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Asset Module - Administration

Overview

The Administration section is where you configure the core components that power your asset management system. This is where administrators create asset categories, define custom fields, build inspection checklists, set up classifications for reporting, manage recommendations, configure automated schedules, and define asset statuses. The templates and rules you build here determine how assets are structured, what data gets captured during inspections, and how the system guides users in the field.

When you access Administration from the Asset module navigation bar, you'll see options for seven main sections: Categories, Templates, Checklists, Classifications, Recommendations, Schedules, and Asset Status.

How These Components Work Together

These components create a cohesive asset management system. You create categories, templates, statuses, and classifications as reusable building blocks. When creating assets, you assign them to a category, select a status, and optionally select a template. When conducting inspections on assets, those inspections may result in exceptions, which can be tagged with classifications for reporting and analysis.

Categories

Categories are asset types that define what kind of equipment or items you're tracking in your system. Each category represents a different kind of asset—for example, "Fire Extinguishers," "HVAC Units," or "Electrical Equipment." When you create a new asset, you select a category, which then determines which custom fields (attributes) are available for that asset.

Accessing the Categories Page

From the main navigation, select Administration, then click Categories. You'll see all categories in your system organized in a table.

Key Controls

New (+) - Create a new asset category.

Category List Columns

The Categories table displays key information about each category:

  • Attribute Group - The category name (assets assigned to this category will inherit its attributes)
  • Description - A description of what assets belong to this category
  • Attributes - A link to view and manage the custom fields associated with this category (clickable)
  • Edit - A link to edit the category name and description (clickable)
  • Delete (trash icon) - Click to delete the category

Creating a New Category

To create a new asset category:

  1. Click the New (+) button
  2. Enter a Name - This should describe the type of asset (e.g., "Fire Extinguishers," "HVAC Equipment," "Electrical Panels")
  3. Enter a Description (optional) - Provide additional context about what assets belong to this category
  4. Click Create

The category is now created and ready for you to add attributes (custom fields) to it.

Understanding Attributes

Attributes are custom fields that you assign to each category. When you add attributes to a category, those fields automatically appear on the asset creation form when users select that category. This allows you to capture category-specific information without manually configuring fields for each asset.

For example, a Fire Extinguisher category might have attributes like "Last Inspection Date" and "Expiration Date," while an HVAC Equipment category might have "Refrigerant Type" and "Last Service Date." When someone creates a new Fire Extinguisher asset, they'll see the Fire Extinguisher attributes; when they create an HVAC Equipment asset, they'll see the HVAC attributes.

Managing Category Attributes

Once you've created a category, click the Attributes link next to it to view and manage the custom fields for that category.

The attributes list displays:

  • Attribute - The name of the custom field
  • Type - The data type (text, boolean, datetime, user, textarea, etc.)

Adding Attributes to a Category

To add attributes to a category:

  1. Click the Attributes link next to the category you want to add attributes to
  2. You'll see a list of available attributes
  3. Click the checkbox next to each attribute you want to add to this category
  4. You can select multiple attributes at once

The selected attributes are immediately added to the category. The next time someone creates an asset of this category, these attributes will automatically appear on the asset creation form.

Editing a Category

To edit an existing category:

  1. Find the category in the list and click the Edit link
  2. Change the name or description if needed
  3. Click Update

Deleting a Category

To delete a category:

  1. Find the category in the list
  2. Click the trash icon on the right side of the row
  3. Confirm the deletion when prompted

Templates

Templates allow you to create reusable asset configurations that can be quickly duplicated when creating similar assets. Instead of entering the same information repeatedly for similar assets, you create a template once with default values and users can select it when creating a new asset to pre-populate those details.

Accessing the Templates Page

From the Administration section, select Templates to view all available asset templates.

Key Controls

  • New (+) - Create a new asset template.
  • Import - Import templates from an external source.
  • Actions - Perform bulk operations on selected templates:
  • Generate CSV - Export selected templates to CSV format
  • Bulk Edit Fields - Make changes to standard fields for multiple templates at once
  • Bulk Edit Custom Fields - Make changes to category-specific fields for multiple templates at once
  • Clone - Create duplicate copies of selected templates
  • Bulk Print Barcodes - Generate and print barcodes for selected templates
  • Dispose - Mark selected templates as disposed

Template List Columns

The Templates table displays key information about each template:

  • ID - Unique template identifier
  • Resources - Indicates if the template has related resources
  • Name - The template name (clickable to open the template for viewing or editing)
  • Category - The asset category this template applies to
  • Description - Additional details about the template
  • Owner - The person responsible for managing this template
  • Creator - The administrator who created the template
  • Asset ID - Template identifier
  • Status - The default status for assets created from this template
  • Created - The date the template was created
  • Barcode - Barcode associated with the template

All columns are searchable and filterable—click on any column header to search or filter by that field.

