> For the complete documentation index, see [llms.txt](https://docs.tracr.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.tracr.com/tracr-user-guide/3.-inventory.md).

# 3. Inventory

Read this section to learn more about your Tracr inventory, how to view the Diamond Details page, and how to share the details of one or more diamonds with an external party.

## Overview

Once a diamond is uploaded using the Integration Tool or Tracr Loader and has been registered and assigned a Tracr ID, it appears in your inventory. Diamonds will also appear in your inventory when you confirm ownership of a diamond transfer.

The diamonds in your inventory are distributed by lifecycle state. Access each diamond lifecycle state from the Tracr menu under **Inventory**:

* **Rough** – Includes only rough diamonds.
* **Split** – Includes split and any other intermediary steps before the diamond is polished.
* **Polished** – Includes only polished diamonds.
* **Graded** – Includes only graded diamonds (polished diamonds with a grading certificate). You can upload a grading certificate (as a PDF file) either during upload of polished data or by updating a polished diamond that you have already uploaded.

> **Note:** Tracr automatically manages your inventory, which means that every time you integrate (add) diamonds, and they pass the control process, your inventory is updated.\
> For example, if you have diamonds in your rough inventory and then upload polished data, Tracr automatically moves the diamonds from your rough inventory to your polished inventory.

## View your inventory

There are separate diamond inventories for the various lifecycle states: Rough, Split, Polished, and Graded.

Within each inventory, diamonds will either be active (listed on the **Active** tab) or archived (listed on the **Archived** tab).

{% stepper %}
{% step %}

### To view diamonds in your Tracr inventory

* From the Tracr menu, select **Inventory > Rough / Split / Polished / Graded**.\
  Tracr displays diamonds in the selected inventory in a tabular format.
  {% endstep %}

{% step %}

* Use the filters at the top of the **Inventory** page to find diamonds in your inventory.\
  Different filters are available depending on the lifecycle state of the diamond.
  {% endstep %}

{% step %}

* To sort your inventory in ascending or descending order, select a column heading.\
  Any sorting that you apply persists when you move between your inventory and diamond details.
  {% endstep %}
  {% endstepper %}

## Filter your inventory

Use filters to find diamonds of interest in your inventory.

<figure><img src="/files/yeiv8F3Kq9sr42NlrUBi" alt=""><figcaption><p>Rough inventory filters.</p></figcaption></figure>

Note that any filters you apply persist when you move between your inventory and diamond details.

### Filter by ID

You can now search for multiple diamonds at the same time using our new multi value search. Type or paste a list of values into the search box and all values will be searched for simultaneously. Values must be separated by a comma or a semi-colon.

Once you've entered all the values you want to search for, click the search icon, or press enter to perform the search. The `Tracr ID`, `Participant ID`, `Box ID`, `Grading Inscription Number`, and `Grading Report Number` fields will be searched for all the values you've entered.

Any diamond which has a field that matches any of the search terms **exactly** will be returned. The search is **case sensitive**.

This enhancement is designed to provide greater flexibility and efficiency in your search process.

Now multiple diamonds can be searched for and operated on, as the start of a shipment creation process for example.

<figure><img src="/files/9B3kTOY1i9BeHGDgGDho" alt=""><figcaption></figcaption></figure>

### Filter using date or physical characteristics

You can filter your inventory using a set of default filters:

* **Rough and Split Inventory** – Filter by date (using the participant\_timestamp in the uploaded CSV file), carats, colour, model, and/or quality. A Rough Check filter is available if one or more diamonds has a Rough Check, which indicates that a scan was uploaded (by the manufacturer) with the diamond, which Tracr has checked and matched against the producer's scan of that diamond.
* **Polished and Graded Inventory** – Filter by date (using the participant\_timestamp in the uploaded CSV file), status, carats, clarity, colour, cut, polish, and/or shape. A Rough Check filter is available if one or more diamonds has a Rough Check, which indicates that a scan was uploaded (by the manufacturer) with the diamond, which Tracr has checked and matched against the producer's scan of that diamond.

To filter by date:

* Select **Last updated**, choose the date from the calendar, and select **Apply**.\
  Tracr only displays diamonds matching the selected date.

To filter by physical characteristics or status:

* Select the filter, select the filter value(s) that you want to use, and select **Apply**.\
  Tracr only displays diamonds matching the selected filter conditions.

