Add a client asset to a task

Learn how to add client assets to tasks to keep track of the service history

Updated on July 17th, 2024

If you're performing work on an asset that has been allocated to a client in AroFlo, you can add the asset (or multiple assets) to the task to keep track of the service history.

How many assets are you adding?

One

 

Multiple

 
 

If you're only adding one asset to the task (e.g. a piece of equipment is being worked on for a job), the easiest way to do this is to Create a Task and fill out the Asset field.


Alternatively, if you're browsing assets, you can create a task for an asset either from the asset list, or the asset card.


Return to this page to find out more info (e.g. changing the list filter).

 

If adding multiple assets to a task, follow the below instructions.

 

To add a client asset to a task:

  1. Open the task.
  2. Tap either the
    1. Assets tile, or
    2. More tab > Assets
  3. Tap (green plus button) to bring up the asset list for the client
  4. Search for the asset you want using the Categories, and/or Search and Filter options. See asset list for more information.    

    Use the search function () to locate assets by Asset Name, Customer ID, Serial Number or Barcode.


    If a location was selected for the task, you may need to change the list filter. See Change the list filter, below.

     
  5. Tap Select to add the asset to the task
  6. Repeat as necessary to add more assets.

View asset details

Once added, simply tap the name of the asset to open the asset card.

 
 

What information displays beside assets?

  1. The asset's name

    Tap this to open the asset card.

     
  2. Description of the asset for this task (if included)
  3. Default photo of asset, if the asset contains documents and photos.

    Multiple documents and photos

    If the asset contains multiple documents and photos, a counter will display to show this (see image above).

     
  4. The checklist for this asset (See Asset Checklist, below).
  5. Asset options button (See Asset options, below).
 

Additional information

Additional information may appear underneath assets, depending on what information is included on the asset card. See the table below for an explanation.

The image to the right shows an asset that contains more information than the one in the section above which contains the bare minimum.

Tap (up arrow) to hide the additional info for an asset.

 
Information Description
Serial Number The asset's serial number
Customer ID The client's internal reference number for the asset
Asset Type The asset's Asset Type(s)
ODO Reading

Only appears for assets with an ODO Type.

Vehicle servicing

See Track Vehicle Servicing Dates for more information on how you can use this feature.

 
Service Action Select a service action using the dropdown (only applicable to assets using service actions).
Task Asset Fields If applicable Task Asset Fields apply to this asset for this instance, these will appear here. See Using Task Asset Fields.
 
 
 
 
 

 

Change the list filter

In some circumstances, it may be necessary to add an asset that belongs to a different client or to your company/business unit.

To do this, follow the instructions above, up to and including step 3, then tap (filter by) and select how you would like to filter the assets list:

Filter Option Description
Task Client Location
All Lists assets for all locations against the client
Current Location Lists assets for the location set for the task (only appears if a location was selected for the task)
Business Unit/Client
All View all assets, regardless of who they belong to
(Client Name) Lists assets belonging to the selected client
(Business Unit name) Lists the assets for this business unit, i.e. company-owned assets
Status
Active Lists active assets
Archived Lists archived assets
 

 

Asset options

Tap to access the Asset options:

Option Description
Asset Details Opens the asset card.
Documents & Photos View documents and photos attached to this asset.
Forms

View compliance forms linked to this asset or tap to add a new one.

Compliance forms can only be linked to assets using AroFlo Office. See Create an Asset - Asset extras.

 
Notes

View notes relevant to this asset for this instance, or tap to add a note.

Notes will also be added to the asset card with a reference and link to the task it was added from.

 
Escalated Tasks Access created escalated tasks or tap to create a new task that can be individually scheduled for work to be completed in another site visit (e.g. if further repairs need to be organized).
Quotes

Only appears if linked quotes exist.

 

Access linked quotes for this asset (see Generate Quotes for Assets, below).

Actions
  • Change Asset - Swap this asset for another one.
  • Remove Asset - Remove the asset from the task.
  • Edit Description - Add/edit the asset description for this task.

Save Assets for any changes to take effect.

 
 

 

Display Settings

You can change what appears on the page by using the the cog  () at the top of the screen:

Setting Description
Enable Asset Reordering

Displays a beside each asset so you can drag to reorder them in the list.

Show me

 
 

Save Assets for changes to take effect.

 
Set Default Asset View Toggle between the views for Task Asset Custom Fields. See Using Task Asset Fields.
 

 

Asset Checklist

Much like checklists on a task worksheet, you can select a response (Pass, Fail, or N/A) for assets added to tasks.

Scenario

You inspect all the air-conditioning units at your client's premises. You can Pass units that don't require a service, and Fail those that do.

 

Tap Save Assets to confirm.

Once saved, tap (green person icon) to review who completed the checklist and at what date and time.

 
 

Capture GPS information

If an asset contains the option to capture GPS coordinates when the asset checklist is completed (Get GPS on Task Asset Checklist), this will be captured after making a selection. After saving, tap the (green map marker) to review the checklist information, as well as view the location using your device's maps application.
 