Creating an Asset Template

To create a new asset template:

  1. Click the New (+) button
  2. In the Details section, fill in the following fields:
    * Category (required) - Select the asset category this template applies to (e.g., "Fire Extinguishers," "HVAC Equipment"). This determines which custom fields (attributes) will be available.
    * Status - Select the default status for assets created from this template (e.g., "Active," "Inactive")
    * Name (required) - Enter a descriptive name for the template that indicates what type of asset it represents
    * Description (optional) - Add additional details about the template or the type of assets it's for
    * Barcode - You can either click Generate Barcode to have the system create a barcode for the template, or leave it blank to be assigned when the asset is created
    * ID - Assign a unique identifier for the template
  3. Fill in any category-specific attributes that appear based on your selected category—these optional fields will be pre-populated when users create assets from this template
  4. Click Create

The template is now created with these default values. When users select this template during asset creation, all these fields will be pre-filled, saving them time and ensuring consistency across similar assets.

Editing a Template

To edit an existing template:

  1. Find the template in the list
  2. Click the template Name to open it
  3. Make your changes to the template form
  4. Click the downward arrow in the top left corner to Sync Updated Template Info and apply your changes

Additional actions available when viewing a template:

  • Dispose Asset - Mark the template as disposed
  • Clone Form - Create a duplicate of this template
  • Create Public Asset Link - Generate a shareable link to this template
  • Create Public Inspection Link - Generate a shareable inspection link

Deleting a Template

To delete a template:

  1. Find the template in the list
  2. Click the trash icon on the right side of the row
  3. Confirm the deletion when prompted

Checklists

Checklists are inspection templates specific to asset types. These checklists define what questions inspectors should answer when conducting inspections on particular assets. A checklist is a reusable form that can be used across multiple inspections to ensure consistent data collection.

Accessing the Checklists Page

From the Administration section, select Checklists to view all asset inspection checklists.

Key Controls

  • New (+) - Create a new asset inspection checklist.
  • Published / Draft - Filter to view only published checklists (live and available to users) or draft checklists (still being edited).
  • Search Name - Find a specific checklist by entering its name.
  • Manage Question Types - Access question type settings to create or modify the types of questions available for use in checklists.

Checklist List Columns

The Checklists table displays key information about each checklist:

  • ID - Unique checklist identifier
  • Name - The checklist name (clickable to open the checklist for viewing or editing)
  • Status - Whether the checklist is Published or Draft
  • Created - The date the checklist was created
  • Delete (trash icon) - Click to delete the checklist

Understanding Draft and Published States

Checklists exist in two states that control their availability to users:

  • Draft - A working version of a checklist that is not yet deployed. Draft checklists are only visible to administrators and are not available for users to select when creating inspections. You can edit drafts freely without affecting any live checklists.

  • Published - A finalized checklist that is available for users to select when creating inspections. Published checklists are locked and cannot be directly edited.

Creating a New Checklist

To create a new checklist:

  1. Click the New (+) button
  2. Enter a Checklist Name (e.g., "Fire Extinguisher Inspection," "HVAC Unit Quarterly Check")
  3. Click Create

You'll now be in the checklist editor where you can add sections and questions.

Understanding Checklist Structure

A checklist is organized into sections, and each section contains questions. This hierarchical structure helps organize complex inspections into logical groupings.

  • Sections - Logical groupings of related questions (e.g., "Exterior Condition," "Safety Features," "Documentation"). Sections help organize your checklist into manageable groups.

  • Questions - Individual items that inspectors answer (e.g., "Is the equipment functioning properly?"). Questions capture the actual data during inspections.

Adding Sections to a Checklist

Sections help organize your checklist into manageable groups. For example, a Fire Safety checklist might have sections like "Exits," "Fire Extinguishers," and "Emergency Lighting." You can reorder sections using the arrow buttons next to the section to arrange them in the correct sequence.

To add a section:

  1. Click (+) Section
  2. Enter the section name
  3. You can now either:
    * Click Create to create the section and be taken to where you can add questions and classifications
    * Click Help Info to add a resource
    * Go to the Recommendation Library to add a recommendation or add a group of recommendations
  4. Once created, click Open next to the section to add questions

The section appears in your checklist, ready for questions to be added.

