Asset Module - Results

Overview

The Results section is your operational hub for managing physical equipment and assets across your organization. When you first navigate to the Asset module, you land on the Results page, which provides access to three main components that work together to track assets, document inspections, and manage maintenance issues.

Assets - The physical equipment, machinery, facilities, or other items in your organization that need to be tracked and managed. Assets can include HVAC systems, fire safety equipment, electrical infrastructure, machinery, chemical tracking and more.

Inspections - Completed checklists conducted on specific assets that document field observations, collect data, and identify issues. Inspections are linked to assets to build maintenance history.

Exceptions - Issues, findings, or work orders associated with assets that require corrective action. Exceptions help you track problems with specific assets and plan maintenance.

Accessing the Results Page

Navigate to the Results section from the Asset module navigation bar. You'll see three tabs: Assets, Inspections, and Exceptions. Click the tabs to switch between sections.

The Assets Tab

The Assets tab is your primary workspace for viewing, creating, and managing asset records. At a glance, you can see all assets in your system, organized in a searchable list.

Key Controls

New (+) - Click the dropdown to see your options:

• Create - Create a new asset from scratch
• Create from Template - Create a new asset using an existing asset template (if available)

Actions - Perform bulk operations on selected assets:

• Generate CSV - Export selected assets to CSV format
• Bulk Edit Fields - Make changes to standard fields for multiple assets at once
• Bulk Edit Custom Fields - Make changes to category-specific fields for multiple assets at once
• Clone - Create duplicate copies of selected assets
• Bulk Print Barcodes - Generate and print barcodes for selected assets
• Dispose - Mark selected assets as disposed or removed from service

Quick Filters - For more granular control, use the Quick Filters dropdown to narrow down your view:

• All - Shows all assets in the system
• Parents - Filter assets by parent status
• Children - Filter assets by child status

Search by Name - Enter an asset name to quickly find the one you're looking for.

Calendar View - Click the calendar icon to view assets in a calendar format. Select from various asset-specific date fields to display assets based on different date criteria.

Preference - Customize which columns display and how the list is organized.

Asset List Columns

The assets table displays key information about each record:

• ID - Unique asset identifier
• Resources - Indicates if the asset has related resources (inspections, exceptions)
• Name - The asset name (clickable to open the asset details for viewing or editing)
• Category - The asset category or type (e.g., "HVAC Equipment," "Fire Safety," "Electrical")
• Location - Where the asset is located in your facility
• Description - Additional details about the asset
• Owner - The person responsible for managing or maintaining the asset
• Creator - The administrator who created the asset record
• Asset ID - Additional asset identifier (system-generated or manually assigned)
• Status - The current state of the asset (Active, Inactive, Retired, etc.)
• Created - The date the asset was created
• Barcode - A barcode or QR code associated with the asset for tracking purposes

All columns are searchable and filterable—click on any column header to search or filter by that field. Click + Col on the far right to add additional columns to your view.

Creating a New Asset

When you create a new asset, you'll select a category that determines what additional fields are available. Asset categories (configured by administrators in the Administration tab) define which custom fields appear based on the type of asset you're creating.

To create a new asset:

1. Click the New (+) dropdown and select Create
2. Fill in the required fields (marked with red asterisks):
   * Category - Select the asset category or type from the dropdown (e.g., "HVAC Equipment," "Fire Safety," Chemical). The category determines which additional fields will be available.
   * Status - Select the status of the asset from the dropdown (e.g., "Active," "Inactive," "Retired")
   * Name - Enter a descriptive asset name (e.g., "Main Conference Room HVAC Unit," "Emergency Exit Door - Building A")
   * Location - Search for and select the location where the asset is located
3. Optionally add:
   * Description - Additional details about the asset, such as model number, manufacturer, or maintenance notes
   * Owner - Select who is responsible for managing or maintaining this asset
   * Display Inactive - Check this box to view and select inactive items when filling out optional fields
   * ID - Assign a unique identifier for the asset
4. Complete any optional fields that appear based on your selected category (these vary by category and are configured by your administrator). Some category-specific fields may be required depending on how your administrator configured the asset category.
5. Click Create to finalize and save the asset

Note: After selecting a category, additional optional fields will appear. Field types include Text (alphanumeric), Integer (whole numbers), Decimal (numbers with decimals), Date, Date Time, Single List Select (pick one option), and Multi List Select (pick multiple options). Contact your administrator if you need new fields added for a specific asset type.

