifier into the workflow.
Interfaces
- Microsoft Graph API
- SharePoint API
Next steps
- Load the records
Data02Load the records
A read-only PostgreSQL view provides tool status, responsible team and staff identifier. The inventory system's REST API adds current loans and the last confirmed location.Details
Load the records
A read-only PostgreSQL view provides tool status, responsible team and staff identifier. The inventory system's REST API adds current loans and the last confirmed location.
Interfaces
- Azure AI Document Intelligence
- Mistral OCR
- Dataverse API
Next steps
- Set the return date
Action03Set the return date
n8n relates the job to the agreed return policy and prepares a handover draft. If the date or job reference is uncertain, the draft remains open for a person to resolve.Details
Set the return date
n8n relates the job to the agreed return policy and prepares a handover draft. If the date or job reference is uncertain, the draft remains open for a person to resolve.
Interfaces
- Power Automate
- Azure Functions
- Microsoft Graph API
Next steps
- Check the request
Decision04Check the request
The workflow checks that the tool is available, not blocked and assigned to an authorized person with a known return date. An existing loan or conflicting records require a manual decision.Details
Check the request
The workflow checks that the tool is available, not blocked and assigned to an authorized person with a known return date. An existing loan or conflicting records require a manual decision.
Interfaces
- Azure OpenAI GPT
- Anthropic Claude
- AI Builder
Next steps
- Register the loanEligible
- Decide the exceptionReview needed
Approval05Decide the exception
The tool custodian sees the tool, existing loan and job context in the checkout interface. They correct the mapping, approve a permitted exception or reject the request with a recorded reason.Details
Decide the exception
The tool custodian sees the tool, existing loan and job context in the checkout interface. They correct the mapping, approve a permitted exception or reject the request with a recorded reason.
Interfaces
- Teams Adaptive Cards
- Power Apps
Next steps
- Register the loan
- Show open casesRejected
System06Register the loan
The inventory system's REST API writes borrower, tool, job, checkout time and return date to the system of record. The event identifier prevents a second loan from a repeated Webhook.Details
Register the loan
The inventory system's REST API writes borrower, tool, job, checkout time and return date to the system of record. The event identifier prevents a second loan from a repeated Webhook.
Interfaces
- Dynamics 365 API
- Azure Service Bus
Next steps
- Prepare the receipt
Action07Prepare the receipt
n8n prepares a plain confirmation from the saved record, naming the tool, job and due date. The receipt is released only after the loan has been registered successfully.Details
Prepare the receipt
n8n prepares a plain confirmation from the saved record, naming the tool, job and due date. The receipt is released only after the loan has been registered successfully.
Interfaces
- Power Automate
- Azure Functions
- Microsoft Graph API
Next steps
- Confirm the handover
- Show open cases
Result08Confirm the handover
The borrower receives a handover receipt showing the tool, job and return date. Physical return must be recorded later in a separate step; this process does not claim it is complete.Details
Confirm the handover
The borrower receives a handover receipt showing the tool, job and return date. Physical return must be recorded later in a separate step; this process does not claim it is complete.
Interfaces
- Power BI API
- Teams Webhook
Next steps
- File the evidence
Result09Show open cases
The custodian sees rejected, unresolved and registered checkouts in the checkout interface. A blocked issue is not shown as a tool that has actually been loaned.Details
Show open cases
The custodian sees rejected, unresolved and registered checkouts in the checkout interface. A blocked issue is not shown as a tool that has actually been loaned.
Interfaces
- Power BI API
- Teams Webhook
Result10File the evidence
Nextcloud WebDAV stores the handover receipt in a restricted folder linked to the loan. Timing, approval and later corrections remain associated with the same case.Details
File the evidence
Nextcloud WebDAV stores the handover receipt in a restricted folder linked to the loan. Timing, approval and later corrections remain associated with the same case.
Interfaces
- Power BI API
- Teams Webhook
System landscape
Connect the workshop terminal and inventory.
- Microsoft
Microsoft Graph API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
SharePoint API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure AI Document Intelligence
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Mistral OCR
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Dataverse API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power Automate
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure Functions
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure OpenAI GPT
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Anthropic Claude
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
AI Builder
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Teams Adaptive Cards
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power Apps
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Dynamics 365 API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure Service Bus
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power BI API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Teams Webhook
Möglicher Baustein für die Microsoft-Systemvariante.
- Interfaces in use
Webhook
Receives each tool-terminal scan event with a unique identifier.
- Interfaces in use
REST API
Reads current loans and posts an approved tool handover to the authoritative inventory system.
- Interfaces in use
PostgreSQL
Provides tool and staff data through a dedicated read-only view.
- Interfaces in use
n8n
Orchestrates the due-date rule, checks and preparation of the handover receipt.
- Interfaces in use
Nextcloud WebDAV
Files the receipt in restricted business storage linked to the loan.
- Possible apps & platforms
Werkzeugterminal
Staff scan the tool and their own identifier at checkout.
- Possible apps & platforms
Inventarverwaltung
The tool custodian checks availability and decides on blocked or duplicate issues.
- Possible apps & platforms
Nextcloud
Authorized staff retrieve handover receipts and supporting evidence.
Implementation in context
Give every handover a clear owner.
This use case covers tool checkout, not the later physical return or a maintenance schedule. A terminal supplies identifiers while the inventory system owns the loan status. Scanning alone neither proves the handover nor establishes the condition of the tool.
Rules check the tool's status, current loans, staff authorization and the agreed return date. A blocked tool or contradictory record goes to the tool custodian; a rejected request does not create a loan. A unique event key protects against duplicate records when a scan event is retried.
Staff identifiers and job assignments are personal data available only to roles responsible for issuing tools. The read-only PostgreSQL view exposes necessary fields, while writes go through the inventory REST API. Nextcloud receipts have agreed access permissions and retention rules.
If the inventory system or storage is unavailable, the case remains visibly pending. n8n retries under control and marks failed steps; a receipt is not released without a confirmed loan. Returns and overdue loans can be handled by a separate follow-on process.
Target picture
Every checkout starts with a scan and only becomes a loan after the checks pass in the authoritative inventory system. Borrower, job and return date sit on one case; conflicts receive a named decision rather than a silent overwrite.
Expected benefits
- Each checkout links a named borrower, tool, job and due date in one traceable record.
- A blocked tool or one already on loan is not silently issued a second time.
- Custodians handle genuine exceptions instead of reconciling every handover against a separate list.
- The unique event key prevents duplicate loans from repeated scan events.
- Handover evidence can be found without exposing staff checkout data to everyone.
Prerequisites to start
- 01The inventory system has a documented REST API and test access to read and register loans.
- 02Tools carry unique scannable identifiers and staff and jobs can be matched reliably.
- 03A read-only PostgreSQL view supplies only the required tool and staff data.
- 04The tool custodian defines authorization, block reasons and return-date policies.
- 05Webhook, n8n and inventory system use a secured connection and idempotent retries.
- 06Nextcloud storage has agreed access rights, retention and an operational contact for failures.
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