Managing Question Types

The Manage Question Types menu allows you to create and configure the question types that will be available when building checklists. These are pre-configured question sets that define what kind of responses inspectors can provide. Question types must be created here first before they appear as options when adding questions to checklist sections. This menu can be accessed at the main Checklists page and within the checklist editing page.

Common question types you can create include:

  • Text - Short text entry for alphanumeric responses
  • Text Area - Larger text box for longer responses
  • Integer - Whole numbers only
  • Decimal - Numbers with decimal points
  • Boolean - True or False only
  • Date - Date entry only
  • Date Time - Both date and time entry
  • Tally - A counter (increment/decrement values)
  • List: Single Select - Dropdown where inspectors pick one option
  • List: Multi Select - List where inspectors can pick multiple options
  • Photo - Attach a photo
  • Signature - Capture a digital signature

Question Workflow Options are also found in the Manage Question Types menu. These options control inspector behavior when answering questions:

  • Hide Photo button - Removes the option to attach photos
  • Hide Note button - Removes the option to add notes
  • Hide Exception button - Removes the option to create exceptions
  • Hide Exception button when Zero Exceptions - Hides exception creation when no exceptions exist
  • Disallow Exception photos - Prevents photos from being attached to exceptions
  • Hide Exception Classifications - Removes classification options from exceptions
  • Disallow freeform Exception text - Prevents inspectors from entering custom exception text
  • Ignore default Exception Priority - Disables automatic priority assignment
  • Hide Recommendations Library - Removes access to recommendations during inspections
  • Default Due Date Offset - Sets a default number of days for exception due dates

To add a new question type:

  1. Click Manage Question Types
  2. Click New (+) in the top left
  3. Enter a name for your question type
  4. Select a data type from the available options
  5. Select any needed workflow options
  6. Click Save

To edit an existing question type:

  1. Click Manage Question Types
  2. Scroll through the list of question types
  3. Click Edit next to the question type you want to modify
  4. Make your changes (name, data type, workflow options)
  5. Click Save

Creating Lists for Single/Multi Select Questions

When you create a List: Single Select or List: Multi Select question type, you need to have a list of answer options available.

To create a new list:

  1. Click Manage Question Types
  2. Click the Add List tab
  3. Enter the list name
  4. Click the + button to add answer values
  5. Enter each answer value (e.g., "Pass," "Fail," "N/A")
  6. Click Save

To edit an existing list:

  1. Click Manage Question Types
  2. Click the Edit List tab
  3. Select the list from the dropdown
  4. Modify the answer values as needed
  5. Click Save

Adding Questions to Sections

Once you've created a section, you need to open it to add questions and classifications.

To add a question to a section:

  1. Click Open next to the section where you want to add questions
  2. The section expands showing columns for #, Text, Type, Required, Classification, and Actions
  3. Click Add Question at the bottom of the section
  4. You'll be taken to a menu where you can configure the question:
    * Enter the question text
    * Select the question type from the dropdown—you'll see the pre-configured question types that have been created in the Manage Question Types menu
    * Check Required if the question must be answered before completing the inspection
  5. Click Save

The question now appears in your section.

Adding Classifications to Questions

Classifications are data tags that allow you to label and organize inspection and exception data for reporting purposes. Once a question is added, you can attach a classification to it.

To add a classification to a question:

  1. In the expanded section view, locate the Classification column for your question
  2. Click to select a classification
  3. The classification is now linked to the question

When inspectors answer this question and create exceptions from their findings, the classification data will automatically carry over for reporting and analysis.

Adding Help Information

Help information provides guidance to inspectors when they're answering questions. You can add help at the checklist level or section level. Help can include descriptions, URLs, or uploaded files.

There are two ways to add help:

Method 1: Using the Add Help button

To add help at the checklist level:

  1. Look for Add Help at the top of the checklist
  2. Click and configure your help information (description, URL, or file)
  3. Click Update

Your help will be available to all questions in the checklist

Method 2: Using (+) Section and navigating to Help Info

When creating a new section:

  1. Click (+) Section
  2. Enter the section name
  3. Click the Help Info tab
  4. Click Add Resource
  5. Configure your help information (description, URL, or file)
  6. Click Update
  7. Then click Create to create the section with help already configured

Setting a Default Template

You can set a default template at the checklist level to pre-fill certain values when inspections are created from this checklist.

