Asset details and lifecycle
An asset’s detail page is the long-term record for that piece of equipment. This is where identity, status, service history, costs, notes, files, and lifecycle information come together.
Keep the status accurate
Section titled “Keep the status accurate”| Status | Use it when |
|---|---|
| In service | The equipment is active and available for normal use |
| Out of service | The equipment is temporarily unavailable, disabled, or awaiting repair |
| Retired | The equipment has been permanently removed from active use |
Retiring an asset does not erase its history. The record stays available so past work, costs, notes, and documents are preserved.
Verify identity before relying on the history
Section titled “Verify identity before relying on the history”The Details section holds serial number, model, category, manufacturer, and location.
If technicians repeatedly open the wrong asset or struggle to identify equipment in the field, improve the name, tag, location, model, or serial number first. History is only useful when everyone is attaching work to the correct equipment.
Track lifecycle information
Section titled “Track lifecycle information”| Field | Why it matters |
|---|---|
| Purchase date | Establishes age and time in service |
| Purchase cost | Shows the original investment |
| Warranty expires | Helps catch work that may still be covered |
| Expected lifespan | Provides a planning benchmark |
| Projected end of life | Gives a rough replacement horizon when age and lifespan are known |
For higher-value equipment, these fields are worth maintaining even if they are not used every day.
Read the history as one story
Section titled “Read the history as one story”The strongest part of an asset record is what accumulates over time:
- Work order history — every linked repair, inspection, and service job.
- Purchase history — items bought specifically for the asset.
- Asset notes — staff-only knowledge that follows the equipment into future work.
- Files & photos — pictures and PDFs attached directly to the record.
- Documents — manuals, diagrams, warranties, and other files attached from the Library.
Leave asset notes for the next technician
Section titled “Leave asset notes for the next technician”Use an asset note for information that should survive beyond one work order — recurring quirks, access instructions, unusual shutdown steps, known weak points, or observations someone servicing it later should know.
Use a normal work-order comment when the information belongs mainly to the current job. See Checklists, comments, and notes.
Use the lifespan advisory carefully
Section titled “Use the lifespan advisory carefully”Select ✦ Check with AI for an optional review of the asset’s age, expected lifespan, and recent work-order history. The advisory may summarize the record as On track, Worth watching, or May be failing faster than expected.
A practical repair-vs-replace review
Section titled “A practical repair-vs-replace review”- Check the asset’s age and projected end of life.
- Review recent work orders for frequency and repeat failures.
- Review purchases and costs tied to the equipment.
- Read asset notes for recurring problems or technician concerns.
- Check warranty status and supporting documents.
- Consider operational impact: downtime, criticality, and parts availability.
- Use the lifespan advisory as an additional signal if helpful.
Edit, retire, or remove
Section titled “Edit, retire, or remove”Use Edit to correct or add information as the equipment changes. Use Retired when equipment is no longer active but its history should remain visible.
Delete removes the asset from normal lists while preserving connected work-order history. Use deletion for records that should no longer appear, not as a substitute for retirement.