Manage tool crib

Keep track of the tools used in your maintenance department


In standard Asset management, the central parts are assets and work orders. You maintain assets by creating and working on work orders. Often, specific tools are required for the maintenance jobs described in work orders.

We've added functionality that allows you to easily manage and keep track of your tools. You create tools as assets and use a specific asset type for tool assets.

Tools are handed out and registered to workers. Typically, a designated worker, such as a tool clerk, will be responsible for managing the tools used in your maintenance department.


You have completed setup for tool crib.

Maintenance Manager, Maintenance Planner

Tools overview

In Asset management, the All tools list provides an overview of all the assets you've set up as tools (using a tool asset type). Here, you have an overview of the state of all tools, including which tools are currenty in use.

Select Asset management > Tool crib > All tools to open the list. The content of the All tools list is similar to the All assets list, but with focus on tool assets and the Tool crib action pane group added at the top of the screen.

Above the list, there are two fields used for filtering data. In the filter to the left, you can enter your own filter data, for example, to find a tool with a specific ID. In the Tool filter drop-down, you can filter tools by tool state.

If tools are created in a hierarchy, you can select to Show child tools in the list by selecting that check box.

A tool can have various states. You can manually change the state on a tool. Here is a tool state overview:

State Description / related action
Available The tool is available for handout.
Failed The tool is not working properly. A repair work order may have been created for it.
In use The tool is currently used by a worker.
Missing The tool is missing.
Return overdue The tool is currently used by a worker and has exceeded time for expected return.
Returned The tool has been returned to the storage location but is not ready for handout.

Refer to the screenshot below for an example of the All tools list.

Note: When you handle handout and return of tools, that should be done in the Tool handout and return screen. Refer to articles below on how to hand out tools and return tools.

In other cases where you manually need to update a tool state, refer to the test case below, which is a step-by-step procedure mainly to be used when you are not handing out or returning a tool.

All tools list
All tools list

Update tool state

Data Requirements

  1. Tool assets have been created.

Steps 5

  1. Select Asset management > Tool Crib > All tools.

  2. Select one tool, or multi-select several tools, in the list.

  3. In the Tool crib action pane group, select Update tool state.

  4. In the Tool state drop-down, select a state.

  5. If the tool is a parent in a tool hierarchy, change the Skip child tool update to "Yes" if you want to change the state only for the parent tool.


The user can update one or more tools to the same state.

Hand out tools

A tool clerk manages the tasks of registering handout of tools to workers and return of tools when workers deliver them back to the tool crib. The Tool handout and return screen is the main interface for working with those tasks.

The Tool handout and return screen is designed for minimum interaction required with mouse and keyboard. You can use a touch-enabled screen with a barcode/QR/RFID scanner attached for scanning worker identification cards and tools.

The screenshot below shows an example of the Tool handout and return screen.

Selecting the Reset button clears any previous selections regarding worker details and sets focus in the Personnel number field.

Refer to the test case below for a step-by-step procedure on how to register handout of a tool.

Tool handout and return screen
Tool handout and return screen

Hand out a tool

Data Requirements

  1. At least one asset tool exists.

Steps 4

  1. Select Asset Management > Tool Crib > Handout and return.

  2. In the Worker details section > Personnel number or Worker field, search for and select the worker who wants to loan a tool.

  3. In the Tool drop-down, select the tool to be handed out to the worker.

  4. Select the Reset button.

    You return to the 'show all lines' view. The registration you just created is included.


The user can hand out a tool to a worker.

Return tools

When a worker is done using a tool for a work order job, the worker returns the tool, and the tool clerk creates a return registration. Tool return is registered in the Tool handout and return screen.

When registering a tool as returned, three options are available:

  • Available
  • Returned
  • Failed

Refer to the test case below for a step-by-step procedure on how to register return of a tool.

Return a tool

Data Requirements

  1. At least one tool has been handed out.

Steps 4

  1. Select Asset Management > Tool Crib > Handout and return.

  2. Select the Tool drop-down. You see a list of all tools that are currently in use.

    Select the tool you want to register as returned.

  3. In the Return tool dialog, select a return state for the tool:

    - "Available / Ready for handout" registers the tool as available in the tool crib.

    - "Returned / Needs inspection" registers the tool as "Returned". This means inspection of the tool is required. When the tool is ready to be handed out again, you manually update the tool state to "Available".

    - "Failed" updates the tool state to "Failed". You can create a repair work order for the tool right away by setting the Create work order toggle button to "Yes" and filling out the related work order fields (some fields may show default values).

    Note: If you created a repair work order then, when the work order lifecycle state is updated to "Completed", the tool state will be automatically updated to "Available" if you've set up tool crib functionality on your "Completed" work order lifecycle state.

  4. Select OK. The Return tool dialog closes.


The user can register a tool as returned.

When return registration is completed, the registration line is deleted from the Tool handout and return screen. You can see the updated status in the All tools list.

If you selected to create a repair work order, you can find the work order in the All work orders list in Asset management.

Tool state log

For each tool, you can get an overview of the different states it has gone through in the state log.

  1. Select the tool in the All tools list.
  2. Select Tool crib > Tool state log.
    • No actions can be performed in the log.
    • Only lines with tool state "In use" has a worker associated.

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