To set a default template:

  1. Look for the Default Template option in your checklist
  2. Configure the default values you want to apply
  3. Click Save

These default values will be applied when users create new inspections using this checklist.

Linking Recommendations

Recommendations are pre-written suggestions that appear to inspectors based on their findings. You can link recommendations at the checklist or section level.

To add recommendations to a section:

Method 1: When creating a new section

  1. Click (+) Section
  2. Enter the section name
  3. Click the Recommendation Library tab
  4. Choose either:
    * Add a Recommendation - Select and add individual recommendations
    * Add a Group of Recommendations - Add an entire group at once
  5. Click Update
  6. Then click Create to create the section with recommendations already configured

Method 2: When editing an existing section

  1. Click Edit next to the section
  2. Click the Recommendation Library tab
  3. Choose either:
    * Add a Recommendation - Select and add individual recommendations
    * Add a Group of Recommendations - Add an entire group at once
  4. Click Update

To add recommendations at the checklist level:

  1. Look for Add Recommendations at the top of the checklist
  2. Click and select your recommendations

Conditionals Tab

The Conditionals tab allows you to set up logic-based rules that control question behavior based on how inspectors answer other questions. This enables dynamic checklists that adapt to inspection findings.

Setting up conditional logic:

  1. Click the Conditionals tab at the top of the checklist
  2. Click Add Condition
  3. Add a Description for the conditional rule
  4. Click IF + to add a new conditional rule
  5. Configure the condition:
    * Select the question you want to create a condition on
    * Select an operator from the dropdown (options include "is" or "is not")
    * Select the value to test against (e.g., True, False for boolean questions)
  6. Configure the action:
    * In the THEN section, select what should happen from the dropdown:
    • hide - Hides the specified questions
    • require - Makes the specified questions required
    • disable - Disables the specified questions
    • Select which question(s) the action should apply to
  7. Click Save

The conditional rule is now active. When inspectors answer questions that meet your IF condition, the system will automatically perform the THEN action on the specified questions.

Publishing a Checklist

Once your checklist is complete and tested, you need to publish it to make it available for use in inspections.

To publish a checklist:

  1. Look for the Publish button in the checklist editor
  2. Review the checklist one final time
  3. Click Publish

The checklist is now live and inspectors can select it when creating new inspections. Draft checklists are only visible to administrators and won't appear in the inspection creation flow.

Editing a Published Checklist

To create a draft of a published checklist:

  1. Click on the published checklist name
  2. Click the Edit button at the top
  3. A warning will appear: "You are attempting to EDIT this checklist. Doing so will create a draft version which can be edited. The current published checklist will remain available for users and changes made to the draft will not be reflected in the checklist until the new draft version is published. Do you want to proceed?"
  4. Click Yes to confirm
  5. A success message will appear: "Success! Your draft is now being created and should be ready shortly. Please note that large checklists may take several minutes."
  6. Navigate back to the Checklists list and filter for Draft status to find your new draft
  7. Make your changes to the draft
  8. Click Publish when ready

The checklist is now updated and available for users to select when creating inspections.

Note: Creating a draft from a published checklist may take a moment to process. If you don't see it in your Draft list immediately, wait and refresh.

Once a checklist is published, you can generate a shareable link to it:

  1. Click on the published checklist name in the Checklists list
  2. Click Generate Link at the top
  3. The system will create a shareable link you can distribute

Deleting a Checklist

To delete a checklist:

  1. Find the checklist in the list
  2. Click the trash icon on the right side of the row
  3. Confirm the deletion when prompted

Classifications

Classifications are data tags that help you organize and report on exception and inspection data related to your assets. Instead of manually sorting through hundreds of exceptions, you can tag them with classifications and then run reports by classification.

For example, you might create a classification called "OSHA Code" and add various OSHA code references underneath. Then, when exceptions are created, they can be tagged with the relevant OSHA codes, making it easy to filter, analyze, and report on exceptions by regulatory compliance.

Accessing the Classifications Page

From the Administration section, select Classifications to view all available classifications.

The Classifications page displays a list of all classifications in your system. When you click Values next to a classification, the page displays a split-screen view with classifications on the left and that classification's values on the right.

Key Controls

  • New (+) - Create a new classification.
  • Values - Click next to any classification to view and manage its values.
  • Edit - Click to edit a classification name or a value name.
  • Delete (trash icon) - Click to delete a classification or value.

Creating a Classification

A classification is a category or tag that you define. Once created, you add specific values to it that users can apply to exceptions and inspection data.