### Filter using additional filters

To apply additional filters:

{% stepper %}
{% step %}

1. Select **More filters**.
   {% endstep %}

{% step %}
2\. Choose the filter criteria that you want to apply. To set a range, either move the green indicators to the appropriate positions or select an indicator and then use the left and right arrows on your keyboard to set the value you require. Tracr displays the number of diamonds that match your filter criteria in the bottom right of the **More filters** window.
{% endstep %}

{% step %}
3\. If you make a mistake, either clear a filter checkbox or select **Clear all**. This also resets all ranges to their default values.
{% endstep %}

{% step %}
4\. To view your filtered inventory, select **View Diamonds**.
{% endstep %}
{% endstepper %}

### Clear all filters

To clear all filters and redisplay all diamonds in your inventory:

* Select **Clear filters**.

## Columns

By default, your inventory displays a standard set of columns. You can customise the display and add additional columns to view more information, as required.

> **Note:** Tracr remembers your column selections for each lifecycle state when you sign out.

{% stepper %}
{% step %}

### To display additional columns

1. Select **Columns**.
2. Choose the columns that you want to display.
3. Select **Apply**.
   {% endstep %}

{% step %}

### To remove additional columns

1. Select **Columns**.
2. Clear the checkbox next to any columns that you do not want to display.
3. Select **Apply**.
   {% endstep %}

{% step %}

### To reset the columns to default

1. Select **Columns**.
2. Select **Restore columns to default**.
   {% endstep %}
   {% endstepper %}

### Default columns for rough/split inventory

Default columns when viewing your rough or split inventory are as follows. Filters are available for columns marked with \*.

* **Selection checkbox** – To view or share one or more diamonds, select each checkbox, and then select **View** or **Share** at the bottom of the page.
* **Carat**\* – The physical weight of the diamond.
* **Colour**\* – The colour of the diamond, ranging from 'D’ (colourless) to ‘Z’ (light yellow). To filter your inventory using fancy colours, select the **More filters** button and choose the colours that you want to include.
* **Last updated**\* – The timestamp from the CSV file.
* **Model**\* – The physical structure (shape) of the diamond which dictates how it is processed. For example, sawable, makeable, or cleavage.
* **Provenance** – The diamond’s region or country of origin. This will typically be DTC, which sources diamonds in Botswana, Canada, Namibia, and South Africa. If available, Tracr displays the single country of origin of the diamond.
* **Quality**\* – The quality of the diamond, which dictates whether it is used for jewellery or for industrial processes.
* **Rough Check** – A tick in this column indicates that a scan was uploaded (by the manufacturer) with the diamond, which Tracr has checked and matched against the producer's scan of that diamond.
* **Status** – The status of the diamond. If the staus is 'Transferring' you cannot archive the diamond.
* **Actions** – Select the ellipsis to access the following options:
  * **View** – Display the Diamond Details page for the selected diamond.
  * **Share** – Share details of the selected diamond with a third party by email. A link in the email allows the recipient to display the Diamond Details page.
  * **Archive/Unarchive** – Archive (from the **Active** tab) or unarchive (from the **Archived** tab) a diamond.

### Default columns for polished / graded inventory

Default columns when viewing your polished or graded inventory are as follows. Filters are available for columns marked with \*.

* **Selection checkbox** – To view or share one or more diamonds, select each checkbox, and then select **View** or **Share** at the bottom of the page.
* **Carat**\* – The physical weight of the diamond.
* **Clarity**\* – The clarity of the diamond, ranging from ‘FL’ (flawless) to ‘P3’ (poor quality). Clarity grades define the quantity, size, and location of inclusions in a diamond.
* **Colour**\* – The colour of the diamond, ranging from 'D’ (colourless) to ‘Z’ (light yellow). To filter your inventory using fancy colours, select the **More filters** button and choose the colours that you want to include.
* **Last updated**\* – The timestamp from the CSV file.
* **Provenance** – The diamond’s region or country of origin. This will typically be DTC, which sources diamonds in Botswana, Canada, Namibia, and South Africa. If available, Tracr displays the single country of origin of the diamond.
* **Rough Check** – A tick in this column indicates that a scan was uploaded (by the manufacturer) with the diamond, which Tracr has checked and matched against the producer's scan of that diamond.
* **Shape**\* – The shape of the diamond.
* **Status**\* – The status of the diamond. If the status is 'Locked', you must unlock the diamond before it can be shared or transferred. If the staus is 'Transferring' you cannot archive the diamond.
* **Actions** – Select the ellipsis to access the following options:
  * **View** – Display the Diamond Details page for the selected diamond.
  * **Share** – Share details of the selected diamond with a third party by email. A link in the email allows the recipient to display the Diamond Details page.
  * **Unlock** – Unlock a polished or graded diamond so that it can be shared or transferred. Note that when you unlock a diamond you will incur an unlocking fee.
  * **Archive/Unarchive** – Archive (from the **Active** tab) or unarchive (from the **Archived** tab) a diamond.

