What is an asset record
You can add an asset record to a calendar or a smart board to update the asset properties. Please ensure that you have created asset properties for the assets before creating an asset record.
How to create an asset record
Start at step 1 if the forms haven't been created; otherwise, continue with step 2.
Step 1: Create a form
Go to the Configure Portal via the 3-dot menu.
Navigate to the Form Library.
Click Add Form to create a new form.
Enter the form details, ensuring that the asset form type and a specific asset group are selected. Then click Create.
Then you will be navigated to the Questions section to add questions.
We recommend using the guide below to help you create a form.
Step 2: Add sections and questions
Go to the Questions tab, click Add Section.
Select the Asset Group Properties section.
Click Link Property and pull through the desired properties.
Step 3: Turn the form into a record
Select Assign Workflow and select + Create Record.
If Assign Workflow is hidden but Usage shows, the form has been used. Open the Configuration menu (cog) and choose Add Record.
Enter the record details.
Record Name: The name of the record.
Owner: Which site owns and accesses this record.
Department: Which department owns this record.
Completed At: The completion level determines the business entity level at which this record must be completed.
Add Responsibilities.
Monitor: Who will be completing the record.
Manager: Who will be managing the record.
Observer: Who will be overseeing the record.
Edit Workflow Settings.
Access from QR Code Only: Allows users to access this record via the QR code only.
Submit with Silent Actions: Whether an action plan can be generated without notification.
Enable Anonymous Submission (Public Access): Whether the record can be access by the public.
A new tab titled Progress States will appear, allowing you to add additional progress states.
To set up notifications for important events related to this record, please refer to this guide:
Step 4(Board module only): Link the record to the board
If the asset record is applied to a smart board, follow these steps to link the record:
Go to the board that needs the asset record.
Scroll down to the Workflow section.
Select 'Pre-Selected' in the Link Record field and choose the relevant record in the Record field.
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