To create a new classification:

  1. Click the New (+) button
  2. Enter a Name (e.g., "OSHA Code," "Maintenance Type," "Equipment Status")
  3. Select a Type:
    * Single-select - Users can only assign one value from this classification to a record
    * Multi-select - Users can assign multiple values from this classification to a record
  4. Click Create

The classification is now created and ready for you to add values to it.

Understanding Single-Select vs. Multi-Select

  • Single-select Classifications - Users can only assign one value from this classification to a record. Use this for properties that can only have one state at a time (e.g., "Status: Active/Inactive/Retired").

  • Multi-select Classifications - Users can assign multiple values from this classification to a record. Use this when a record might have multiple tags (e.g., "Issues Found: Rust, Dent, Corrosion"—all could apply).

Adding Values to a Classification

Once you've created a classification, you need to add the specific values that users can apply to exceptions and inspection findings.

To add a value:

  1. Click Values next to the classification you want to add values to
  2. The page displays a split-screen view with classifications on the left and values on the right
  3. Click the New (+) button in the values panel
  4. Enter the value name (e.g., if the classification is "OSHA Code," a value might be "1904.12" or "1910.95")
  5. Click Create

The value now appears in the classification's values list. Repeat to add as many values as needed.

Editing a Classification

To edit a classification name:

  1. Find the classification in the list
  2. Click Edit next to the classification
  3. Update the name
  4. Click Update

Editing Classification Values

To edit a value within a classification:

  1. Click Values next to the classification to view its values in the split-screen view
  2. Find the value you want to edit in the values panel
  3. Click Edit next to the value
  4. Update the value name
  5. Click Update

Deleting Classifications and Values

To delete a classification:

  1. Find the classification in the list
  2. Click the trash icon next to the classification
  3. Confirm the deletion when prompted

To delete a value:

  1. Click Values next to the classification to view its values in the split-screen view
  2. Find the value you want to delete in the values panel
  3. Click the trash icon next to the value
  4. Confirm the deletion when prompted

Recommendations

Recommendations are pre-written suggestions that appear to inspectors based on their findings during asset inspections. Users can use recommendations as templated descriptions for exceptions, helping ensure consistent responses and corrective actions across your organization. You can use classifications to further track recommendations when creating exceptions.

For example, instead of inspectors typing out corrective actions each time, you can create a recommendation titled "HVAC unit requires filter replacement" with detailed text explaining the maintenance procedure and frequency. Tag it with relevant classifications like "Preventive Maintenance / HVAC" and group it under "Equipment Maintenance" so inspectors can quickly find and apply it consistently across all asset inspections.

Accessing the Recommendations Page

From the Administration section, select Recommendations to view all available recommendations.

The Recommendations page displays all recommendations in your system. Each recommendation shows:

  • ID - Unique identifier
  • Title - The name of the recommendation
  • Text - The full text that will appear when the recommendation is selected
  • Classifications - Any classification values tagged to this recommendation
  • Groups - Groups this recommendation belongs to if it was added to a group

Key Controls

  • New (+) - Create a new recommendation.
  • Bulk Actions - Perform actions on multiple selected recommendations at once. Available actions include:
  • Apply Classification
  • Remove Classification
  • Apply Group
  • Remove Group
  • Search Title - Find a recommendation by its name.
  • Filters - Narrow down recommendations by name, text, or classification.
  • Manage Groups - Organize recommendations into logical groups.

Creating a Recommendation

To create a new recommendation:

  1. Click the New (+) button
  2. Enter a Title - This is the name users will see when searching for recommendations (e.g., "Move fire extinguisher," "Schedule maintenance")
  3. Enter the Text - This is the full text that will appear when the recommendation is selected by an inspector
  4. Choose if it's Editable or not:
    * Editable \= True - Inspectors can modify the recommendation text if needed
    * Editable \= False - Inspectors must use the recommendation exactly as written
  5. Associate any Classifications if desired - Tag this recommendation with classification values so you can filter and report on it later
  6. Assign to Groups if desired - Organize this recommendation into one or more groups (e.g., "Fire Safety," "Equipment Maintenance")
  7. Click Create

The recommendation is now created and available to link to checklists and sections.

Editing a Recommendation

To edit an existing recommendation:

  1. Find the recommendation in the list and click its name
  2. Change the title, text, editable setting, classifications, or group as needed
  3. Click Update

Using Bulk Actions

Bulk Actions allow you to apply or remove classifications and groups from multiple recommendations at once.