Creating an Asset from a Template

Asset templates (configured by administrators in the Administration tab) provide pre-configured starting points for creating assets with commonly used settings and field values.

To create an asset from a template:

1. Click the New (+) dropdown and select Create from Template
2. Select the template you want to use from the available options
3. The asset creation form opens with pre-filled values from the template
4. Review and edit the parameters as needed—you can modify any field to customize the asset for your specific use case
5. Click Create to finalize and save the asset

Templates save time when creating similar assets by pre-populating common information while still allowing you to customize details for each individual asset.

Editing an Asset

To edit an existing asset:

1. Search for or filter the asset you want to edit from the Assets tab
2. Find the asset in the list and click the Edit link on the right side
3. The asset details page opens showing all fields
4. Find the field you wish to modify
5. Make your change
6. Click Save next to that specific field to save your modification
7. Repeat for any additional fields you need to edit

Note: Each field is saved individually—click the Save button next to each field after making changes.

Deleting an Asset

To delete an asset:

1. Search for or filter the asset you want to delete from the Assets tab
2. Find the asset in the list
3. Click the trash can icon on the far right of the row
4. Confirm that you want to delete the asset when prompted

Warning: There is no undo after you delete an asset. Make sure you no longer require the asset before deleting it.

Working with Actions

The Actions feature enables you to make changes to multiple assets at once:

1. Select the checkboxes next to the assets you want to modify
2. Click Actions
3. Select the action you want to perform:
   * Generate CSV - Export selected assets to CSV format
   * Bulk Edit Fields - Change standard fields (Owner, Status, Location, Description) for all selected assets at once
   * Bulk Edit Custom Fields - Change category-specific fields for all selected assets at once
   * Clone - Create duplicate copies of selected assets
   * Bulk Print Barcodes - Generate and print barcodes for selected assets
   * Dispose - Mark selected assets as disposed or removed from service
4. Follow the prompts to complete the action

Pro Tip: Use actions to efficiently manage large groups of assets that need the same change.

Pro Tip: When reconciling asset locations (especially for chemical inventory), you may encounter assets that are missing but you're unsure whether they've been consumed or moved elsewhere. Rather than immediately marking them inactive or deleting them, consider creating a "Parking Lot" or "Pending Review" location and using Bulk Edit Fields to move uncertain assets there temporarily. This preserves the records while you investigate their status.

Exporting Asset Data

To export your asset data:

1. Apply any filters to narrow down the assets you want to export
2. Click the Actions dropdown
3. Select Generate CSV
4. The system generates the CSV file and emails it to you

Pro Tip: CSV exports may take several minutes to generate depending on the number of records. If you don't see an email after several minutes, check your spam folder for emails from support@simplebutneeded.net. CSV export is limited to 50,000 records—if you need more, apply filters and make multiple requests.

The Inspections Tab

The Inspections tab shows all inspections that have been conducted on your assets. This focused view displays all inspection activity linked to your asset inventory.

Key Controls

New (+) - Create a new inspection. You'll be prompted to select a checklist, location, and asset before starting the inspection.

Completed / Incomplete - Quick filters to view only completed or incomplete inspections. The "Completed" filter is active by default.

Quick Filters - Apply pre-built filters to quickly narrow down the inspection list:

• My Completed - Shows only inspections you own that are completed
• My Drafts - Shows only inspections you own that are not submitted
• Completed Past 7 Days - View recent completions
• Weekly - Inspections created on a weekly cadence
• Yearly - Inspections created on a yearly cadence
• Ad Hoc - Inspections created using the New (+) feature
• Due Next 7 Days - Upcoming inspections that need your attention

Generate - Export inspection data in CSV format:

• Inspection Level Detail - One row per inspection (best for overview-level analysis)
• Question Level Detail - One row per question answered (best for detailed analysis)

Calendar View - Click the calendar icon to view inspections in a calendar format. Choose to display inspections by Due date or Created date.

