Batches and reports

A batch is a group of devices you process together: one customer's pickup, one pallet you bought, one week of intake. Each device is in at most one batch.

A batch does two jobs:

• It sets how its devices are processed. A batch can have its own workflow, grading profile and data sanitization level. Devices in the batch use those instead of your organisation's defaults.
• It is what you report on. The batch report, stock list and shipping list all start from one or more batches.

You don't have to use batches. A device that lands in no batch is still tested, wiped and graded. You just can't pick it out by batch in reports.

1. 1Open Batches and click Create Batch.
2. 2Give it a Batch Name, for example "Acme laptops, March intake". A Description is optional.
3. 3Fill in only the settings this batch needs. Anything left empty uses your organisation's default (table below).
4. 4Under Assigned Technicians, leave All Technicians (Default) ticked, or tick the technicians who will work this batch.
5. 5Click Create Batch.

You can change all of this later with the pencil button on the batch's row. Workflows are explained in Workflows, grading profiles in Grading.

Technicians never choose a batch at the station. The server picks one when a device connects, using the technician who is signed in. The rule, in order:

1. 1The technician's current batch. If a technician is assigned to several open batches, their newest assignment is current. To change it, an admin clicks the technician's name on another batch's row; it then shows (current).
2. 2Otherwise, the default intake batch. Set it with the play button on a batch's row, or the checkbox when you create it.
3. 3Otherwise, no batch.

A batch that takes devices (it has assigned technicians, or it is the default intake batch) shows a Receiving or Default intake badge. The Receiving Batch card at the top of the page shows the batch your own devices would go to.

Moving devices by hand. Two ways, both on open batches only:

• On Batches, click the people button (Manage Devices) on the batch you want them in. Search by serial, make, model or client, tick the devices, then click Assign. Devices already in other batches are moved.
• On Devices, change the Batch column for one device. You get an undo straight after.

Admins can move any device. A technician can move only devices they worked on, and only into batches open to them. Every move is recorded on the device's history.

The batch list shows each batch's device count with a bar of outcomes under it. Click a batch's name for the details:

• Devices: Total, Intake, Testing and Complete.
• Outcomes: how many devices have each outcome, and how many have No outcome yet.
• Independent wipe verification: completed wipes, how many a second person verified, and your organisation's policy. Admins can click Approve everything pending in this batch, up to 100 wipes at once.

Technicians see the same numbers, counted over the devices they worked on. Use Show closed batches and the search box (name or description) to find older batches.

Fastest: type or scan into Find device by serial... at the top of any dashboard page and press Enter. It takes a serial or an asset tag, in any case, or part of one. One match opens the device. Several matches open the device list with them.

To browse: open Devices. The All tab filters by Serial or asset tag, Manufacturer, Model, Batch, Status and the dates it was updated.

The device page holds everything recorded about that machine:

Everything is in Reports. The page first asks who the file is for. You can also start from a batch: its Reports button on the Batches page opens the same reports with that batch already picked.

Reports are Excel files. Before you generate one, the panel on the right shows What you will get: how many devices or units it will hold, and which ones are left off and why. A technician's reports only include the devices they worked on.

• Batch report. Every device in a batch, one row each. The Devices sheet's columns are yours to pick, and you can add Diagnostics, Grading and Data sanitization sheets. For the standard columns in one click, use Batch report, download now in the batch's Reports menu.
• Device report. One device: specs, every test with its findings, grading and wiped drives.
• Wipe records. One row per wiped drive, with method, verification and disposition. Filter by batch, drive serials, dates and status.

The column choice is remembered in your browser for next time.

The stock list is the Excel file you send brokers and resellers to sell finished machines. It groups identical machines into lots, like "38 x the same model, CPU, RAM, storage and grade", with every unit behind them. It has four sheets: Summary, Lots, Units and Grade Guide.