To use Bulk Actions:

  1. Select the checkboxes next to the recommendations you want to modify
  2. Click Bulk Actions
  3. Choose an action:
    * Apply Classification - Add a classification to selected recommendations
    * Remove Classification - Remove a classification from selected recommendations
    * Apply Group - Add selected recommendations to a group
    * Remove Group - Remove selected recommendations from a group
  4. Follow the prompts to complete the action

Deleting a Recommendation

To delete a recommendation:

  1. Locate the recommendation in the list
  2. Click the trash icon next to the recommendation
  3. Confirm in the pop-up that you want to delete it

Warning: Once deleted, the recommendation cannot be recovered. However, deleting a recommendation does NOT affect exceptions or inspections that already used it—those records keep the text as it was.

Schedules

Schedules allow you to automate tasks in your asset system. You can schedule CSV reports for any Asset, Inspection, Exception, or Question to be sent to recipients via email. You can schedule email notifications with lists of records that need to be reviewed, with each email containing clickable links to the records. You can also schedule a variety of actions to be taken on records, such as automatically creating inspections on a recurring basis or bulk updating asset properties.

Accessing the Schedules Page

From the Administration section, select Schedules to view all scheduled tasks.

The Schedules page displays all scheduled tasks in your system. Each schedule shows:

  • Name - The name of the scheduled task
  • Description - Optional description of what the task does
  • Owner - The person responsible for the schedule
  • Type - The type of task (Notifications, Reports, or Actions)
  • Start Date - When the schedule begins
  • End Date - When the schedule ends (or the end of the recurring period)
  • Recurrence - How often the task runs (Daily, Weekly, Monthly, Yearly, or One-Time)
  • Tasks - The number of tasks associated with this schedule

Key Controls

  • New (+) - Create a new schedule.
  • Search - Find a schedule by name.
  • Owner - Filter schedules by owner.
  • Recurrence - Filter schedules by recurrence pattern (Daily, Weekly, Monthly, etc.).
  • Start - Filter by start date.
  • End Recurring Date - Filter by end date.
  • Plus (+) - Click to add additional tasks to an existing schedule.
  • Edit - Click to modify the schedule (title, start date, end date, description, recurrence, or owner).

Creating a Schedule

To create a new schedule:

  1. Click the New (+) button
  2. Enter a Title - The name of your schedule (e.g., "Monthly Fire Extinguisher Inspections")
  3. Enter a Start Date - When you want the schedule to begin (format: MM/DD/YYYY HH:mm:ss)
  4. Enter an End Date (optional) - When the schedule should stop running
  5. Enter a Description (optional) - Additional details about the schedule
  6. Set the Recurrence (optional) - How often the task should run:
    * Click "Click to add a rule" to set up recurrence
    * Options include: Daily, Weekly, Monthly, Yearly, or custom patterns
  7. Select the Owner - Who is responsible for this schedule
  8. Click Create Schedule

After creating the schedule, you'll be prompted to configure what the schedule does.

Three Types of Scheduled Tasks

When you create a schedule, you choose what the schedule will do:

  • CSV Reports - Schedule CSV reports for any Asset, Inspection, Exception, or Question. The report will be sent to recipients via email.

  • Notifications - Schedule an email notification with a list of records that need to be reviewed. The email will contain clickable links to each record.

  • Actions - Schedule a variety of actions to be taken on records.

CSV Reports

CSV Reports allow you to schedule automated reports that export data in CSV format and send them via email on a recurring basis.

CSV Report Types

When you choose CSV Reports, you select which type of data to report on:

  • Asset CSV - A CSV report of Assets that meet certain criteria. Use this for regular asset inventory analysis and reporting.

  • Inspection CSV - A CSV report of Inspections that meet certain criteria. Use this for inspection performance tracking and analysis.

  • Exception CSV - A CSV report of Exceptions that meet certain criteria. Use this for exception trend analysis and status tracking.

  • Question CSV - A CSV report of Questions (inspection responses) that meet certain criteria. Use this for detailed inspection data analysis.

Creating a CSV Report Task

To create a CSV report task:

  1. From Schedule Information, choose CSV Reports as your schedule type
  2. Select the CSV report type (Asset CSV, Inspection CSV, Exception CSV, or Question CSV)
  3. Enter a Report Name - What you want to call this report
  4. Select Recipients - Who should receive this email
  5. Choose whether to send sub-reports to owners of records
  6. Click Continue
  7. Select a Template for how the data is displayed (Standard is the default)
  8. Specify Filters - Which records to include in the report
  9. Set Date Ranges for when to include records (each date field has Library preset ranges and Advanced custom date ranges options for greater finetuning)
  10. Verify everything is correct on the final menu
  11. Click Create Task

Notifications

Scheduling notifications allows you to send an email with a list of records that need to be reviewed. The email that is sent will contain clickable links to each record included in the notification.