## Export your inventory

You can export your inventory as a report (xlsx file). When you do this, you can choose to export all diamonds in the selected inventory or apply filters to only export diamonds of interest.

{% stepper %}
{% step %}

1. Select the inventory that you want to export.
   {% endstep %}

{% step %}
2\. Choose the columns that you want to appear on the report.
{% endstep %}

{% step %}
3\. If you want to export only diamonds of interest in your inventory, apply the required filters.
{% endstep %}

{% step %}
4\. Then do one of the following:

* To export all diamonds in the inventory, select **Export inventory** and then select **Export all**.
* To export filtered diamonds only, select **Export inventory** and then select **Export filtered**.
  {% endstep %}

{% step %}
5\. Tracr generates the report which is downloaded and saved in your default downloads folder.
{% endstep %}
{% endstepper %}

[**View example report**](broken://pages/c648ce1e22de29247b407f1387b749fb5c45b8a6#inventory-export-report)

## View a diamond’s journey (Diamond Details)

The Diamond Details page is a visual representation of a diamond's journey through its lifecycle, and it is available for all diamonds in your inventory.

Every time you upload a new session, and the diamonds pass the control process, Tracr adds these diamonds to your inventory and generates the Diamond Details page for each one. If you update diamonds in your inventory, Tracr automatically updates the Diamond Details page.

For each diamond, the Diamond Details page displays a photograph of the latest stage of the diamond (if provided), basic information (provenance, carat, shape, colour), and the Tracr ID.

<figure><img src="/files/vIzgdrhVCGL0LyOEuUVo" alt=""><figcaption><p>Diamond Experience exmple</p></figcaption></figure>

Also shown is a summary of the diamond’s stages (Rough > Split (latest version) > Polished) followed by photographs/videos and more details about each stage. You can also view stage-specific details, scan reports, and grading certificates (if provided).

To open the Diamond Details page for a diamond, do one of the following:

* Select the row in the table corresponding to the diamond that you want to view.
* In the **Actions** column, select the ellipsis, and then select **View**.

To view more than one diamond:

* Select the checkbox next to all the diamonds that you want to view (maximum 40 diamonds). At the bottom of the page, select **View**.

### View a grading report

You can view the grading report for any graded diamond in your polished or graded inventory by opening the Diamond Details page for that diamond.

To view a grading report:

{% stepper %}
{% step %}

1. Display the Diamond Details page for a graded diamond.
   {% endstep %}

{% step %}
2\. Select **VIEW GRADING REPORT**. The grading report opens in another tab.
{% endstep %}
{% endstepper %}

## Share your diamond data

Tracr allows you to send the details of one or more diamonds to an external party. You can share one or more diamonds from your inventory or from the Diamond Details page.

> **Note:** You can only share a diamond if it is unlocked.

{% stepper %}
{% step %}

1. Select the diamonds that you want to share.

* **Inventory** – Select the checkbox next to the diamond(s) that you want to share and, at the bottom of the page, select **Share**.
* **Diamond Details** – Display the Diamond Details page for the diamond(s) that you want to share and select the **Share** button.
  {% endstep %}

{% step %}
2\. If any of the selected diamonds are locked, you can either continue without sharing locked diamonds (select the **Continue without locked diamonds** button) or unlock the locked diamonds. To unlock:

* Check that you have selected the correct diamond(s) to unlock.
* To keep a diamond locked, select **Remove from list** next to the diamond(s) that you want to keep locked. Alternatively, clear the checkbox next any diamonds that you do not want to unlock and select **Remove unselected diamonds from list**.
* Select **Unlock selected diamonds**. If you have only one diamond selected, select **Unlock selected diamond** or select **Cancel** to keep the diamond locked.
  {% endstep %}

