If you look at the video on linking (bottom left video link) you can see how assets can be linked together. I wondered whether this could be a useful tool for linking lots of assets together, say, for a room.
You can do this linking process within the browser, selecting one asset at a time and defining it as a parent or a child. But you cannot do this from an Export Download, there is no definition column that allows you to do this, so it would take too long to set up.
Uploading photos is easy. You can do bulk or single upload. You can then assign them to an asset. It does not look as if you can download the photos later.
Select a specific asset and assign a photo to it.
If you click on the image in the Asset View it will enlarge for better viewing.
You can also put in Plan images to show where the asset is located. You can assign this as the main image by selecting it, rather than the photo.
I have just noticed that if you go into the Sidebar, under TOOLS tab is Image Gallery. If you click on a specific image it will tell you the date it was uploaded. Also a handy way to assign a photo to lots of assets with its search filter.
You can also upload documents , including PDF’s, so you can put a set of floor plans in the document and assign it to an asset. You can download the documents.
If you go to the sidebar under TOOLS tab and Document Gallery you can upload Documents there and assign them to multiple assets using the search filter.
The download can be saved or opened.
You can select an asset and then click the More Actions button to select either Broken or Repair. The STATUS button on the mobile app quickly shows items that need to be worked on so that their status can be altered after the are repaired.
You can add alerts as long as you have set things up to allow them to work.
First you need to go into setup /Table Options and select the functions you want activated.
I have activated the Contracts & Insurance Tables
Next you need to go into Alerts/Setup Alerts and tick the boxes you want and also a lead time in Days for the Alerts.
You can also have the Alerts sent to you by Email (see box at bottom).
Then you go into the specific alerts and set them up as you want them to function.
In the Advanced Tab, Select Contract & press Green Button to create a new one.
After filling out details of the contract you can put Start/End times for the contract and then select the Assets that the contract associated with.
Also you can upload the contract document (or a Word Document with a URL link to where the Contract Docs are located).
Follow the same process as for contracts.
The screenshot below shows how to filter the assets that you want to associate with the insurance contract.
You can use scanner to read a barcode. After you have set up the bar codes for the project. I may need to explore doing some tests on these.
Also, if you have an asset where you are defining it as broken or needs repair , or has been repaired, you can take a photo on your mobile device and upload it against that asset. This is pretty handy to put a photo record against an item. Unfortunately there is no date next to the photo so you cannot know when it was taken, unless you add a note about that item.
The alerts are on the front of the app so you can see the current status. You can tap on them to get more details, and drill down to specific alerts on specific items. You can also access documents attached to assets and download them.
The Mobile interface has a STATUS button in the top right corner that can be used to filter certain types of assets, such as Broken or Under Repair so that they can be found quickly.
Once an asset has been found and selected you can get the tab information about the asset such photos and documents. You can also change status if you have finished the repair (depending on your authority level in the App).
This programme does movable and assigned assets very well. It can be used for fixed assets but I don’t think its as effective or designed around the fixed assets.
A little bit disappointed that you cannot do batch linking, that could have been handy for grouping assets together. It would be far too tedious doing it manually.
The Photo upload is easy and assigning to an element easy. I particularly like being able to take a photo on mobile device and upload it and attach it to an asset. A shame you cannot find date attached to photo. Also I do not think you can download photos either. You could also have an Image of a Floor plan that you can attach to assets which would be a handy reference.
The document upload/download is good. You can have Drawing PDF’s , contracts, insurance docs all attached to assets. The mobile app allows these to be downloaded, so handy when you are on-site and want to check something.
The Broken/Repaired STATUS is also good, allowing the Repair to give date repaired and also close the Repair off on the Mobile App. I am not sure that any staff could assign a BROKEN status to an ASSET, I think this would need to be emailed through to the FM team to manage.
The Alerts setup is handy, a Calendar reminding you what is coming up to help you manage the assets. I particularly like the Asset Assigning process.
Linking Assets to contracts so that you have ON CALL CONTRACTS for plumbing, electrical, Carpentry is great, especially if a lot of your assets are distributed over a wide area and may have different contractors assigned to different assets/sites. Having contracts and company contacts all connected to assets makes it handy to use. I’m not sure whether you’d assign these to Sites/Locations (just checked, no you cannot). I must test it to see if I could filter all plumbing assets to a contract and electrical to another.
Populating photos and documents do not seem to be possible on bulk upload, so I think the photos you’d build up over time.
Maybe the thing to do with Photos and Docs is to create another category and assign them to those, and have a simpler coding so they are quicker to find. The “Category” category seems to be the most customisable, so I think I may have to explore how one can make use of this.
I think I will explore the Reports and Audit in my next post.