1. 1In Reports, choose Stock list, or use Stock list from this batch… in a batch's Reports menu.
2. 2Pick one or more batches.
3. 3Under Price, choose No price, Ask for offers (an empty column for an offer per unit), Price for the whole list, or Both. Set the currency.
4. 4Check Title and terms. They start from your last list. Click Change to set a title, a Valid until date, Hide serial numbers, the Battery limit (%), and collection and payment terms.
5. 5Read the left-off list on the right, then click Generate stock list.

What goes on it. Everything comes from what the stations recorded. Nothing is typed in per device.

• A device is listed when its outcome is Ready or Parts, or it has no outcome yet but its status is Complete. It must also be graded.
• Left off: devices whose outcome is Repair, Recycle or Hold, devices not finished, and devices not graded. The dashboard names each one before you generate. The buyer's file never mentions them.
• Each lot has a condition: Tested working, Working, minor fault (a failed test, or a battery under your battery limit), Locked (something blocks resale), or For parts.
• The data wipe is shown, not enforced. Each unit says Verified, Wiped not verified, Wipe failed, Wipe not finished, Not wiped by reCore, or No drive.

Grades are explained in Grading.

The paper that goes with a shipment, to a buyer, a downstream vendor, or back to the customer. The Excel file has two sheets:

• Shipping List: shipper, consignee and carrier, the totals, the contents (one line per configuration, with the grades as a mix), the packages, and a sign-off block for the driver and receiver.
• Manifest: every unit by serial, with specs, grade, outcome and data wipe, and a Received column the receiver fills in.

1. 1In Reports, choose Shipping list, or use Shipping list from this batch… in a batch's Reports menu.
2. 2Pick one or more batches.
3. 3Under Where it goes, pick a Vendor (its address and contact are printed), or type a Ship to address. Add a reference, ship date, carrier and tracking if you have them. An empty ship date means the day you generate.
4. 4Under What is in it, choose Every device in the batches, Only some outcomes, or Scanned or pasted serials. A barcode scanner works in the serials box, one per line.
5. 5Optionally click Add package for each pallet or box, with a kind and gross weight in kg or lb.
6. 6Turn on Show asset IDs only for returns to the customer. Add notes if needed, then click Generate shipping list.

The data destruction certificate is the customer's proof that a drive was erased. It isn't one of the reports above: certificates live with the wipe records. Open them from the Data destruction certificates card in Reports, or a device's Documents menu. You get one per drive, or one combined PDF.

What a certificate proves and how anyone can check it is in Certificates.

• Every report builds in the background. You can leave the page; it downloads when it is ready.
• Recent files show on the Reports page. See all files opens Your files, where you can filter by type or find a file by title, reference or batch.
• Files stay downloadable for 7 days. Any file can be made again with the same choices and today's data.

When every device in a batch is done, click the Close batch button (the red X) on its row.

• A closed batch takes no new devices and can't be reopened.
• Its devices, history and reports stay. The Reports menu still works on closed batches.
• If fewer wipes were verified by a second person than your policy asks, the batch still closes, and the page tells you.
• A batch that never got a device is cancelled instead, with the button in the same place.

If your ERP or asset system should pull certificates and device data from reCore by itself, give it an API key. Keys only read. They can't change anything in reCore.

1. 1Open API Keys, under Administration, and click New API Key.
2. 2Give it a Label that says which system uses it.
3. 3Under Scopes, tick only what that system needs: Certificates (read), Assets (read), Diagnostics (read), Grading (read), Webhooks (manage). Scopes can't be changed later; make a new key instead.
4. 4Click Create Key. Copy the key from API Key Created now. It is shown once and never again.

• For your IT team: the API is on the same web address as your dashboard, under /api/partner/v1. Send the key in an X-API-Key header.
• Webhooks: with the Webhooks (manage) scope, your system can register its own https address to be told when a certificate is verified, rejected or revoked, a wipe completes, or a device's grade is final. Each event also needs the matching read scope: Certificates for certificate events, Assets for wipes, Grading for grades. Your system sets this up through the API; there is no dashboard screen for it. Each message is signed, in an X-ReCore-Signature header, so your system can check it came from reCore.
• Revoke a key on the same page when a system is retired or the key may have leaked. It stops working at once and can't be brought back. The list shows when each key was last used.