Creating maintenance boards for monitoring fire doors, wheelchair checks, call points, ladder checks, little-used outlets, etc.

We're going to build a maintenance board to track fire door inspection dates as an example.

1. Create assets

Create an asset group

Go to Asset Group in the configure portal.
Click Add Group to create asset groups.
Complete the mandatory fields, including Name, Type, Belongs to, and Contractor(if applicable).
- Classification is like the "big category" (e.g., equipment types).
- Physical is a more specific "group" within that category where individual assets are created and tracked.
  
  Together, Classification and Physical can form a tiered hierarchy structure. This means that classifications act as higher-level categories, while physical groups provide more specific divisions under each classification, making it easier to organise and manage assets at different levels.

💡You can add multiple assets to an asset group.

Head over to Templates that can be found in the configuration (the cog icon on the right corner).
Click Add Template.
Give your template a name.
Tick the Use in Asset Groups box.
Hit Create.
Head over to the Properties tab.
Select Add Section to create a section to group your questions.
Click on Add Property to add questions. To monitor the due dates, we will need to include the last check date, inspection frequency, and next due date. Other properties can be added to your needs.
- Select 'Date' in the Data Type and name the field 'Last Check Date'.
- Select 'Standard Buttons' in the Data Type, then add the options (e.g., Weekly, Monthly, Annually) and name the field 'Frequency'. Next, click on 'User Defined Options - Standard Buttons' and input the corresponding values. For example, assign 'Weekly' a value of '7' and 'Monthly' a value of '30', based on the number of days.
- Select 'Calculated Date' in the Data Type and name the field 'Next Due Date'. Then, set up the calculation settings.

Go to Smart Boards and click on the Add Board button.
Set up Basic Settings:
- Name the board and choose Maintenance board type.
- Select Assets as the monitored item.
- Complete the mandatory fields, including the Owner, Department, and Completed At. ⚠️Make sure the completed at level aligns with the asset location.
Customise Monitoring Settings:
- Select the desired monitored asset group and section.
- Choose 'Next Due Date' as the monitored property.
- Select the appropriate delegation mode and enable comments as needed.
- Select the default background colour.
Assign responsibilities, and click Create:
- Monitor: Who will have the access to the board and can add records.
- Manager: Who will be managing the board, delegating tasks, and receiving delegated tasks.
- Observer: Who will be overseeing the board.

Go to the Form Library.
Click on the Add Form button.
Complete mandatory fields, including Name, Owner, and Department.
Set form type to Asset.
Select the desired Asset Group, Completion Timestamps, and Topics, and then click Create.
Hover over the Questions tab, click Add Section.
Name the section and select Asset Group Properties.
Click Link Property to link the asset properties you want to monitor.

Open the 3-dot menu within the form, and select Record.
Complete the settings, such as owner, department, and completed by.
⚠️Make sure the completed by level aligns with the asset location.
Assign responsibilities, and customise the workflow if applicable. Then click Create.

Go back to the maintenance board we just created, and scroll down to Workflow.
Choose Pre-Selected and the desired record.
Click Save.

Go to Asset Group and go to the monitored asset group.
Go to the Properties tab and edit the 'Next Due Date' question.
Set limits for the next due date. The asset should appear in amber 30 days before the inspection date and in red when it is overdue, so we enter -30 and 0 accordingly. Then, click Save.