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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.

To add a client asset to a task:

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

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

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

Reorder

Hold and drag the (two lines) to reorder assets in the list.

View asset details

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

By default, the asset name and asset type will be displayed. Tap(box with arrow) to open the asset card.

If there's a description for the asset for this task, this will also display.

The rest depends on the information present on the asset card. See the table below for an explanation of what appears beside each asset.

To the right is an image of an asset with the bare minimum of information displayed versus one which contains more information.

InformationDescription
Photo of asset

If your asset contains documents and photos, the default document and photo will appear here.

Multiple documents and photos

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

Serial NumberThe asset's serial number
Customer IDThe client's internal reference number for the asset
Asset TypeThe asset's Asset Types

ODO Reading

Only appears for assets with an ODO Type

Edit ODO Reading

Edit the asset to edit the ODO reading.

DescriptionThe asset description for this task.
Service ActionSelect a service action using the dropdown (only applicable to assets using service actions).

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 as above, up to and including step 4, then tap (three lines) and select how you would like to filter the assets list:

Filter OptionDescription
Task Client Location
AllLists assets for all locations against the client
Current LocationLists assets for the location set for the task (only appears if a location was selected for the task)
Business Unit/Client
AllView 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
ActiveLists active assets
ArchivedLists archived assets

Asset options

Tap an asset name to access the Asset options:

OptionDescription
Asset Details

Opens the asset card.

Documents & PhotosView documents and photos attached to this asset.
Quotes

Only appears if linked quotes exist.

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

FormsCreate new compliance forms linked to this asset or view existing ones.
Notes

Add or view any notes relevant to this asset for this instance.

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

Escalate
  • Escalate - 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 organised).
  • View Asset Tasks - access created escalated tasks.
Actions
  • Change Asset - Swap this asset for another one.
  • Remove Asset - Remove the asset from the task.
  • Edit Asset

    • ODO Reading - Edit the ODO reading if required (only appears for assets with an ODO Type )
    • Description - Add/edit the asset description for this task.

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.

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 (world icon) to view the location using your device's maps application.

Select All

If you have a long list of assets to select a response for, use the select boxes at the bottom of the assets list 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, either individually or by using the select all function, you'll have to make a choice  as to what you want to do:

OptionDescription

Update all assets

Update all assets in the list to the chosen status.

Update unselected assets

Update assets in the list which haven't yet got a response, to the chosen status.

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

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

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 Select All to only select the unedited ones. This means you can either:

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

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 below section.

  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:
    • Asset Status (e.g. only display assets that have been marked as Failed)
    • Asset Category
    • 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

    • 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.
    OptionDescription
    All StatusesDisplays all assets on the task
    UnselectedDisplays assets without a response selected
    PassDisplays assets marked as passed
    FailDisplays assets marked as failed
    N/ADisplays assets marked as n/a
  3. Select:
    • Generate single quote for all assets - to add all assets on a single quote, or
    • Generate individual quotes for each asset - to generate a separate quote for each asset
  4. Tap Generate Quote(s).

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.

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

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