Adding Assets to Tasks

Adding assets via the assets tab is useful in scenarios where multiple assets need to be checked for a job, e.g. fire extinguishers on each floor of an office building.

From the task worksheet:

1. Click the Assets tab
2. Click Add Asset.

3. Use the Search Assets window  to add the assets you need
   

   The search window will display assets assigned to the selected client. To view all assets, simply delete the client name from the search box and search by category and/or the fields at the top of the list.

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   You can also add and edit an asset from the search window.

4. Close the search window when finished.

5. (Optional) Use the (grey pencil icon) to add a brief description related to this asset for this specific task, e.g. brief service notes like details of what to investigate with the asset, or which asset is being referred to if you have multiples of the same asset on site.

6. Save the task.

Once you've saved the task, the asset description will display beside each asset, along with each asset's asset types and serial number, if applicable. 

Also available are the asset checklist and asset custom fields relevant to each asset.

You'll also have a few additional options:

More information about each asset is shown underneath each asset in the list, grouped into tabs:

Much like task checklists, you can select a response (Pass, Fail or N/A) for assets added to tasks.

If you have a long list of assets to select a response for, click Update Multiple at the top of the task asset list to mark all assets as passed, failed, or n/a, as opposed to selecting a response for each one.

If some assets already have a response and the task has been saved, you'll have to make a choice  as to what you want to do:

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

• Use Update Multiple to select a response for all assets (e.g. Pass), and then work through the list and select a different response for some assets and then Save Task.
• Work through the list and select a response for the relevant assets, Save Task, then use Update Multiple to select a response for all remaining items (Unselected Assets).

If you're using  Task Asset Fields, fill these fields out and Save your task.

See Using Task Asset Fields for more information on using this feature.

If you need to generate a quote for assets, for example, assets that have failed an inspection, use the Generate Quote(s) function.

1. From the Task Asset List header, click Generate Quote(s)

2. Select the assets you'd like to add to the quote from the list that displays

   Filter

   By default, only assets that have been marked as failed will display and will be selected. To view/select assets in other statuses, use the filter  at the top right of the window.

   Option	Description
   (no filter)	All assets on the task will display
   None	Assets without a response selected will display
   Pass	Displays assets marked as passed
   Fail	Displays assets marked as failed
   N/A	Displays assets marked as n/a

3. Select:
   • Generate single quote for all assets - to add all assets onto a single quote, or
   • Generate individual quotes for each asset - to generate a separate quote for each asset

4. Click Generate Quote(s).

Once a quote is created, it will be available in your quotes list (Workflow > Quotes).

Alternatively, from the task you generated a quote(s) from:

1. Click Assets under Extra Details to open the Assets tab
2. Click the Quotes tab for an asset to view and access linked quotes containing this asset (see image).
3. Click the relevant quote to open it.

Each asset that a quote was generated for will be included on the Assets tab of your quote.

In addition, line 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, asset Air Conditioner East doesn't have any inventory linked to it, but asset Fujitsu Air Conditioner has two inventory items linked to it.

Creating a task from an asset can be useful if you need to perform maintenance work on an asset and only one asset is involved. You can also scan an asset's barcode and create a job from the asset card. 

To create a task from an asset:

• from the asset list, click the (plus button) under the Actions column for the relevant asset, or
• from the asset card, click Create > Task towards the top right.

The Create Task screen will be prefilled with the asset name, the client the asset belongs to, and the location (if applicable). Edit these fields if necessary.

Once you've created the task, the asset will appear in the Asset field of the task worksheet (see image).

Click Asset if you need to change the asset to bring up the Search Assets window.

The asset will also appear in the Assets tab. You can also add other assets to the task if you need to. See Add an asset via the Assets tab, above.