Notification Types

When you choose Notifications, select which type of notification you want:

  • Asset Notification - An email with a list of Assets that meet the selected criteria. Use this to alert team members about specific assets that need attention.

  • Inspection Notification - An email with a list of Inspections that meet the selected criteria. Use this to remind inspectors about upcoming or overdue inspections.

  • Exception Notification - An email with a list of Exceptions that meet the selected criteria. Use this to alert team members about issues that need to be addressed.

Creating a Notification Task

To create a notification task:

  1. Click New (+) in the main Schedules page
  2. Complete the Schedule information page to create a new schedule
  3. Choose Notifications as your schedule type
  4. Select the notification type (Asset Notification, Inspection Notification, or Exception Notification)
  5. Enter a Report Name - What you want to call this notification
  6. Select Recipients - Who should receive this email
  7. Choose whether to send sub-reports to owners of records
  8. Click Continue
  9. Select a Template for how the notification data should be formatted
  10. Specify Filters - Which records to include in the notification
  11. Set Date Ranges for when to include records (each date field has Library preset ranges and Advanced custom date ranges options for greater finetuning)
  12. Verify everything is correct on the final menu
  13. Click Create Task

The notification email will include clickable links to each record for easy access.

Actions

Actions allow you to schedule automated actions to be taken on records.

Action Types

When you choose Actions, select which type of action you want to perform:

  • Asset Inspection - Schedule an inspection or series of inspections to be created on a single Asset. Use this when you want to automatically create recurring inspections for a specific asset on a regular schedule.

  • Asset Dynamic Inspection - Schedule an inspection or series of inspections on all Assets that meet certain criteria. Use this when you want to automatically create inspections for multiple assets that match specific conditions (e.g., all Fire Extinguishers, or all assets in a certain location).

  • Asset Update - Update properties on all Assets that meet certain criteria. Use this to bulk update asset information based on specific conditions without manually editing each asset individually.

Asset Inspection

The Asset Inspection schedule type allows you to create recurring Inspections for individual Assets. This workflow automatically generates Inspections based on defined criteria, ensuring Assets receive regular inspections according to your organization's maintenance schedules.

Creating an Asset Inspection Schedule

To create an Asset Inspection schedule, navigate to Administration > Asset > Schedules and select the Asset Inspection option.

Step 1: Task Info

Provide a name for the scheduled task. This name helps identify the purpose and scope of the scheduled Inspections.

Field:

  • Task name* - Required. Enter a descriptive name for this scheduled task (e.g., "Monthly Fire Extinguisher Inspections").

Click Continue to proceed to the next step.

Step 2: Filters

Define which Assets should have Inspections created by specifying filter criteria. You can search by as many or as few fields as needed.

Available Filters:

  • Category - Select a specific Asset Category from the dropdown. This determines which type of Assets will be included in the schedule.

  • Asset Status - Filter by operational status using checkboxes:

  • Display Inactive

  • Active
  • Available for Use
  • Broken
  • Repair

  • Name - Filter by Asset name (text field).

  • Barcode - Filter by Asset barcode identifier (text field).

  • Asset ID - Filter by Asset ID number (text field).

  • Location - Click Select Location to choose specific location(s) where Assets must be located.

  • Owner - Select specific user(s) from the dropdown to filter by Asset owner.

  • Creator - Select specific user(s) from the dropdown to filter by who created the Asset record.

Click Continue to proceed to date range selection.

Step 3: Dates

Specify when Assets were created to determine which Assets receive scheduled Inspections. This step is optional unless an asterisk (*) designates it as required.

Library Tab:

Select from preset date ranges:

  • Prior day - Filter for previous day
  • Last week - Filter for previous 7 days
  • Last 2 weeks - Filter for previous 14 days
  • Last 3 weeks - Filter for previous 21 days
  • Last Month - Filter for entire previous month

Advanced Tab:

Create custom date ranges relative to when the scheduled task executes:

  • Range Type - Select unit of time (Days, Weeks, Months, etc.) from the first dropdown.

  • # of Days - Select number of units from the second dropdown.

