Calibration
INSTRUMENT REGISTRY & CALIBRATION
The Instrument Registry & Calibration screen (menu path: Calibration → Operations → Instrument Registry & Calibration) is used to register each physical instrument/gauge (Instrument Registry) and record its calibration history (Calibration Details).
To go back to the Search screen of Instrument Registry & Calibration, click Instrument Registry & Calibration next to Welcome at the top-right corner of the page.
1.1 Add Instrument Registry
Add an Instrument Registry - Step-by-Step
Step 1: Reach the Instrument Registry & Calibration screen
- From the main side menu, click on Calibration → Operations → Instrument Registry & Calibration.
This will open the Instrument Registry & Calibration Search page.
Step 2: Click Add Instrument Registry
- Located at the top-right corner of the Instrument Registry & Calibration Search page, click the Add Instrument Registry button to proceed. The Add Instrument Registry button is shown only to users who have create access to Calibration.
Step 3: Fill in the Add Instrument Registry details
Clicking Add Instrument Registry on the Search page opens the Add Instrument Registry screen. Fields marked with a red asterisk (*) are mandatory, and the Submit button stays disabled until all mandatory fields are filled and an instrument is selected.
| Field | Type | Mandatory | Description |
|---|---|---|---|
| Instrument List | Dropdown (searchable) | Yes | Select the instrument. Only instruments marked as Active in the Instrument / Gauge master (Calibration → Master → Instrument) are listed. Because multiple instruments can share the same Instrument Name, Type, Range and Make, each option shows the Instrument Code appended to the instrument name (for example, Vernier Caliper - INS-001). After the Instrument Registry is saved, the Instrument List is shown as read-only and cannot be changed. |
| Identification Number | Text | Yes | Unique identification number of the physical instrument. Auto-filled when an instrument is selected (see the note below) and can be edited. Text is converted to upper case. Maximum 50 characters. Removing the selected instrument clears the auto-filled number. |
| Date Of Purchase | Date | Yes | Date on which the instrument was purchased. |
| Calibration Condition | Text | No | Any specific calibration condition or remarks. Maximum 100 characters. |
| Calibration Source | Dropdown | No | Source of calibration (for example, Internal / External). Values come from the Calibration Source (CALIBRATION_SOURCE) category values. |
| Value | Number | Yes | Instrument-specific value (price). |
| Instrument Status | Dropdown | Yes | Current status of the instrument (Active / Inactive). Values come from the Active Status (ACTIVE_STATUS) category values. |
Note: Once the Instrument List is selected, the Identification Number will be auto-generated based on the configured format.
The Identification Number format will be:
PREFIX-INSTRUMENT CODE-MAX NUMBER or PREFIX-MAX NUMBER if the Instrument/Gauge Master Code is not configured.
The PREFIX will be taken from the Organization Prefix field. The INSTRUMENT CODE is an optional field configured in the Instrument Master to maintain separate unique numbering for instruments/gauges. It can contain numeric or alphanumeric values. The MAX NUMBER will be auto-incremented sequentially.
Examples:
DMEX-VC-0001 DMEX-0001
Users can also modify the auto-generated Identification Number manually if required
Step 4: Save the Instrument Registry
- Submit – Validates the mandatory fields and saves the Instrument Registry. Shown only to users who have create access to Calibration. Before saving, the system checks that the Identification Number is not already used by another Instrument Registry; if it is, the message Instrument Registry identification number already exists. is shown and the record is not saved. On success, the message Instrument Registry Added Successfully (or Instrument Registry Updated Successfully when editing) is shown, and the screen switches to edit mode with the Calibration Details tab displayed below. If no instrument is selected, the message Please Select Instrument is shown.
- Clear – Resets all fields. Shown only before the Instrument Registry is saved.
- Cancel – Discards changes and returns to the Instrument Registry & Calibration Search page.
Calibration Details Tab (Add Calibration History)
Once the Instrument Registry is saved, the Calibration Details tab is displayed below the Instrument Registry form, with the Add Calibration History section. If custom fields are configured for Calibration, an Additional Info tab is also shown.
| Field | Type | Mandatory | Description |
|---|---|---|---|
| Calibration Date | Date | Yes | Date on which the calibration was performed. |
| Frequency (In Days) | Number | Yes | Number of days between calibration cycles. Numbers only, maximum 10 digits. |
| Due Date | Date (read-only) | Yes | Automatically calculated as Calibration Date + Frequency (In Days). It cannot be entered manually. |
| Calibration Status | Dropdown | Yes | Result of the calibration, for example Accepted (within limits) or Rejected (out of tolerance). Values come from the Calibration Status (CALIBRATION_STATUS) category values. |
| Certificate Number | Text | No | Certificate number issued by the calibration agency. Maximum 50 characters. |
| Remarks / Observation | Text | No | Additional notes or observations related to the calibration. Maximum 300 characters. |
| Location | Text | No | Physical location of the calibrated instrument. Maximum 100 characters. |
| History Card Number | Text | No | Reference number used for tracking calibration history. Maximum 50 characters. |
| Calibration Agency | Text | No | Name of the external or internal agency that performed the calibration. Maximum 100 characters. |
| Choose File | File (Browse button) | No | Upload the calibration certificate. The file must not exceed 3 MB; otherwise the message File size should not exceed 3 MB is shown and the file is not attached. |
| Chosen File Name (shown on screen as Choosen File Name) | Text (read-only) | No | Displays the name of the selected file. |
Buttons in the Add Calibration History section (shown only to users who have create access to Calibration):
- Submit – Saves the calibration history entry. Enabled only when all mandatory fields are filled. On success, Calibration History Added Successfully (or Calibration History Updated Successfully when editing) is shown.
