Assets & inspections creation guide

Manual for Asset and Inspection Creation Process

This guide explains the step-by-step process to create Assets, Asset Types, Inspection Types, and link Forms properly for inspection tracking.

Step 1: Create Asset Type

1. Navigate to Assets > Types
2. Click "Add Type"

3. Fill in the fields:
   • Name - name that reflects the purpose or category of the asset’s type
   • External ID -Used for integration or reference with external systems.
4. Click Save

⚠️ Each asset must belong to a type.

All created asset types will be listed in the Asset Types screen.

 

Step 2: Create Asset

1. Navigate to Assets
   
2. Click "Add Asset"

3. Fill in the fields: 

Type Clicking the Type field will open a dropdown list of all existing asset types. Scroll through the list and select the appropriate type for this asset. ID This is a required unique identifier for the asset. Enter manually or use the barcode scanner button to auto-fill. Name This field can be auto-generated based on the selected Type and ID, It can also be edited. Status - active/ inactive/ broken Location A selection of locations managed through the Locations module by a dropdown list.    Expiration date: this expiration date is ONLY for the asset itself.  For equipment that does not require an expiration date (forklifts or trucks), the validity field can be cleared by clicking the X icon next to the date selector. This will remove the expiration setting from the record.

4. Click save.

5. All assets created appears on the main assets screen, there are two display modes to visualize and manage asset data:

Note: it is possible to create many assets by importing an excel file.  

• List View

• Displays assets in a structured table format.
• Each row represents an individual asset with key information. 
  To sort columns click on column headers.

•  Card View

  • Groups assets by type, displaying them in visual cards.
  • The view displays only active assets. 
    Items marked as inactive or deleted are excluded from the total count.
  • Each card includes:
    • The asset type name
    • The total number of assets
    • A breakdown by status.

Switching Views:
You can toggle between the two views using the icons next to the search bar.
The selected view will be highlighted in purple.

Step 3: Create Inspection Type

1. Navigate to Inspections > Types
   
2. Click "Add type"
   
3. To create a new inspection type, fill in the required fields:

• Name- Enter a clear and descriptive name for the inspection type.
• Recurrency Type - In order to create an inspection, it is required to define its recurrence (cycle) type.
  
  The system supports two main types:
  
   
  1. Fixed Cycle (Cyclic Inspection – by Days)
     Recurrency Type: Fixed
     Recurrency (Days): A specific number of days.
     Inspection is expected every X days regardless of the calendar.
     If not performed on time, the inspection becomes Expired but remains Required.
     Note: No automatic scheduling is applied — it's manually triggered or based on logic from the system.
     
      
  2. Periodic Cycle (Calendar-Based)
     Recurrency Type Options: Daily, Weekly, Monthly, Quarterly, Yearly
     Recurrency (Days): Defines how often to expect the inspection
     Inspection is expected during the defined period.
     If not performed within that period, it becomes Missing and is considered unperformable after the due date.
      
• Form is Required - Select Yes if a form must be completed as part of the inspection process.
  When set to Yes, you must link a form by entering its Form ID and the form must have the Inspection Type Setup (elaborated on "Create & Connect a Form" article ).
  .
• Ownership Type - Indicates who is responsible for the inspection.

1. If Ownership type = OrgUnit 
   Then fill the criteria Organizational Unit-  Select the relevant org unit using the scanner or search.
    
2. If Ownership type = Users
   Then fill the criteria User -Assign a specific user to be responsible for this inspection type.

Note: you need to fill only one option of the entity.
 

4. Click Save

Step 4: Link Inspection Type to Asset Type

1. Go back to the Asset Type tab.

2. Click on the asset type you created.
3. Click "Add Equipment Inspection Type"

4. Select the inspection type created by typing the name of the relevant inspection (at least 3 characters for auto-fill)

5. Click Save - and you can view it on the inspection card of the asset type you’ve selected.