Bulk Edit - Perform actions on multiple inspections at once. Available options include:

• Change Job Status
• Change Location
• Change Owner
• Change Inspector
• Change Completion Date

Inspection List Columns

The inspection list displays key information about each record:

• ID - Unique inspection identifier
• Checklist - The inspection template used for this inspection
• Description - Notes to differentiate this inspection from others
• Location - Where the inspection was conducted
• Inspector - Who completed the inspection
• Creator - The administrator who created the inspection
• Owner - The person responsible for the inspection (can be different from creator)
• Completed - The date the inspection was completed
• Start - The start date for inspections created on a scheduled basis
• Due Date - The due date for the inspection (if applicable)

Click on an inspection to view its full details, including all answers, photos, and any exceptions that were created from it.

Creating a New Inspection

To create a new inspection:

1. Click New (+)
2. Select a checklist from the dropdown
3. Select a location
4. Select an asset
5. Click Start Inspection

The inspection opens and you can begin answering questions.

The Exceptions Tab

The Exceptions tab shows all exceptions (issues, findings, or work orders) that are associated with your assets. Exceptions created from asset inspections are automatically linked to the asset that was inspected, allowing you to track all issues associated with a specific asset, see the history of problems, identify patterns, and plan maintenance based on exception data.

Key Controls

New (+) - Create a standalone exception (not tied to a specific inspection, but you'll associate it with an asset).

Open / Closed - Quick filters to view only open or closed exceptions. The "Open" filter includes all exceptions with status Open, Deferred, or In Progress.

Quick Filters - Apply pre-built filters to quickly narrow down the exception list:

• My Exceptions - Shows only exceptions assigned to you
• High and Immediate Priority - Shows only high priority or requiring immediate action
• Opened Past 7 Days - Shows exceptions created in the last 7 days
• Closed Past 7 Days - Shows exceptions resolved in the last 7 days
• Due Next 7 Days - Shows exceptions with a target resolution date within the next 7 days
• Past Due - Shows exceptions that have missed their target resolution date

Generate - Export exception data:

• CSV - For use in spreadsheets
• PDF - For printing or archival

Calendar View - Click the calendar icon to view exceptions in a calendar format. Choose to display exceptions by Due date or Created date.

Bulk Actions - Perform actions on multiple exceptions at once:

• Generate CSV or PDF exports
• Bulk edit (change status, priority, owner, location, due date, etc.)
• Group exceptions

Exception List Columns

The exception table displays key information about each record:

• ID - Unique exception identifier (clickable to open the full exception record for viewing or editing)
• Resources - Indicates related resources
• Description - A short description of the issue or finding
• Status - The current state: Open, Deferred, In Progress, or Closed
• Priority - The urgency level: Immediate, High, Medium, or Low
• Location - Where the exception occurred or where work needs to be done
• Owner - The person responsible for resolving the exception
• Creator - The person (administrator or user) who created the exception
• Created - The date the exception was created
• Classifications - Data tags used to label and group exceptions for reporting and analysis purposes

Click on an exception to view its full details, including photos, notes, history, and resolution information.

Creating a New Exception

To create a standalone exception (not tied to an inspection):

1. Click the New (+) button
2. Fill in the required fields:
   * Description - What the exception is about (required)
   * Location - Where the exception occurred (required)
3. The system automatically populates:
   * Open Date - Set to the current date (editable if needed)
   * Owner - Defaults to the user who creates the exception (editable if needed)
4. Optionally add:
   * Linked Records - Click Link Asset to associate the exception with a specific asset
   * Images and Files - Click Add Photo or Add PDF to attach documentation
   * Additional Information - Extra context or notes about the exception
   * Due Date - When the exception should be resolved by
   * Priority - How urgent the issue is (options: Immediate, High, Medium, Low; defaults to Medium)
   * Status - Current state: Open, Deferred, In Progress, or Closed (defaults to Open)
   * Classifications - Categories to organize the exception for reporting
   * Recommendations - Click Use Recommendation in the Description field to select from pre-written recommendation templates
5. Click Save to create the exception