Create an Asset

Learn how to create an asset in AroFlo Office

Updated on February 29th, 2024

Table of Contents

Import assets in bulk

AroFlo features a bulk data import tool that allows you to import large lists of assets from a .CSV or .XLS file. See Bulk Data Import for more information. 

 

Assets can be created from various screens throughout AroFlo Office (Quotes, Tasks, Manage > Assets, etc). The following instructions show you how to create an asset via the Create menu, with similar steps applying to all other areas that feature assets.

  1. Go to Create > Asset.
  2. Complete the fields as described in the table below.
  3. Click Add Asset.

Note: Fields marked with an asterisk only appear once you've saved the asset card for the first time. Edit any info as necessary and Save Asset.

Asset Information fields

Field Description
Asset Name

This is the primary identifier for the asset.

It is good practice to include a serial number within the asset name to help make it easier to identify the correct asset.

 
Category Categories are used to group common assets together. Some examples might be air conditioners, emergency lights or vehicles. See Create Asset Categories for more information.
Client

Defaults to the current business unit. Start typing the client name or use the (magnifier) to search and select from the client list.

Location Select the address at which the asset is located. This location list will display any locations that have been created against the client.
Assign Asset* Identifies which business unit the asset is associated with. By default, this is the business unit that the asset is created within.
Date Created

The date the asset was commissioned or entered into production/usage.

Status*

Used to identify the asset as 'Active' or 'Archived'.

To archive an asset, select 'Archived' and click Save. Note: any existing GPS device connections will be deactivated.

 
 

Asset Details fields

Field Description
Order Code Used for referencing an order code for purchasing.
Customer ID Used to capture the internal reference number that the client has for this asset.
Model No. Specific model number details for this asset.
Serial Number

Used for recording the serial number of the asset.

Bar Code

Used for recording the details of a barcode associated with the asset. This information will be used for finding or adding assets in the Field interface using Barcode Scanning.

For information on how to create your own barcodes, see Generate Scannable Barcodes.

 
Manufacturer Used to record the company that manufactured the asset.
Supplier

Used to record which supplier the asset was purchased from.

Cost Used to record the original cost of the asset.
Quantity Used to record the quantity of assets if part of a collection of assets, to help identify the grouping.
ODO Reading* Displays the current odometer reading of the asset. This figure is updated by assigning the asset to a task and registering the ODO reading at a particular time.
ODO Type* The unit of measure for the odometer reading. The options are Kilometres, Hours, Miles, Cycles, or Count.
Service Action Group Service action groups can be associated per asset. See Service Actions Setup for more information.
Get GPS on Task Asset Checklist Enables the capturing of GPS coordinates when asset checklists on tasks are completed via AroFlo Field.
Allow Sub Assets

Allows you to add sub-assets that are part of the primary asset. For example, an asset might represent a large machine that consists of smaller components that are maintained and serviced on their own separately.

You can view sub-assets in the Manage > Assets list by clicking the plus symbol next to the client's name.

 
 
 

You can add Custom Fields to your assets if you need to, and apply them to certain asset types. This allows you to record additional details specific to that asset type. 

Show me

Within your Vehicles category, you could have the Asset Types 'Pilot Vehicles', 'Delivery Vehicles' and 'Service Vehicles', each with different custom fields.
 
 
 

 

Asset extras

Once you've added the asset, the following tabs will appear at the bottom of the asset card:

Notes

Used to record notes about the asset in either plain text or HTML. Date and time stamps are automatically stored against the note. This information can be viewed in both AroFlo Office and Field. See Notes for more information.

 
 

Documents & Photos

Used for storing documents and images associated with the asset, such as warranty information, user manuals, photos of the asset or even a video on how to perform particular actions with the asset. See Documents and Photos for more information.

 
 

Client History

Displays asset movement history including client, location, date and time moved, and the user who changed the asset details.

 
 

Compliance

Used to link electronic compliance forms that are associated with this asset so that they can be easily added to tasks containing this asset.

To add a compliance form:

  1. Click the Compliance tab.
  2. Click Add Compliance Form.
  3. Select a compliance form from the list.
  4. Close the Select Compliance Form window.
  5. Save Asset.

Where can I access these forms?

Once an asset is added to a task, in Field, from the assets list, tap the options button > Forms > Spec Forms tab > linked Compliance forms will be listed under ‘Asset Forms’.

 
 
 

AroPoint GPS

Track this asset using GPS tracking. Find out more about GPS tracking.

 
 

Task History

Displays the tasks that the asset has been associated with, including job number, client, location and status of the task.

 
 

Resource Zones

Select the geographical area(s) that relate to the asset. Resource zones must be set up in site administration.

 
 

Asset Types

Used for linking asset types to this asset. Asset types let you specify which custom fields should appear on which asset cards and which task asset fields should display on assets in the asset list of a task.

 
 

Sub-Assets

This tab is only visible when you tick the 'Allow Sub Assets' option on the asset card. It is used for creating sub-assets that are part of a primary asset.

To add a sub-asset:

From the asset card -

  1. Select the Allow Sub Assets checkbox.
  2. Save Asset.
  3. In the Sub Assets tab, click Add Sub Asset (lower left of screen).
  4. Choose to either select an existing asset from the list, or click Add Asset to create a new asset.
  5. Save your changes.
 
 

Users

Keep track of company assets provided to staff by assigning an asset to a user's profile.

Assign a user to an asset

  1. Click Add User.
  2. Select the checkbox next to the user's name.
  3. Click X to close the window.
  4. Click Save.

If AroFlo Field tracking has been enabled for this asset, the user will automatically be assigned to this asset.

 
 
 

Unassign a user from an asset

  1. Click the red next to the user you want to unassign.
  2. Save your changes.

To check the history of who was assigned, select History from the dropdown. The view will change to 'Historical Users'.

Sorting

  • Click on the column headers to sort, e.g. click Name to sort alphabetically; click Assigned to sort by date.
  • Type a search query (minimum 3 characters) into the box below the Name column header to filter by user name.
 
 
 
 
 

Inventory

Link inventory items to an asset. If you generate a quote from an asset task, any inventory items linked to the asset will auto-populate as line items on your quote. See Adding Assets to Tasks - Generate Quotes for Assets.

Permission Groups

Users in the Management and Supervisor Permission Group will be able to link inventory items to assets. 

Custom permission groups

For custom permission groups, Site Administrators can enable the Inventory tab by going into Permission Groups > [Select permission group] > Assets > Fields > Inventory > tick at least View and Add. Tick Remove if you want users to be able to remove inventory items from assets.