Page tree
Skip to end of metadata
Go to start of metadata

Module Synopsis

This module will teach you all about assets in AroFlo and how they can be used. At the conclusion of this session you will be able to:

  • View current client assets
  • Modify asset details and change asset owner
  • Create new assets
  • Add assets onto tasks.


Session Time: This training session should approximately an hour.

Pre-Requisite Modules:

TM 1.1 Basic Walkthrough

Asset List

An Asset is a piece of equipment, a vehicle, or anything that you might want to build a service history around, track movement and store documents such as warranty information or user manuals. Assets can be owned by your business or your clients. The asset list will show you which assets belong to which clients, and, if applicable, where they're located.

Once an Asset has been stored into AroFlo, you can link it to a task, which allows you to track its service history. Assets can also be added to the calendar for scheduling equipment.

Access the asset list from Manage > Assets.

Categories

Categories are used to organise your assets to make it easier for you to find the asset you're looking for, e.g. Vehicles, Air Conditioners, and Lighting Equipment. How you categorise your assets is entirely up to you.
For this training module let's create a simple category. In the categories panel, click (Add New Category) and type in 'Training Category'. Click (Save) to confirm.

Now we can save assets to this category.

Ensure you first select a category before clicking Add Asset.

While assets are saved in categories, they are also linked to clients, so keep this in mind when creating your asset categories.

Search Assets

When searching assets, use the (search option) next to Client to search by client,  and if needed, click on the category name in the category panel to display assets by category.  

Choosing a client

If you don't select a client, by default, only assets belonging to your business unit will display.

Once assets are displayed, the asset shortcuts  will display under the Actions column. Hover over each button to see what it does.

Columns displayed

Click the  (Columns) button to enable more header fields.

Create Asset

Let's create an asset and link it to our Training Client. Select your Training Category from the category panel and select Training Client as the client. Then click Add Asset.

Selecting a client

If you don't select a client before clicking Add Asset, the client will default to your business unit. You can still choose a client on the next step.

The asset card will open up for us to fill out. We'll go through the main fields. For the complete set of all fields on the asset card, please see our Create an Asset help page.

FieldDescription
Asset NameThe primary asset identifier. Whatever information best helps you identify the asset. It's a good idea to include a serial number or model number here to make finding the right asset easier on first glance.
CategoryThe category that this asset exists in. This field is automatically populated from the category we selected before clicking Add Asset but can still be changed at any time.
ClientThe client that this asset is linked to. This defaults to the current business unit if you didn't search for a client before clicking Add Asset but can be changed if necessary.
LocationSelect a location the asset is located if necessary. The location list will display any locations created against the client. Clear the filters to search other locations.
Customer IDA client's internal reference number assigned to this asset.
Bar CodeRecord the asset's barcode. This can be used for finding or adding assets in AroFlo Field using Barcode Scanning.
QuantityUsed to record the quantity of assets if part of a collection of assets to help identify the grouping. The default value is 1.

If you have created custom fields, these will appear here  as well.

For this training module, let's use the below information:

FieldInformation to input
Asset NameSample Asset
Category(Training Category will already be prefilled)
Client(Training Client will already be prefilled)
Customer IDabc123
Serial Number12345


Click Add Asset to save.

Once saved, you'll have some additional options available on the asset card as well as some additional tabs on the bottom. Again, refer to Create an Asset for a complete list of all fields.

Additional fieldDescription
Assign AssetDetermines which business unit this asset is assigned to. This defaults to the business unit the asset is created in.
StatusDefaults to Active. Once an asset is no longer needed, set the status to Archived. This will remove the asset from your active list and prevent it from being added to new tasks.
ODO ReadingUsed for vehicles, this value allows you to set your current odometer reading. This figure is updated by assigning the asset to a task and registering the odometer reading at a particular time. This is helpful for scheduled maintenance for assets.
ODO TypeUsed in conjunction with ODO Reading, the unit of measure for the odometer reading, e.g. Kms, Miles, Hrs.

We'll go through the main additional tabs. See Asset extras for the full listing of all of these.

TabDescription
NotesNotes against the asset are available from any task that the asset is linked to in both Office and Field. Date and time stamps are automatically stored against the note. This is helpful for service notes, location specifics or any tricks or tips that might be required for this asset. See Notes for more information.
Documents & PhotosStore documents and images associated with the asset e.g. 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 this asset's movement history  including client, location, date and time moved, and the user who modified the asset details.

ComplianceLink compliance form templates related to this asset. This makes it easier to locate the correct compliance form that needs to be completed for this type of asset. 
Task History

This tells you which tasks this asset has been linked to.  This is useful for keeping track of where your assets are currently being used, especially mobile assets. Click on the task number to open the associated task.

Users

Link a user responsible for this asset. The asset will display in the asset tab  on the User card.


Ensure to Save Asset if you make any changes.

