How to Create & Manage an Asset Inspection form Checklist in the V3 Zuper Web App?
An asset inspection form serves as a checklist for the field technician to conduct asset inspections and record maintenance activities. These forms also play a crucial role in streamlining the inspection process and improving overall efficiency.
For instance, when a job involves one or multiple assets, the Field Technician is required to utilize the asset inspection form. They must complete the inspection fields for each asset before marking the job status as complete. This ensures thorough documentation of the condition and maintenance requirements of all assets associated with the job.
However, to associate an asset inspection form with the Jobs efficiently, it is important to configure the inspection form in settings. Here's how:
Navigation:
Settings --> Custom Fields and Checklist Settings --> Inspection Forms
Asset --> Asset Listing page--> + New Asset --> Asset Inspection Form
Configuring Asset Inspection Form
1. Click “Settings” from the left navigation menu and under the “Custom Fields & Checklist Settings," select "Inspection Forms."
2. You can view all the inspection form created in the listing page. You can also edit or delete the existing inspection form from here. To create a new inspection form, click “+ New Form" at the top right corner of the page.
3. Enter the following details to create a new inspection form.
Inspection Form Name (Mandatory Field) | The name of the inspection form.
|
Inspection Form Description | Provide a description for the inspection form if needed. |
Inspection Form | Create an inspection form by using the available components from the right. |
Available Components | Single-Line Input: This allows you to create a field to enter a single line of free text. Multi-Line Input: This allows you to create a field to enter multiple lines of free text. Date Input: This allows you to create a calendar field that can be used to select the date. Time Input: This allows you to create a clock field from which you can select a time. Date & Time Input: This allows you to create a field where both date and time can be selected. Drop-down: This allows you to create a drop-down field with a required list of options. Checkbox Input: This allows you to create checkboxes where a set of options can be checked. Radio Input: This allows you to create a radio input field where only one of the listed options can be selected. Single Picture: This allows you to create a single picture field where an option can be checked. Multiple Picture: This allows you to create various picture fields where a set of options can be checked. Barcode: This allows you to create barcode fields. Signature: This allows you to create signature fields. Section Header: This allows you to add the section header fields. |
Note: Based on your requirements, you can drag and drop the available components to the inspection form.
4. Once done, click the “Save Form” button to create a new Inspection Form.
5. A new inspection form will be created and added to the inspection form listing page.
Now that you have successfully configured and created a new inspection form. To associate the Inspection Form with the Assets and Jobs module, follow these steps:
Associate Inspection Form with Assets
You can associate an inspection form with an Asset by any of the following ways:
- Create a new asset and associate an inspection form.
- Edit the existing asset and update with newly created inspection form.
Create a New Asset and Associate an Inspection Form
1. Click the “Assets” module from the left navigation menu. You can view the list of assets in the asset listing page. To create a new asset and associate an Inspection Form, click "+ New Asset."
2. Fill in the following fields in the primary details section of the asset.
*Product- Choose the product that you'd like to distribute to the customer as an Asset.
*Asset Code- The code identifying an asset. (It will be auto-filled based on the product you choose)
*Asset Name- The name of the asset (It will be auto-filled based on the product you choose)
Asset Serial No - A string ID (letters, digits, & dashes) used to identify a business-owned or customer-owned asset.
*Asset Category - The category to which an asset belongs.
Asset Image- You can upload an image to better identify an asset (Optional)
Asset Status - The current status of the asset.
Asset Ownership - The ownership of the asset. This can either be customer-owned or company-owned.
Purchase Date - The date on which the asset is purchased.
Purchase Price - The actual purchase price of the product.
Warranty Expiry Date - The date on which the warranty of the product expires.
Placed in Service - The date on which the product is placed in service.
Residual Price - The estimated value of the product.
Useful Life - It is the time period for which the product can be used. (it can either be days, months, or years)
Asset Description: A Few lines about the asset.
Asset inspection form- To associate an Inspection form with the asset, select the appropriate inspection form from the dropdown menu.
3. Add other information such as customer information, service address, parts, attachments and so on. Once done, click the "Save Asset" button to create an asset with the associated inspection form.
Edit an Existing Asset and Update with Newly Created Inspection Form
1. Click the “Assets” module from the left navigation menu. You can view the list of assets in the asset listing page. To edit any one of the existing assets, click the "Ellipsis" icon and select "Edit Asset" under Action.
2. Make necessary corrections/add newly created inspection form and click the "Update Asset" button to save the changes.
3. The asset will be updated successfully with an inspection form.
Associate Asset Inspection Form with Jobs
After creating an inspection form and associating it with an asset, you can then link the asset with an inspection form in Jobs. As a result, when a job is assigned to a field technician, they can use the associated asset inspection form and complete the inspection fields before marking the job status as complete.
To associate an asset with the inspection form in Jobs, follow these steps:
1. Select the “Jobs” module from the left navigation menu. You can view the list of jobs with job title, status, category and so on data in the listing page.
2. To create a new job and associate an asset with inspection form, click "+ New job."
3. Add the job details such as job title, job category, due date, service address, organization/customer details, and so on records. To associate an asset with inspection form in the job, click "+ Add Asset" under Assets in the right pane.
3. Choose an Asset (containing inspection form) from existing Assets and click "Choose Asset." The Asset will be associated with the Job successfully.
4. You can also link an asset to the service tasks. To do so, click "Link Asset" under Service Tasks.
Note: The service tasks are auto-filled based on the chosen job category, you can also remove all, if not required. 5. Once the Asset has been linked to the service tasks, you can either "edit" or "delete," as needed.
6. After providing all the necessary information, click "Create Job." The job will be created successfully.
7. In the Job details page, click "Assets Associated" in the right pane and choose “Fill Inspection Form” by clicking the "Kebab" icon.
8. Fill in the “Inspection Form” based on the asset requirements and observations and click the “Submit” button.
9. The Asset inspection form will be submitted successfully and then the field technician can update the job status as complete.
So, that's the process of creating and managing an Asset Inspection Form Checklist in the V3 Zuper Web App. By following these step-by-step instructions for configuring and associating inspection forms with assets and jobs, organizations, you can now ensure comprehensive documentation of asset conditions and maintenance requirements, leading to improved efficiency and streamlined inspection processes.
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