Maintenance · Daily operations · 8 min read

Register and manage assets

Add an asset, place it in a hierarchy, and use the Asset 360, QR code and key figures.

Before you begin

• Locations, asset types and categories should exist: see Get started.
• You need maintenance.edit to create and change assets. Purchase cost is shown and saved only with maintenance.cost.view.

Add an asset

1. Open Maintenance > Assets > Assets.
2. Click New Asset.
3. Leave Asset Code empty to get the next number (AST-000001 style) or type your own, for example HVAC-DXB-001. Codes are stored in capitals and must be unique in the company.
4. Type the Asset Name (required), for example Chiller 1 - Al Quoz Warehouse.
5. Choose the Asset Type, Category and Location.
6. Fill Manufacturer, Model and Serial Number. The company may hide them or make them required.
7. Set the Installation Date, Purchase Date and Purchase Cost (AED).
8. Set the Criticality (Low, Medium, High, Critical). New work orders copy it.
9. Choose the Parent Asset if this sits inside another asset.
10. Click Create. The Asset 360 opens.

The status starts as Active. Other statuses are Inactive, Under Maintenance, Breakdown, Out of Service, Decommissioned and Disposed. Under Maintenance, Breakdown and Out of Service count as down. Decommissioned and Disposed assets accept no new work order and work never changes their status.

Use the Asset 360

The top shows code, status, name, path and key figures: Open WOs, Due Soon, Total Downtime, Total Cost YTD (needs cost permission), Warranty and Last Meter Reading. The ten tabs are Overview, Work Orders, Maintenance Plans, Inspections, Meter Readings, Parts, Downtime, Costs, Documents and History.

The right-hand rail has the picture, the QR code, Key Metrics, Warranty Information and Quick Actions. Create Work Order, Create Request and Schedule Maintenance start those documents for this asset. More holds Log Meter Reading, Add Meter, Record Downtime, Add Warranty, Create Warranty Claim, Record Calibration, Maintenance Assistant, New Child Asset and Open in Asset Hierarchy.

Key metrics

Example: an asset installed on 1 January has one repair job that ran 3 hours, 6 hours of unplanned downtime and 1 failure. MTTR is 3.0 hours. Availability is (hours since 1 January minus 6) divided by hours since 1 January, times 100. MTBF is hours since 1 January divided by 1 failure.

Maintenance Assistant

More > Maintenance Assistant lists the failure history, flags a recurring fault (same failure code within 90 days), estimates the risk of the next failure, lists abnormal readings and suggests parts. Every answer lists its evidence. A cost estimate appears only for people with cost permission.

Build a hierarchy

Use More > New Child Asset, or set the Parent Asset. Cost, downtime, failures and open work of children add up on the parent. Example: a 500.00 AED labour cost on job for Motor M1 shows in Line 1's Total Cost. An asset cannot be its own parent or sit under its own child: 'An asset cannot sit under itself or its own child.'

Maintenance > Assets > Asset Hierarchy shows locations and assets as one tree. Click an asset to open it.

QR code and printing

1. Click Generate QR in the rail. It encodes a2n:asset:<company>:<code>.
2. Click Print Asset Card to print the card to stick on the equipment.
3. Technicians scan the code in My Work.

Edit an asset

Click Edit, change the fields and click Save. If somebody else saved first, the system says 'Someone else changed this asset. Reload it and try again.' Reload and repeat your change. Clearing the code is refused: 'Give the asset a code.'

What happens next

Assets appear in requests, jobs, plans, meters, warranty, calibration and every report. The warranty start and end on the asset are overwritten by the longest warranty you add: see Warranty and calibration.