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 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.
When searching assets, use the (search option) next to Client tosearch by client,and if needed, click on the category name in the category panel todisplay 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, theasset shortcutswill display under the Actions column. Hover over each button to see what it does.
Click the (Columns) button to enable more header fields.
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.
The 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.
The 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.
The 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.
Select 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.
A client's internal reference number assigned to this asset.
Record the asset's barcode. This can be used for finding or adding assets in AroFlo Field using Barcode Scanning.
Used to record the quantity of assets if part of a collection of assets to help identify the grouping. The default value is 1.
For this training module, let's use the below information:
Information to input
(Training Category will already be prefilled)
(Training Client will already be prefilled)
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.
Determines which business unit this asset is assigned to. This defaults to the business unit the asset is created in.
Defaults 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.
Used 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.
Used 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.
Notes 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 & Photos
Store 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.
Displays this asset'smovement historyincluding client, location, date and time moved, and the user who modified the asset details.
Link 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.
This tells you whichtasks 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.
Link a user responsible for this asset. The asset will display in theasset tabon 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.
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.
Displays all current tasks in AroFlo that this asset is linked to.
Displays previous tasks in AroFlo that this asset was linked to.
Displays any periodic templates that this asset is linked to.
Displays any schedules in the Calendar that this asset is linked to.
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, clickSet No Clientwhen 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 thetop of the task worksheetbut also on theAssets 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.
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:
Swap out this asset for another one.
Remove this asset from the task.
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 theasset 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 theasset cardwith 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.
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.
Use the reorder button to reorder assets in the list.
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.
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 theasset 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.