Each accessory or add-on that may be used with an asset is set up and maintained here as an asset attachment. Each\attachment may require one or more documents to be kept current and track expires. 

The expiry dates you enter for an asset attachment’s documents are tracked by the Dashboard, supporting asset attachment expiry reporting and alerts. An asset attachment can be associated with one or more assets, which then means it can be allocated to an order along with that asset/s.

Asset attachments list

1. Click Assets & Tasks Asset Attachments to see a list of all your asset attachments.

2. Click on the +Advanced Search button to do an advanced search including multiple criteria.

3. Start typing in the search bar to filter the list or search for a specific asset attachment, e.g. by name, description, rego, year, make, model or tag.

4. Click ˅ or ˄ at the top of any column to sort the list alphabetically (or numerically, depending on the column) in ascending or descending order.

5. Click the Edit button next to an asset attachment to see the details for that asset attachment.

Add a new asset attachment

1. Click Assets & Tasks Asset Attachments Add new Asset Attachment to create a brand new asset attachment.

2. Enter an asset attachment name. This will appear in the dropdown list of asset attachments in Asset and Order screens.

3. Enter a description (optional).

4. Enter the rego number, year, make, model and/or serial number (optional).

5. Enter the average hourly charge rate for this asset attachment (optional).

6. Enter the current number reading (e.g. odometer) for this asset attachment (optional). This can be used to trigger alerts for documents with number-based expiries.

7. Click in Tags to select one or more asset attachment tags (optional) from the dropdown list. Asset attachment tags can be useful later when you’re searching or filtering for similar asset attachments.

8. Click in Suppliers to select one or more suppliers (optional) from the dropdown list.

9. Click Save when you’ve finished creating this new asset attachment.

Edit an asset attachment

1. Click Assets & Tasks Asset Attachments Edit to view and/or update details for an existing asset attachment under the Details tab.

2. Change the asset attachment name. This will appear in the dropdown list of assets in Asset and Order screens.

3. Add or update the description (optional).

4. Add or update the rego number, year, make, model and/or serial number (optional).

5. Add or update the average hourly charge rate for this asset attachment (optional).

6. Add or update the current number reading (e.g. odometer) for this asset attachment (optional). This can be used to trigger alerts for documents with number-based expiries.

7. Add or remove one or more asset attachment tags (optional). Click and select from the dropdown list to add, or click the X to remove.

8. Add or remove one or more suppliers. Click and select from the dropdown list to add, or click the X to remove.

9. Click Save Asset Attachment when you’ve finished making changes. You will see a message to confirm that the asset attachment has been updated.

View documents for an asset attachment

1. Click Assets & Tasks Asset Attachments Edit to view and/or update details for existing documents for this asset attachment.

2. Click the Documents tab to view a list of documents for that asset attachment.

3. Click on a document image to view the detail. Here you can rotate the image and/or print the document detail. Click Close when you’re finished.

4. Click the context menu (3 dots) button next to a document in the list to email the document file attachment.

5. Click the Copy Link button under a document attachment to open a popup showing the URL address of the attachment. Click on the clipboard icon to copy the URL to your clipboard so you can paste it somewhere else. Click Dismiss when you’re finished.

Email asset attachment documents

1. Click Assets & Tasks Asset Attachments Edit to view and/or update details for existing documents for this asset attachment. 

2. Click the documents tab and on the context menu (3 dots) select the option "Email this attachment" 

3. You will see a popup email window.

4. Enter one or more email addresses in the To box, with a comma in between each email address if more than one.

5. Enter an email address in the Reply-to box. This is where any replies to this email will be sent.

6. Enter an email subject and message to send with the attached document.

7.  

Add documents for an asset attachment

1. Click Assets & Tasks Asset Attachments Edit  to view and/or update details for an existing asset attachment.

2. Click the Documents tab to view a list of documents for that asset attachment.

3. Click Add new Asset Attachment Document to add a brand new document for this asset attachment.

4. Select a document from the dropdown list.

5. Click in Expiry Date (if applicable) to select an expiry date for this asset attachment document from the calendar box.

6. Click in Alert Date (if applicable) to select a date to trigger an expiry alert for this asset attachment. The default alert date is 2 weeks before the expiry date.

7. Click in Expiry Number (if applicable) to select a number reading for this asset attachment document.

8. Click in Alert Number (if applicable) to select a number reading to trigger an expiry alert for this asset attachment. The default alert number is the same as the expiry number.

9. Click on the Choose File button to browse your files and attach a document or image of the document.

10. Click on the Disable toggle switch to change the document for this asset attachment 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 attachment and it will not trigger any alerts when it expires.

11. Enter a comment for your own reference (optional).

12. Click Save Asset Attachment Document when you’ve finished creating this new document for the asset attachment. 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 attachment

1. Click Assets & Tasks Assets Edit to view and/or update details for an existing asset attachment.

2. Click the Documents tab to view a list of documents for that asset attachment.

3. Click the context menu and the Edit button next to a document in the asset attachment’s document list to view and/or update details for an existing document.

4. Click in Expiry Date (if applicable) to change the expiry date for this document by selecting a date from the calendar box.

5. Click in Alert Date (if applicable) to change the expiry date for this document by selecting a date from the calendar box.

6. Click in Expiry Number (if applicable) to change the number reading for this document.

7. Click in Alert Number (if applicable) to change the number reading to trigger an expiry alert for this document.

8. 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.

9. Click on the Disable toggle switch to change the document for this asset attachment 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 attachment and it will not trigger any alerts when it expires.

10. Click Save Asset Attachment Document when you’ve finished making changes. You will see a message to confirm that the asset attachment has been update

Archive documents for an asset attachment

1. Click Assets & Tasks Asset Attachments Edit to view and/or update details for an existing asset attachment.

2. Click the Documents tab to view a list of documents for that asset attachment.

3. Click the context menu and click the archive button next to a document in the asset attachment’s document list to archive that document from this asset attachment.

4. You will see a message saying “Are you sure you want to archive [document name]?” Click OK (or cancel if you’re not sure). 

Delete documents for an asset attachment

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

1. Click Assets & Tasks Asset Attachments Edit to view and/or update details for an existing asset attachment.

2. Click the Documents tab to view a list of documents for that asset attachment.

3. Click on the red Delete button next to a document in the asset attachment’s document list to delete that document from this asset attachment.

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). 

View asset attachment allocations

1. Click Assets & Tasks Asset Attachments Edit to view and/or update details for an existing asset attachment.

2. Click the Allocations tab to see this asset attachment’s allocations for the past month, split into separate lists for Wet Hire and Dry Hire allocations. Pending allocations are shown in amber, confirmed allocations are green.

3. Click on the link in the Client Name column to open the order.

Delete an asset attachment

If you delete an asset attachment it will be removed from the asset attachments list permanently and it will also be removed from any assets that use that asset attachment. Deleted asset attachments are no longer available to select in the dropdown list of asset attachments for assets or order allocations

1. Click Assets & Tasks Asset Attachments Delete (red button next to an asset attachment in the asset attachments list).

2. You will see a message saying “Are you sure you want to delete [asset attachment name]?” Click OK (or cancel if you’re not sure).