Creating an asset from the main menu

You can also create an asset using the Create dropdown. This will take you straight to a new asset card where you can fill in the relevant details.

Create and View options

In the top right hand corner of the asset card are the Create and View options.

Create Options

If you create a quote or task from here, the asset will automatically be linked to the quote or task as well as the client and location details as per the asset card.

View Options

OptionDescription

Tasks

Displays all current tasks in AroFlo that this asset is linked to.
Task HistoryDisplays previous tasks in AroFlo that this asset was linked to.
PeriodicsDisplays any periodic templates that this asset is linked to.

Schedule

Displays any schedules in the Calendar that this asset is linked to.
ComplianceDisplays current compliance forms linked to this asset.
Compliance HistoryDisplays closed compliance forms linked to this asset.

Click Assets at the top left of the asset card to return to your asset list. The client and category you used to create your new asset will be selected.

Alternatively, to return to the default assets view, click Assets on the top toolbar.

Search Assets - continued

Earlier we saw that you can filter assets by client, but you can also filter by location by clicking the (search option) next to Location.

If you want to display all assets, regardless of client, click Set No Client  when filtering by client.

If you can't remember the full details of an asset you're looking for, you can use the column headers to search your assets list. Type in a search term in the relevant field and press enter.

The assets list view only displays and searches assets that are currently active. To display/search assets which are no longer active, select Archived from the dropdown at the top right.

Creating a task with a linked asset


As mentioned above, if you create a task from within Assets, the asset will automatically link to the task. Navigate to your sample asset that you created earlier. Either create a task from the Create Options in the asset card, or use the Create Task shortcut in the Actions menu.

On the new task screen, you'll see that the client, asset and location (if applicable) fields are already prefilled. The selected asset is known as the primary asset.

Complete your task by setting a task type, entering a description, etc.

Once you've saved your task, the primary asset displays near the top of the task worksheet  but also on the Assets tab.  Secondary assets can be added to the task using this tab. Although you can have as many assets on the task as is necessary, you can only ever have one primary asset. This asset is used to activate functionality such as ODO tracking on tasks.

Asset Checklist

In AroFlo Field, you have the ability to mark an asset as 'Passed', 'Failed' or 'N/A'. This is commonly used for scheduled maintenance jobs.

Once completed, you'll be able to see the results from Office.

Click the gear icon to access the following features:

FeatureDescription
Change AssetSwap out this asset for another one.
Remove AssetRemove this asset from the task.

Edit Description

Create/edit a short description related to this asset for this specific task, e.g. brief service notes like details of what to check, look at or investigate with the asset. The description appears on the asset checklist.  

Use the Forms dropdown box to create new compliance forms linked to this asset, or view existing ones.

Use the Notes dropdown box to record or view any notes relevant to this asset for this instance. These are more detailed notes than the description. Notes added to the asset will also add it to the asset card  with a reference and shortcut to the task it was added from.

Click the asset name from the asset checklist to open the asset card.

Use the Escalate dropdown box to create a new task that can be individually scheduled for work to be completed in another site visit. This would be used for a maintenance or periodic task where further repairs need to be scheduled. Click View Tasks to access created escalated tasks.


Assets in AroFlo Field

Let's take a look at how this looks like using AroFlo Field.

Using your mobile, log into AroFlo Field by using https://field.aroflo.com/ and search for the job in your open jobs list.

Click the task to open it.

Assets List

Scroll down to the Assets section. There will be a (1) next to it, which means there is one asset linked to the task. Click on the row to get more information about our assets for this task.

Each asset linked to the task is listed here. You can mark the status of the asset or tap the options button for more details.

Tap Add Asset - either at the top or bottom of the list - to add a new asset to the task.

Reorder assets

Use the reorder button to reorder assets in the list.

Asset Options

If you click on the options button , you'll see the same options as in AroFlo Office.

Tap on an option to access that individual area of the asset.

Tap View Asset Details to open the asset card to see the details of the asset.

The asset details cannot be edited using AroFlo Field.

Use the Create button to create a new task with this asset linked to it.

Tap Task Assets to return to the Asset options.

Access any compliance forms already linked to this asset or create new forms using the Forms option.

Access any notes that have been left against this asset or create new notes using the Notes option.

Use the Escalate option to create new tasks with this asset and client information.


View Asset Tasks will detail any other escalated tasks within the system with this asset linked to it.

Dependant upon your level of access.

Actions Options

  • Change Asset - Swap this asset for another, similar to above, as per AroFlo Office.
  • Remove Asset - Remove this asset from the task
  • Edit Description - As above with AroFlo Office, this allows you to leave a note specific to this site visit for this asset. This is commonly used for comments or observations about the asset that don't need to be recorded as an asset note for future viewing. This description appears on the asset list.  


This concludes this Training Module. If you have any further questions or queries, please don't hesitate to contact your AroFlo Support Staff to resolve them.

On this page: