Desktop Assets Interface
The Assets module is where you track and maintain your company's equipment and fleet vehicles. This article walks through each of its six tabs and what you can do in them.
Active
Lists your company's active assets, each with a status badge (such as Operational or Requires Maintenance) next to its name. Click New Asset to add one.
For the full list of fields when creating an asset, see Create an Asset Profile.
In the Actions column, you can generate a QR code for the asset or archive it, which moves it to the Archived tab. Clicking into an asset drills down into its individual profile, where you can view and add entries to its log book and maintenance log, view forms and reminders tied to it, and upload documents specific to that asset. Documents uploaded here are separate from your main Document Library.
Archived
Lists assets that have been archived. Click into an archived asset to keep viewing or adding information to it, or use the Activate icon in the Actions column to move it back to the Active tab.
Types
Types are the categories your assets are grouped under for reporting, and this is what shows in the Type column on the Active tab. Click New Type to add a category. The table also shows an Asset Count for each type.
Maintenance
Lists maintenance cases across all your assets, pulled from each asset's individual log book. Filter by Asset, Status, Type, or Assigned To. Each case shows a status of Pending, In Progress, or Completed.
Click into a case to edit its status, title, notes, cost, assigned worker, or attach a document.
Upcoming
Lists scheduled maintenance for your assets, showing the Asset, the Increment it's due by (such as every 500 kms or every 90 days), and the amount remaining until the Next Maintenance is due.
Reminders
Reminders notify you when scheduled maintenance is due, either by a date or by a milestone such as hours, distance, or days passed. Click New Reminder to create one:
Reminder Type
What triggers the reminder: Hours, Distance, Date, Days, or Log Maintenance.
Asset
The asset this reminder applies to.
Email(s), Reminder Title, Note
Who gets notified, what the reminder is called, and any additional notes.
Send Email, Create Maintenance Case
Checkboxes controlling what happens when the reminder is triggered: emailing the addresses above, automatically creating a maintenance case (which also appears in the Upcoming tab), or both.
Once created, a reminder can be edited or deleted using the icons in the Actions column.
Frequently Asked Questions
Can I edit a reminder after I've created it?
Yes. Use the edit icon in the Actions column on the Reminders tab.
Why can't I delete a Type?
A type can only be deleted once no assets are tagged under it. Reassign or archive those assets first.
What's the difference between the Upcoming and Reminders tabs?
Upcoming shows scheduled maintenance and how much time or distance is left before it's due. Reminders is where you configure the alerts and maintenance cases that get created when that threshold is reached.
Does archiving an asset delete its history?
No. Archiving just moves the asset out of the Active tab. Its log book, maintenance history, and documents stay intact, and it can be reactivated at any time.
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