{% step %}
3\. When all diamonds are unlocked, Tracr displays the **Share** page which shows a preview of the diamond(s) that you want to share on the left and an email form on the right. Check each preview to ensure you are sharing the correct diamond(s).
{% endstep %}

{% step %}
4\. If you do not want to share a selected diamond, select the diamond in the diamonds selected to share section, and then select **Remove**.
{% endstep %}

{% step %}
5\. Provide the following information:

* **To** – Enter the email address of each recipient, separated by a comma or space.
* **Subject** – Enter the subject of the email.
* **Message** – Enter a message to the recipient(s).
  {% endstep %}

{% step %}
6\. Select **Send**.\
Recipients receive an email containing a link to view the diamond(s) that you shared. Note that the link is active for seven days.
{% endstep %}
{% endstepper %}

<figure><img src="/files/vL6SGsOslv0Ap9Zd9aXK" alt=""><figcaption><p>Sharing diamond data.</p></figcaption></figure>

## Rough Check

All Tracr inventory screens display a **Rough Check** column.\
A green tick in that column indicates that a scan was uploaded to Tracr by the manufacturer with the diamond, which Tracr has checked and matched against the producer's scan of that diamond before it was transferred to the manufacturer.

Rough Check status is carried downstream from the original rough diamond to later diamond lifecycle states.

> For more information about Rough Check, please read the [Tracr Rough Check article](file:///4889446/articles/tracr-rough-check.md).

## Unlock a diamond

Polished diamonds can only be shared or transferred if they are unlocked. You can unlock one or more locked diamonds from your inventory or from the Diamond Details page.

> **Note:** To make sure that stones that are unlocked are accessible for future use, you will not be able to delete an unlocked stone. Please make sure you are happy with the stone you are unlocking and that it has all the necessary assets.

{% embed url="<https://vimeo.com/894062765/314cd85a3f>" %}

### To unlock a diamond from your inventory

{% stepper %}
{% step %}

1. Select the checkbox next to the diamond(s) that you want to unlock.
   {% endstep %}

{% step %}
2\. At the bottom of the page, select **Unlock**.
{% endstep %}

{% step %}
3\. Check that you have selected the correct diamond(s) to unlock.
{% endstep %}

{% step %}
4\. To keep a diamond locked, select **Remove from list** next to the diamond that you want to keep locked.
{% endstep %}

{% step %}
5\. Select **Unlock selected diamonds**.
{% endstep %}

{% step %}
6\. To confirm that you want to unlock, select **Confirm**.
{% endstep %}
{% endstepper %}

### To unlock a diamond from the Diamond Details page

{% stepper %}
{% step %}

1. Display the Diamond Details page for the diamond(s) that you want to unlock.
   {% endstep %}

{% step %}
2\. Select the **Unlock this diamond** button.
{% endstep %}

{% step %}
3\. Check that you have selected the correct diamond to unlock. If not, select **Cancel**.
{% endstep %}

{% step %}
4\. To unlock the diamond, select **Unlock diamond**.
{% endstep %}

{% step %}
5\. To confirm that you want to unlock, select **Confirm**.
{% endstep %}
{% endstepper %}

## Manage Your Diamonds: Archive and Unarchive

We're thrilled to introduce a new feature designed to enhance your inventory management: "Mark as Archived." This feature empowers you to organise your diamond inventory more effectively by allowing you to archive diamonds that are no longer actively managed.

<figure><img src="/files/PjacwGD8kF3qeEiJQGsx" alt=""><figcaption></figcaption></figure>

### Key benefits

* Improved Organisation: Declutter your active inventory and focus on current stock.
* Easy Access to Archived Items: Quickly retrieve archived diamonds through the dedicated **Archived** tab.
* Enhanced Workflow: Streamline your inventory management process.

> On the **Archived** tab you can only view or unarchive a diamond. You cannot edit, share, or unlock an archived diamond.

### Frequently Asked Questions

<details>

<summary>Q: Where is the Archived tab located?</summary>

A: The \_Archived\_ tab is located next to the Active tab in your inventory.

</details>

<details>

<summary>Q: Can I archive multiple diamonds at once?</summary>

A: Yes, you can select multiple diamonds and archive them simultaneously.

