How To Track Asset Expires

Tracking your assets expires is a key to success in Assingar as you can never again forget an expired registration of an asset. To track expires on assets, you need to set up documents and attach those to the asset. This is how you add or edit expires on Assets.

Add documents to an Asset

1. Click Assets & Tasks > Assets > Edit to view and/or update details for an existing asset.
2. Click the Documents tab to view a list of documents for that asset.
3. Click Add new Asset Document to add a brand new document for this asset.
4. Select a document from the drop-down list. Note if the document type isn't there, you need to add it in the documents module.
5. Click in Expiry Date to select an expiry date for this asset document from the calendar box.
6. Click in Alert Date to select a date to trigger an expiry alert for this asset. The default alert date is 2 weeks before the expiry date.
7. Click on the Choose File button to browse your files and attach a document or image of the document.
8. Click on the Disable toggle switch to change the document for this asset from active (white) to inactive (blue), and vice versa. If a document is inactive it will appear as disabled in the documents list for this asset and it will not trigger any alerts when it expires.
9. Enter a comment for your own reference (optional).
10. Click Save Asset Document when you’ve finished creating this new document for the asset. You will see a message to confirm that the document has been added  You can always come back and edit the document later.

Edit documents for an Asset

1. Click Assets & Tasks > Assets > Edit to view and/or update details for an existing asset.
2. Click the Documents tab to view a list of documents for that asset.
3. Click the Edit button next to a document in the asset’s document list to view and/or update details for an existing document.
4. Click in Expiry Date to change the expiry date for this document by selecting a date from the calendar box.
5. Click in Alert Date to change the expiry date for this document by selecting a date from the calendar box.
6. If you need to replace the document file, Click Archive Document to archive the document so it stays on file.
7. Click on the Replace File button to change the document or image of the document, then click the Choose File button to browse your files and attach a different document or image of the document.
8. Click on the Disable toggle switch to change the document for this asset from active (white) to inactive (blue), and vice versa. If a document is inactive it will appear as disabled in the documents list for this asset and it will not trigger any alerts when it expires.
9. Click Save Asset Document when you’ve finished making changes. You will see a message to confirm that the asset has been updated.

Delete documents for an Asset

If you delete a document from an asset it will be removed from that asset only. The document will still be available in the asset documents list for other assets.

1. Click Assets & Tasks > Assets > Edit to view and/or update details for an existing asset.
2. Click the Documents tab to view a list of documents for that asset.
3. Click on the red Delete button next to a document in the asset’s document list to delete that document from this asset.
4. You will see a message saying “Are you sure you want to delete [document name]?” Click OK (or cancel if you’re not sure).