- Clear – Resets all input fields in the Add Calibration History form.
Calibration History rules:
- A new calibration history cannot be added when the current (active) calibration history is Rejected. The message Cannot Add New History For Rejected Calibration is shown.
- When editing a calibration history record, the Calibration Status can be changed only for the active (current) record. Otherwise the message Status can only be changed for active calibration History records. is shown.
Calibration History table: Saved entries are listed under Calibration History with the columns S.No, View/Edit, Calibration Date, Frequency, Due Date, Status, Certificate Number, Remarks, Location, History Card Number, Calibration Agency and File Name. Click the file name to download the uploaded certificate. Click View/Edit on a row to load it into the form as Edit Calibration History.
The active (current) calibration history record is listed first and highlighted in green. Other (non-active) records with a Rejected status are highlighted in red.
1.2 Search Instrument Registry & Calibration
Search Instrument Registry & Calibration - Step-by-Step
Step 1: Start Searching
On the Instrument Registry & Calibration Search page (Calibration → Operations → Instrument Registry & Calibration), you can search using any of the following fields. All search fields are optional; click Search with no criteria to list all records.
| Field | Type | Description |
|---|---|---|
| Instrument List | Dropdown (searchable) | Filter by instrument. Each option shows the Instrument Code appended to the instrument name so you can distinguish instruments that share the same name, type, range and make. |
| Identification Number (shown on screen as Idendification Number) | Text | Search by the instrument's unique identification number. |
| Date Of Purchase | Date | Filter by purchase date. |
| Calibration From Date / Calibration To Date | Date | Filter records within a calibration date range. |
| Calibration Source | Dropdown | Filter by source (for example, Internal / External). Values from the Calibration Source category. |
| Value | Number | Filter by the instrument value (price). |
| Instrument Status | Dropdown | Filter by instrument status (Active / Inactive). |
| Calibration History Status | Dropdown | Filter by calibration result/status (for example, Accepted / Rejected). Values from the Calibration Status category. |
- Search – Retrieves matching records. The message Instrument Registry(ies) and Calibration(s) Retrieved. is shown when records are found, or No Instrument Registry(ies) and Calibration(s) Retrieved for your Input when none match.
- Clear – Resets the search fields.
Step 2: See the Instrument Registry & Calibration search results
The results table shows the columns: S.No, View/Edit, Instruments, Identification Number, Type, Make, Instrument status, Least Count (from the Instrument / Gauge master), Purchase Date, Calibration Date, Certificate Number, Frequency, Due Date, Value, Calibration Status and Remarks. Calibration Date, Certificate Number, Frequency, Calibration Status and Remarks are taken from the active (current) calibration history. Due Date is blank when the active calibration is Rejected. Use the Search box above the table to filter the listed rows.
Step 3: Export Instrument Registry & Calibration results as Excel
The Export as Excel button downloads the currently displayed search results into an Excel file. The button is shown only to users who have the Export Excel permission and only when results are displayed.
1.3 Edit Instrument Registry & Calibration
Edit an Instrument Registry - Step-by-Step
Step 1: Find the Instrument Registry to Edit
- On the Instrument Registry & Calibration Search page, click Search to find the calibration you want to edit.
Step 2: Start Editing
- After searching, you’ll see the calibration record you wish to modify.
- Click “View/Edit” next to that instrument to reach the Edit Instrument Registry page.
Step 3: Update Details
On the Edit Instrument Registry page, you’ll see existing details. The Instrument List cannot be changed.
- Make the required changes to your entry, and add or edit calibration history in the Calibration Details tab.
Step 4: Save Changes
- After editing, review your updates.
- Click Submit to save the changes.
- Fields marked with * are mandatory.
- Ensure the Identification Number matches the instrument master.
- Avoid overlapping or invalid date ranges for calibration periods.
- Use Export as Excel to maintain offline logs or share with auditors.
- If any dropdown (Instrument, Source, Status) is empty, contact the administrator to update Masters.
That’s it! You’ve learned how to ADD, SEARCH, and EDIT a Calibration using the DMeX Support team. For further assistance, please contact the Customer Support Team.