Table of Contents

Managing Assets

Paul Theodorou Updated by Paul Theodorou

ChekRite is an Asset-based system rather than a form-based one. This means that every inspection that you do in ChekRite is related back to an Asset. Assets are the items that the inspection is being done on or that the data capture process pertains to. This can vary significantly depending on your business, however, it can include anything from mobile equipment, fixed equipment, areas, facilities, buildings, processes, products, or even your labour force (human assets). It's important to think about this before you start creating assets.

Make sure you have read our guide on Structuring your Assets before you start creating them.

Implement an asset naming structure that will be most functional towards:

(i) how users will be conducting the data capture process, and

(ii) what reporting requirement and output is needed. 

Checklists are assigned at an Asset Sub-Class level. This means that for any Asset Number within a Sub-Class the user will be able to select from any checklist that has been assigned to that sub-class. As an example, if you had assets that included light vehicles that you needed to inspect, you would create and assign the checklist at the Make & Model (Asset Sub-Class) level, so you would assign the checklist at the Toyota Hilux level rather than a specific Toyota Hilux with the registration ABC123. Assigning it at the Asset Sub-Class level means that any new assets you create of the same type will inherit those checklists from their parent Asset Sub-Class.

How to add asset classes & asset sub-classes

When adding Asset Classes and Asset Sub-Classes, look in the list to ensure that what you intend to add does not already exist. The list of Asset Classes and Asset Sub-Classes will show all that have been entered for your company (not just your site).

  1. Go to Organisation and select Asset Classes.
  2. Click the Add New Asset Class button to add a new Asset Class and Sub-Class.
  3. Select the Asset Category from the Category drop-down menu. (This is a mandatory field)
  4. Type in the Asset Class and Asset Sub-Class fields.
  5. If you want end-users to be able to add new assets on the fly in the ChekRite app, tick the Enable on-the-fly Assets checkbox.
  6. To add a default image for the Asset Sub-Class, click the camera icon at the top and search for your image file on your computer to add this as an image for this Asset Sub-Class. Adding an image at the Asset Sub-Class level means that you won't have to add it at the Asset level as it will inherit the image of the Asset Sub-Class.

How to add assets 

  1. Go to Organisation -> Assets
  2. Click Add New Asset button
  3. Type in the specific name of the asset in the “Asset Number” field. The Asset Number does not necessarily have to be a numerical number - it may be a specific name, address, location, product etc, however, it must be unique.
  4. Select the Asset Class / Sub-Class to be added to a specific asset from the drop-down menu. If you don't see the Asset Class you want, you may have to add it or request it to be added by your ChekRite Administrator.
  5. If you like, you can add a specific photo for this asset by clicking on the camera icon at the top of the window. If you don't add a photo, it will inherit the photo of the Asset Class.
  6. Decide if you want this asset to update its last known location by checking the Auto Update Location checkbox. (By default this is selected.)

Other Asset Information

Once an asset is selected you can modify the core information on it (such as asset number and asset class) as well as view or manage other information such as that below.

Asset Properties

From the Asset Properties panel, you can view the properties that have been set for that asset (including the historical values), set new properties or print out a list of properties.

To add a new Asset Property push the Add New Property button. You will then be able to select the property you want to add and set the value. Depending on the data type of the property (e.g. date, numeric, text, etc.) your options for entering the value may change.

If you hover over an Asset Property you will be presented with options you can select.

Add to Profile will add that Asset Property to the profile panel on the left so that every time you look at an asset, this Asset Property will be visible if it's set. This is really useful for Asset Properties you always want to see. This will apply to everywhere that the Asset Panel is displayed. Once added, the hover action will change to Remove from Profile.

You can also look at the historical values of an Asset Property and see who changed it and when. Just click the History hover action and you will be presented with a window showing you all the previous versions of that Asset Property.