 
 

 

Select All

If you have a long list of assets to select a response for, tap Update Multiple to mark all assets as passed, failed, or n/a, as opposed to selecting a response for each one.

If you have already selected a response for some assets, Save Assets prior to doing this.

 
 

Workflow

If some assets already have a response and the task has been saved, you'll have to make a choice as to what you want to do:

Option Description
Unselected Assets Update assets in the list that haven't yet received a response to the chosen status.
All Assets Update all assets in the list to the chosen status.

There are two ways in which you can use this function:

  • Use Update Multiple to select a response for all assets (e.g. Pass), then work through the list and select a different response for some assets, and then Save Assets.
  • Work through the list and select a response for the relevant assets, Save Assets, then use Update Multiple to select a response for all remaining items (Unselected Assets).
 
 
 

All assets have a response

If all assets in the list have got a response and the task has been saved, you won't be able to edit the response for some assets and use Update Multiple to select only the unedited ones. 

 

This means you can either:

  1. change the response on individual assets and re-save, or
  2. use Update Multiple to update the response for all assets (e.g. Pass).
 
 
 

 

Task Asset Fields

If you're using Task Asset Fields, fill these fields out and Save Assets.

  • Fields that have been marked as mandatory will automatically display as part of the asset information and must be completed in order to complete the task
  • Non-mandatory fields can be accessed by tapping Show All Fields.
 

Read more on using Task Asset Fields

 

 

Search and Filter Task assets

If you have several assets added to the task, and you want to narrow down what's being displayed, use the search or filtering options.

Filtering the list of assets can be used in conjunction with the Generate Quotes feature. See the below section.

 
 

Search

  1. Tap the (magnifying glass)
  2. Enter a keyword (e.g. asset name, customer ID, or serial number)
  3. Tap Search to display results.

Clear search

Tap the x next to a keyword to clear your search.

 

Alternatively, tap (scan barcode) to scan an asset's barcode.

Using the asset search currently does not work in conjunction with the Generate Quotes feature and you'll need to clear your search before you're able to generate a quote.

 
 
 
 

Filter

To filter the list of assets:

  1. Tap the (triangle with lines)
  2. Choose one or multiple filters, depending on what you want to display:
    1. Asset Status (e.g. only display assets that have been marked as Failed)
    2. Asset Category
    3. Asset Type
  3. Tap Apply to display results.

Clear filter

Tap the x beside each filter to clear it.

 
 
 
 

 

Generate Quotes for Assets

If you need to generate a quote for assets, for example, assets that have failed an inspection, use the Generate Quote(s) function.

  1. Tap Generate Quote(s)
  2. Select the assets you'd like to add to the quote from the list that displays

    Further info

    The assets which appear in the list are dependent on the filtering options you have selected. For example, if showing assets that have been marked as passed, only these assets will show up in this list. To view/select assets in other statuses, use the filter at the top right of the window.


    If not using any filtering options, only assets that have been marked as failed will display and will be selected. Use the filter at the top right of the window to view/select assets in other statuses.

    Option Description
    All Statuses Displays all assets on the task
    Unselected Displays assets without a response selected
    Pass Displays assets marked as passed
    Fail Displays assets marked as failed
    N/A Displays assets marked as n/a
     
     
  3. Select:
    1. Generate single quote for all assets - to add all assets on a single quote, or
    2. Generate individual quotes for each asset - to generate a separate quote for each asset
  4. Tap Generate Quote(s).

How do I know that a quote hasn't already been raised for this asset?

There are two ways you can tell if a quote has already been raised for an asset:

  1. When you tap Generate Quote(s), each asset will have a counter next to it, letting you know if quotes already exist and how many. Tap (three dots) to view and access linked quotes.
  2. Linked quotes will also be visible from the Asset options in the asset list. See View Linked Quotes, below.
 
 

 

View Linked Quotes

Once a quote is created, it will be available in your Quotes List.

Alternatively, from the task you generated a quote(s) from, the asset options for each asset will tell you if quotes have been created for this asset. 

Tap Quotes (x) to view the list of linked quotes against this asset and access them from there.

 

The quote(s) will also be linked to the task in the More tab. See Linking Tasks for more information.

Show image

 
 
 

Name of generated quote

The name(s) of the generated quote(s) will be:

  • (original JN) - (original task name) - if using a single quote for all assets
  • (original JN) - (asset name) - if using individual quotes for each asset.

If multiple quotes are generated and the quote name already exists, a number in brackets will be added at the end (see image).

 
 
 

 

What appears on the quote

Quote items will automatically be added to your quote:

  • If you've linked inventory items to assets for each asset, its linked inventory items will be added to the quote as line items.
  • For assets that don't have inventory items linked to them, an ad-hoc line item of the same name as each asset will be added to the quote.

In this example, the first quote item was from an asset with no linked inventory, and the other two are linked inventory items from another asset.