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An asset is a piece of equipment or a component which you can record a service history against, track the movement of, and upload documentation on, such as warranty information or user manuals. Using AroFlo's asset register, you can keep tabs on internal assets provided to staff, as well as manage client-owned assets that require routine maintenance.

Search for assets

To avoid duplicates of the same asset, we recommend that you perform a search before creating a new asset.

  1. Go to your company  or client  assets list.

  2. Tap Search (top of screen).
  3. Enter part of the Asset Name, Customer ID or Serial Number, or scan the item's barcode.

    See Barcode Scanning for a full explanation of setting up and using barcode scanning in AroFlo Field.

  4. Tap Search.

  5. Tap the asset name to view details and options.

Alternatively, if you know the category and/or sub-category the asset is stored in, you can use the category search  to search assets.

When using the above options, the list will be filtered by business unit if searching for company assets, or client if searching client assets. Use Filter By if you want to switch between views, e.g. view all assets, regardless of who they belong to.

Filter ByDescription
BU: (Business Unit Name)Lists the assets for this business unit, i.e. company-owned assets
AllLists assets for all clients, and assets owned by the business.
ArchivedLists all archived assets.

The Filter By option is also available when adding assets to tasks. See Add a client asset to a task - Change the list filter.

When viewing All or Archived assets, assets will be grouped by business unit or client.

What am I filtering by?

Check the top of the list  to see what's being used as a filter, e.g. business unit, client, or All.

Asset options

Once you've found the asset you want, tap the name of it to access the asset options:

OptionDescription
Asset DetailsView the details for this asset.
Documents & PhotosView all attached documents and photos for this asset.
Create New Task

Create a new task with this asset included,  using the client that the asset belongs to.

Tasks

Displays a list of open tasks  that were created from this asset.

Compliance

Displays a list of all open compliance items  that are attached to tasks. See Add a client asset to a task - Asset Options.

History

Displays a history of tasks  which include/included this asset as a linked asset.

UsersSee which users are assigned to this asset. See Assign Assets to Users.

What information appears on the asset preview?

The name of the asset will appear on the asset preview, along with the order code, Customer ID, and asset type, if applicable.

Asset Card

Tap Asset Details to view the asset card or edit any of the asset's details. Remember to Save if you make any changes.

The asset card will display the following information:

Asset Header

FieldDescription
CategoryName of the category the asset's contained in (Rooftop Units in the example to the right).
Client name or business unitThe client name or business unit the asset belongs to (Rangeview Lodge in the example to the right).
StatusChange the status of the asset if you need to (see Archive an asset, below).

Overview

FieldDescription

Asset name

Primary identifier for the asset. Edit this if necessary.
Date CreatedThe date the asset was commissioned or entered into production/usage.
Asset Types

Used for linking asset types to this asset. Asset types let you specify which custom fields should appear on the asset. Tap to add an asset type to this asset, or tap x if you need to remove an asset type from this asset.

Allow Sub AssetsAllows you to add sub-assets that are part of the primary asset. An option to View/Add Sub Assets will appear here if this is ticked.
Location

The address at which the asset is located. See Locations.

Asset Details

FieldDescription
QuantityRecord the quantity of assets if part of a collection of assets to help identify the grouping.
BarcodeRecord the details of a barcode associated with the asset. See Barcode Scanning.
ODO ReadingThe 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 TypeThe unit of measure for the odometer reading. The options are Kilometres or Hours.
Customer IDAn internal reference number that the client has for this asset.
SupplierWhich supplier the asset was purchased from.
ManufacturerThe company who manufactured the asset.
Order CodeUsed for referencing an order code for purchasing.
Model NoSpecific model number details for this asset.
Serial NoRecord the serial number of the asset.

Custom Fields

If the asset card in AroFlo Office contains custom fields, these will display as part of the Asset Details.

Asset Tabs and plus button

Displays the details of the asset, as above.

Displays notes attached to the asset/add a note.

View assigned users. See Assign Assets to Users. Tap(blue pencil) to assign users to this asset.

Tap More to access the following options:

OptionDescription

Documents & Photos

View/add asset documents and photos
View TasksDisplays a list of open tasks that were created from this asset. See Asset options, above.
Task HistoryDisplays a history of tasks which include/included this asset as a linked asset. See Asset options, above.
Client History

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

Create a task using this asset and client.

Archive an asset

You can archive an asset as follows (depending on your user access permissions):

  1. From the main menu, tap Manage > Assets.
  2. Select the asset category and then the asset you want to archive.
  3. Tap Asset Details.
  4. Tap the Status field and select Archived.
  5. Click Save.

View archived assets

To view archived assets, see Filter By, above 

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