Another handy feature on the Asset Properties panel is the ability to download a list of the current values of all the Asset Properties for this Asset. To do this, push the download icon at the top right of the panel and you will be presented with the dialog box below. From here you can choose whether to have this list provided as a PDF or CSV file. You can also choose just to download the filtered results otherwise all the current values of the Asset Properties for this Asset will be included.

Asset Documents

Asset Documents are documents of files that you want to store for an asset that will be made available in the ChekRite and ChekMate apps. This could be things like user manuals but also insurance or registration documents. These documents are synced down locally to the device and users can view them whenever they need to and, if allowed, share them with others.

To add a new Asset Document:

  1. Go to Organisation -> Assets and select the asset you want to add a document for
  2. Click on the Asset Documents panel to open it and push the Add New Document button.
  3. Enter the required information on the document.

    Document Name

    This is what the document is. Use this to describe what the document is so that if there are several of the same type, you know what it is. E.g. Comprehensive Insurance Policy or CTP Insurance Policy.

    Mandatory

    Document Type

    Select from the Drop Down list of valid document types. If you need to add a new document type, do it through the Advanced menu.

    Mandatory

    Identifier

    If the document has a unique identifier such as a Policy Number or Registration number you should enter it here. Not all documents will have this though.

    Optional

    Start Date

    If the document has a start date or effective date enter it here to be used in reporting.

    Optional

    Expiry Date

    If the document has an expiry date such as an insurance policy enter it here so that you can report on documents that are approaching expiry.

    Optional

    Attachment

    This is the document itself. It can only be in either a JPG, PNG or PDF format. Editable documents such as MS Word and MS Excel are not supported.

    Mandatory

    Shareable

    If you want to allow users to be able to share this document with others. If ticked, they will have the option to send a public link to the document to others by email or text.

    Optional

  4. Push the Save button.

Asset Issues

This will display all the issues that have been raised for the asset. From here you can triage or review the issue. You can also print an issue worksheet or report once the issue is selected. You can add filters to only show certain issues or search by the issue title.

Asset Inspections

This will display all the inspections that have been submitted for this asset. From here you can view the inspection as well as share the PDF.

Adding new Asset Properties

By default in ChekRite, we require very little information on an asset: asset class, asset sub-class and asset number. However very often you will want to store more information on the asset. This will depend on the sort of business you are in and the sorts of assets you have. For example, if you had a vehicle you might want to store VIN or year of manufacture, or registration renewal date. These asset properties are completely customisable by you.

You can update the value of asset properties in the portal, in the ChekMate app, and even through a checklist. You can also display the value of an asset property in the task of a question.

First you need to define what these asset properties are and then you can enter them.

  1. Go to Settings -> Customise -> Tables
  2. If you don't see a table there already called Asset Properties you will need to create one. Do this by clicking the New button, then typing in the name Asset Properties and selecting the Class of Asset Property from the drop-down menu.
  3. Then go to Advanced -> Customise -> Items
  4. Click on the New button and then type the name of the asset property in the Item field. You can optionally add a Description of this asset property.
  5. Then select the Data Type of the asset property from the drop-down list. This helps decide how the user will enter that information and what validation will take place.
  6. If you want to be able to search for this asset by this asset property then check the Asset Identifier checkbox.
Sometimes there might be more than one way to refer to an asset. For example, on a vehicle you might have a unit number on the side of it, the number plate on the vehicle, and maybe even a project identifier as a sticker on the windshield. Using an Asset Identifier asset property allows the end user to search for this asset by any of these fields.

How to update asset categories

Be very careful with this. If you change the name of an Asset Category it will affect all the assets that have already been assigned to that category already.
  1. Go to Settings -> Customise -> Items.

  1. Select the Asset Category table from the drop-down. This will show you all the Asset Categories that have been added to your company
  2. Select the Asset Category that you want to update and modify it.
  3. You can add new Asset Categories here by clicking the New button and entering the name in.

How did we do?

Managing Your Sites

Managing Asset Documentation

Contact