  • From | Min | Greater Than - Define the minimum threshold:

  • Enter number of Day(s) in the text field

  • Select AFTER/BEFORE from dropdown
  • The calculation is relative to "the Task Group run time"
  • OR Time of Task Group run time? - Optional checkbox
  • OR No Greater Than? - Optional checkbox

  • To | Max | Less Than - Define the maximum threshold:

  • Enter number of Day(s) in the text field

  • Select AFTER/BEFORE from dropdown
  • The calculation is relative to "the Task Group run time"
  • OR Time of Task Group run time? - Optional checkbox
  • OR No Less Than? - Optional checkbox

The Advanced options allow you to create dynamic date ranges that calculate based on when the scheduled task actually runs, ensuring the schedule remains current as time progresses.

Click Continue to proceed.

Step 4: Attribute Filters

Optionally filter Assets by specific attributes configured in your Asset Categories. This step is optional unless an asterisk (*) designates a required field.

Available Attributes:

Select an attribute to filter on from the dropdown. The available attributes depend on what has been configured in your Asset Categories and Templates. Common examples might include custom date fields, hazard classifications, equipment specifications, or other organization-specific properties.

Click Continue to proceed after selecting any desired attribute filters, or click Continue without selections to skip this optional step.

Step 5: Job Update

Set default values that will be applied to each Inspection created by this schedule.

Fields:

  • Checklist* - Required. Select which Checklist will be assigned to the created Inspections. Use the dropdown to choose from available Asset Checklists.

  • Duration - Select the estimated duration for each Inspection from the dropdown:

  • Minute

  • Hour
  • Day
  • Month
  • Notification Email - Optional checkbox. When enabled, notification emails are sent for the created Inspections.

Click Continue to proceed to the review screen.

Step 6: Review

Review the scheduled task configuration before creation. The Review screen displays:

Task Info:

  • Task name - The name you provided in Step 1

Selections:

  • Category - The Asset Category you selected
  • Created - The date range criteria (displays "No preview available" if using Advanced date options that calculate at runtime, or shows the specific date range if using Library presets)

Inspection Defaults:

  • Checklist - The Checklist that will be assigned to created Inspections

Click Create Task to finalize and activate the scheduled task, or click Back to return to previous steps to make changes.

Important Notes

  • Asset Inspections created by this schedule will automatically use the Checklist and default settings specified in Step 5.
  • The date range in Step 3 determines which Assets are eligible based on their creation date, not when Inspections are performed.
  • Advanced date options calculate relative to the Task Group run time, allowing the schedule to remain current as time progresses.
  • Filter criteria work together - Assets must match ALL specified criteria to have Inspections created.
  • You can combine multiple filtering approaches (Category + Status + Location, etc.) to precisely target which Assets receive scheduled Inspections.

Managing Schedules

To manage an existing schedule, look for the controls on the right side of each schedule row:

  • Plus (+) - Click to add additional tasks to an existing schedule.
  • Edit - Click to modify the schedule (title, start date, end date, description, recurrence, or owner).

Multiple Tasks Per Schedule

A single schedule can have multiple tasks associated with it. This allows you to group related automated tasks together. The Tasks column shows how many tasks are currently assigned to each schedule.

Deleting a Schedule

To delete a schedule:

  1. Select the checkbox to the left of the schedule name
  2. A delete button will appear at the top of the page
  3. Click it to remove the schedule permanently

Asset Status

Asset Status defines the available status options for assets in your system. When users create or edit assets, they select from the statuses you configure here. These statuses help you track the operational state of your assets—for example, whether equipment is Active, Broken, Available for Use, or in Repair.

Accessing the Asset Status Page

From the Administration section, select Asset Status to view all available asset statuses.

Key Controls

New (+) - Create a new asset status.

Asset Status List

The Asset Status page displays all available statuses in your system:

  • Name - The status name (e.g., "Active," "Broken," "Repair," "Available for Use")
  • Edit - A link to edit the status name (clickable)

Creating a New Asset Status

To create a new asset status:

  1. Click the New (+) button
  2. Enter a Name for the status (e.g., "Out of Service," "Retired," "Under Maintenance")
  3. Click Create

The status is now available for users to select when creating or editing assets.

Editing an Asset Status

To edit an existing asset status:

  1. Find the status in the list
  2. Click the Edit link next to it
  3. Update the name as needed
  4. Click Save

Deleting an Asset Status

To delete an asset status:

  1. Find the status in the list
  2. Click the delete icon (trash can)
  3. Confirm the deletion when prompted