</details>

<details>

<summary>Q: Will archiving a diamond delete it from my system?</summary>

A: No, archiving a diamond simply moves it to the \_Archived\_ tab. It does not delete the diamond.

</details>

<details>

<summary>Q: Can I search for diamonds within the Archived tab?</summary>

A: Yes, you can use the search functionality within the \_Archived\_ tab to find specific archived diamonds.

</details>

### User Interface Elements

* The **Archived Tab** is located next to the Active tab.

<figure><img src="/files/vXeXkIa21ffrxfQmpBvh" alt=""><figcaption></figcaption></figure>

* **Archive Button** is available in the Actions menu or on the bottom navigation bar.

<figure><img src="/files/B8eQQu9eLFmoQORMwnFW" alt=""><figcaption></figcaption></figure>

* **Unarchive Button** is located in the Actions menu or on the bottom navigation bar in Archived tab.

<figure><img src="/files/1E8ScMmqL3Wkv7IJauNd" alt=""><figcaption></figcaption></figure>

* **Confirmation Messages:** Displays after archiving or unarchiving.

<figure><img src="/files/zKG4Sd6z2epVYB5oSxIS" alt=""><figcaption></figcaption></figure>

### How to Archive Diamonds

{% stepper %}
{% step %}

1. Select Diamonds: Navigate to your main diamond inventory list. Select the checkbox next to each diamond you wish to archive.
   {% endstep %}

{% step %}
2\. Click Archive: Once you've selected the desired diamonds, click the **Archive** button located at the bottom navigation.
{% endstep %}

{% step %}
3\. Confirmation: A confirmation message will appear, indicating that the selected diamonds have been moved to the "Archived" tab.
{% endstep %}
{% endstepper %}

#### How to Archive a Single Diamond

<figure><img src="/files/M7QExk99aEr5M5fu4D3P" alt=""><figcaption></figcaption></figure>

#### How to Archive Multiple Diamonds

<figure><img src="/files/UQlj9m6zmBIsiLIoFyZ3" alt=""><figcaption></figcaption></figure>

#### How to Unarchive/Restore Diamonds

<figure><img src="/files/6P0M9Ln6tTo8pkhkUgPy" alt=""><figcaption></figcaption></figure>

### Key benefits (Search by Report or Inscription Number)

* Saves time by using a more common reference number.
* Improves search accuracy.
* Enhances usability with a more comprehensive search experience.

### Frequently Asked Questions (Search by Report or Inscription Number)

<details>

<summary>Q: What is the "Search by Report or Inscription Number" feature?</summary>

A: This feature allows users to quickly find diamonds by entering their report number or inscription number.

</details>

<details>

<summary>Q: Where can I use this feature?</summary>

A: You can use this feature on the Tracr Inventory.

</details>

<details>

<summary>Q: Will the search results show all diamond details?</summary>

A: The search results will display key diamond details. You can click on a result to view the full details.

</details>

<details>

<summary>Q: What if I can't find the diamond I'm looking for?</summary>

A: Double-check the report or inscription number for accuracy. Make sure your diamond is polished. If you still can't find it, contact customer support for assistance.

</details>

### User Interface Elements (Search by Report or Inscription Number)

* **Search Bar:** now supports diamond searches using report or inscription numbers.

<figure><img src="/files/NlBqATJmG6ujIBCLQjc6" alt=""><figcaption><p>Where to enter the grading report number or insctiption number on the inventory</p></figcaption></figure>

* **Results:** will be displayed on the table.

<figure><img src="/files/eo1xzD6Aml4WCFMhPqZv" alt=""><figcaption><p>Results of searching for a grading report number or inscription number in the inventory.</p></figcaption></figure>

### How It Works

{% stepper %}
{% step %}

1. Enter Report or Inscription Number: In the search field, type the diamond's report or inscription number.
   {% endstep %}

{% step %}
2\. Click Search: Press the "Search" button.
{% endstep %}

{% step %}
3\. View Results: The matching diamond(s) will appear in the data table.
{% endstep %}

{% step %}
4\. Click the diamond to access the diamond's details.
{% endstep %}
{% endstepper %}

<figure><img src="/files/ETA0zP9CbnWrWccPRGXA" alt=""><figcaption><p>How to search for diamonds using a grading report number or inscription number in the inventory.</p></figcaption></figure>


---

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