Create, label and track your assets

Step by step

1. 01

   Step 1: Open the asset register

   In the left menu, click Assets. The list 1 shows each machine with its tag, location and status. Click a row: its record opens on the right 2. The Status, Criticality and Location filters narrow the list, and Tree 3 groups assets under their parent (By equipment) or under their location (By location).

   Enlarge

   1. 1Marker 1: One row per asset: name, tag, location and status.
   2. 2Marker 2: The selected asset’s record, with its status and criticality.
   3. 3Marker 3: List or Tree: two ways to browse your assets.

2. 02

   Step 2: Create an asset

   Click New Asset. Enter the Name 1 your team uses on the shop floor. Set the Status and Criticality. Next, pick the Location 2: it is required, unless you attach the machine to a Parent equipment 3 that already has one, in which case it takes that location. Click Create asset.

   Enlarge

   1. 1Marker 1: Name: the only required text field.
   2. 2Marker 2: Location: required, unless the asset has a parent that already has one.
   3. 3Marker 3: Parent equipment: attaches the machine to a line or to a larger machine.

   TipThe Asset tag is optional but unique within your organization: it is printed under the name on the QR code label.

3. 03

   Step 3: Import an existing asset list

   At the bottom of the left menu, click your name (Settings), then General (owner and admins by default). Under Import data, open the Assets tile and click Download the template 1: fill in one row per asset. Save the workbook as “CSV UTF-8” (File › Save As), then select it in the import window. Click Check the file: nothing is saved in Maint Vision yet, and every rejected row is listed with its reason. Finally, click “Import: N row(s)”: only the accepted rows are created, and an import cannot be undone.

   Enlarge

   1. 1Marker 1: Download the template: a ready-to-fill workbook; do not rename its headers, since the import uses them to recognize each column.

   TipEach row must name a location that already exists, or a parent asset already in Maint Vision: a parent added in the same file is not recognized. So import the main machines first, then their sub-equipment in a second file. Other CSV formats garble accented letters and symbols such as ° in your names, and Check the file does not warn you.

4. 04

   Step 4: Print the QR code label

   On the asset’s record, click QR code. Print 1 prepares a label with the QR code, the asset name and its tag; Download 2 saves the QR code as a PNG image. Stick the label on the machine, in a clean and visible spot. In the field, a technician opens the Assets tab of the mobile app, taps the QR code icon at the top right and points the camera at the label: the record opens. By default, the owner, admins and managers also see the Public reporting link 3: Create the public link produces a reporting QR code that works without an account, and each report becomes a request (lesson 3).

   Enlarge

   1. 1Marker 1: Print: a label with the QR code, the asset name and its tag.
   2. 2Marker 2: Download: the QR code as a PNG image.
   3. 3Marker 3: Create the public link: a link to a form that needs no account, active until you revoke it.

   TipOnce the public link exists, the window shows the reporting QR code, and Print then prepares its label: it does not open the record in the mobile app, so keep the record’s label too (see lesson 3, last step). To print labels for all your assets at once, open General as in the previous step (same access): Assets tile under Export data, QR codes (PDF) format, then Export.

5. 05

   Step 5: Find a machine’s history

   On the record, the Work Orders section lists the machine’s jobs: those in progress first 1, completed ones last 2. Click a row to open the work order. The record shows eight at most: for the full history, open Work Orders in List view, then click Add a filter › Asset and select the machine in that new filter. Further down, Status history keeps every stop with its reason and duration, and Photos & files holds manuals, drawings and photos. The Preventive maintenance plans and Meters on the record are part of the Pro plan (lessons 6 and 7).

   Enlarge

   1. 1Marker 1: A work order In progress, at the top of the list.
   2. 2Marker 2: A Completed work order, at the end of the list.

   TipOn a phone, the record opened by a scan offers Create a work order for this asset: the new work order form opens with the machine already selected.

6. 06

   Step 6: Log downtime

   When a machine stops, open its record. Under Operational status 1, choose Unplanned downtime for a breakdown, or Planned downtime for a scheduled stop. Enter the Downtime reason 2, then click Save 3. When it restarts, set it back to Online: the Status history then shows how long the stop lasted. On a phone, the same action is under Change status.

   Enlarge

   1. 1Marker 1: Operational status: Online, Planned downtime or Unplanned downtime.
   2. 2Marker 2: Downtime reason: the cause, in a few words.
   3. 3Marker 3: Save only appears once the status or the reason has changed.

   TipBy default, technicians, managers, admins and the owner can change the status; viewers and storekeepers see it but cannot change it.