Paper-based inventory checklists get lost, damaged, or filled in inconsistently. Spreadsheet-based alternatives are better, but they require manual totalling, are prone to formula errors, and produce a static snapshot rather than a live, searchable record. When someone needs to know the total number of items in a specific condition, or the total cost of a particular inventory category, they have to dig through the file and calculate it themselves.
The Inventory Checklist template for SharePoint, built with Infowise Ultimate Forms, replaces paper forms and spreadsheets with a structured, electronic inventory form that calculates summaries automatically and stores every checklist as a searchable, auditable record in SharePoint.
How it works
The inventory form — users fill out inventory checklists through a clean, easy-to-use electronic form. The form supports an unlimited number of line items, so there is no constraint on the size of the inventory being recorded. Each line item captures the details relevant to that asset or stock entry — description, quantity, condition, cost, or any other columns you configure.
Automatic summaries — as line items are added, the form calculates summaries automatically. The default configuration includes a row count showing the total number of items entered. This can be extended with additional calculated summaries to match your specific requirements — total cost across all line items, total number of items by condition, breakdown by category, or any other aggregation your team needs. These summaries update in real time as the form is filled in, giving an immediate overview without any manual calculation.
A structured, searchable record — every completed inventory checklist is stored as a record in SharePoint. All line item data is captured in structured columns, making every checklist searchable and filterable across the full inventory history. Finding all checklists for a specific location, asset type, or date range takes seconds rather than requiring someone to open individual files.
What you get
- An electronic inventory form replacing paper checklists and spreadsheets
- Unlimited line items per checklist — no constraint on inventory size
- Automatic row count summary included by default, with additional summaries configurable to your requirements
- Calculated totals — total cost, total items by condition, or any other aggregation — updating in real time
- Every completed checklist stored as a structured, searchable record in SharePoint
- Columns, views, and summaries fully configurable in the browser without any development work
- Free for all Ultimate Forms customers, installed automatically with a single click
Built on standard SharePoint lists
The Inventory Checklist system is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All inventory data stays inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser by the administrator who manages the site.
Read detailed installation instruction.
