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Adding assets to tasks can be useful if you're doing maintenance on an asset, or for any recurring work.

You can:

  • add an asset to a task via the Assets tab, or
  • create a task from within an asset card, which links the asset to the task.

Add an asset via the Assets tab

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 Assets.
  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.


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

  4. Close the search window when finished.
  5. (Optional) 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.

Asset Options

Once you've saved the task, you'll have additional options for each asset:

OptionDescription

Click and drag to reorder your assets.
AssetClick the name of the asset to open the asset card.

Use the cog icon to:

  • Change Asset - Swap this asset for another one.
  • Remove Asset - Remove the asset from the task.
  • Edit Description - Edit the description.
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 Tasks - access created escalated tasks.

Asset Checklist

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

Scenario

For air-conditioning inspections, if a unit has been inspected and found it doesn't need servicing, you could mark it as passed. If the unit requires a service, you could mark it as failed, to indicate to your client that it's in need of a service.

If an asset contains the option Get GPS on Task Asset Checklist (see Create an Asset), you'll have an additional option to display the GPS information, captured from AroFlo Field. Click the (world icon) to view the information on a map.

Select all

If you have a long list of assets to select a response for, use the select boxes at the top or bottom of the row 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 selection.

Update Unselected Assets

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

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

  • Use the select all function 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 the relevant top or bottom select box to select a response for all remaining items (Update Unselected Assets).

If using this feature once all assets in the list have got a response and the task has been saved, you will only have the option to update all assets to the chosen selection. This means that you can either change the response of individual assets or use Select All to update the response for all assets; you won't be able to edit the response for some assets and use Select All to only select the unedited ones.

Create a task from an asset

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
  • 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.

This also displays on the task worksheet in AroFlo Field  with an option to view the asset's details or history.

Click Asset if you need to change the asset.

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.


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


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