Track asset number expiry

  • Updated

Set up usage-based expiry alerts on an asset document so Assignar notifies you when an odometer, engine hours, or other number reading reaches a service or compliance threshold.

 

Number expiry vs. date expiry

Number expiry (this article): triggers when a usage reading reaches a value - e.g. alert at 1,500 km before a 2,000 km service is due

Date expiry: triggers on a calendar date. See Track asset document expirations →

Date and number expiry: use this type if you want alerts for whichever comes first.

Before you start

  • You’ll need Admin or Dashboard user access
  • The document must be set up with type Number expiry or Date and number expiry - See Add or delete a document →
  • A form with a Number Field set to Has Asset Number keeps readings updated automatically when workers submit it. See Track asset meter readings using a form →
  • Without the meter readings form, the number reading must be updated manually and alerts may not fire accurately

Part 1 - Set up the document (done once)

  1. Go to Resources > Documents
  2. Click + Add new Document or open an existing document.
  3. Set the Document type to Number expiry or Date and number expiry.
  4. Name the document (e.g. “Service Record”) and Save.

Part 2 - Attach to an asset and set the thresholds

  1. Go to Resources > Assets / Attachments
  2. Click the asset name, then click the expand icon to open the full asset detail page.
  3. Select the Documents tab, then click + Add new Asset Document.
  4. Select the document from the dropdown.
  5. Enter a Label (e.g. “2000km Service”).
  6. Set the Expiry Number - the reading at which the service is due (e.g. 2000).
  7. Set the Alert Number - the reading at which you want to be notified ahead of the service (e.g. 1500). This gives you a buffer to schedule the work.
    • Example: Expiry Number = 2000 km, Alert Number = 1500 km

Number expiry form - set Expiry Number and Alert Number (no date fields shown)

  1. Optionally attach a service record file (max 50 MB).
  2. Click Save Asset Document.

What happens next

  • Each time a worker submits the meter readings form, the number reading on the asset updates automatically.
  • When the reading reaches the Alert Number, Assignar sends a notification.
  • When the reading reaches the Expiry Number, the asset document is flagged as expired.
  • After the service is complete, update the Expiry Number and Alert Number to the next service threshold.

 

Things to know

  • The meter readings form is essential: readings only update automatically when a worker submits a form with a Number Field set to “Has Asset Number” linked to this asset. Without it, update the reading manually.
  • Always enter the actual current reading, not an estimate - the asset updates to the most recently submitted value.
  • Number expiry and date expiry can be used simultaneously on the same asset via separate document attachments.
  • For documents that expire whichever comes first, use Date and number expiry type and complete all four fields:

Date and number expiry form - all four fields required (20T Excavator example)

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