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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, the asset description will display beside each asset, along with each asset's asset types and serial number, if applicable.

You'll also 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.
QuotesAccess linked quotes for this asset (see Generate Quotes for Assets, below).

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.

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. 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.

    OptionDescription
    (no filter)All assets on the task will display
    NoneAssets without a response selected will display
    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. Click Generate.

There are two ways you can tell if a quote has already been raised for an asset:

  1. When you click Generate Quote(s), each asset will have a Quotes column, letting you know if quotes already exist and how many. Click Show (x) to view and access the linked quote (see image).

  2. Linked quotes will also be visible from the Quotes column 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 (ServiceTrack > Quotes).

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

  1. Click Assets under Extra Details to open the Assets tab
  2. Look for the Quotes column beside an asset
  3. Click Quotes > View Quotes to view and access linked quotes containing this asset (see image).

The quote(s) will also be linked to the task in the Linked Tasks tab.

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.

Rename quote

To rename a quote, open the quote and edit the quote header.

What appears on the quote

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.

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 (see image).

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 to bring up the Search Assets window.

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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