Manage Tool Crib

Tools List

The Tools List is similar to the Assets List. Tools are essentially Assets and are set up the same way as an Asset, and they are also visible on the Assets List.

Comparing the Tools List to the Assets List, we can see that the Tools List:

• Has less data and focuses only on data relevant to tools.
• Has fields relevant to tools (like if the tool is In Use, or to whom the tool was Handed To).
• Has actions to register handout/return.

From the Tools List, you can easily register a Tool Handout or Tool Return by selecting the ellipsis button on the chosen record.

Return is available only when the selected tool is currently in use.

On the Tools List, you can see if a tool is in use and by who, and you can register handout and return from the ellipsis button of a Tools List line.

Tool Card

From the system perspective, the Tool Card is the Asset Card. This means that you can perform almost the same processes that you can do on an asset.

On the card, you are specifying that an asset is a tool by selecting its Type as a Tool.

When an asset is marked as a tool, you will see an additional tab 'Tool' where you will see:

• Max Handout Time (days) - How many days this tool can be handed out.
• In Use - If the tool is currently in use.
• Handed To - Who is using the tool right now.

The tool is set up as a Tool Type which adds the 'Tool' tab.

Counting Tool Returns

On the Asset Card of the tool, you can use counters in the same way as it works on an Asset. You can read how counters work in documentation about counters on assets.

The Tool Crib module makes it possible to register a reading automatically every time a tool is returned. Using Counters on tools, you can easily track how many times a tool has been handed out and how often it has been handed out.

To do this, you need to have a counter which is set up as a Relative counter.

1. Open the Asset Card of the Tool.
2. Go to the Counters tab.
3. Specify the Counter Category Code.
4. Specify the Counter No.
5. Mark Update Counter on Tool Return as true in the checkbox.

With this setup, every time someone is returning a tool, a '+1' reading value will be added to the selected counter.

Setting up a counter for a tool.

Handing Out

You can register a Tool Handout from two places:

1. From the Tools List
   • by selecting the ellipsis button and choosing the Register Handout action.
   • by selecting the record and choosing the Register Handout action from the toolbar.
2. From the Tool Handouts list
   • by adding a new record.

Register Tool Handout from the Tools List

You will see Register Tool Handout/Return which is useful if you want to register a handout quickly without any changes. For a simple Tool Handout, you only need to specify the person who is handing out the tool.

You can also always extend the Register Tool Handout/Return by adding fields that are hidden by default. You can do it by using personalization.

The available fields are:

• Open Card Before Handout - boolean - The Handout card will be open so you will be able to edit it before registering the handout.
• Max. Handout Time - Integer - You can specify for how long the tool can be handed out.
• Handout Date-Time - You can change the date and time of the handout.
• Handout Note - You can add notes to the handout.

Register Tool Handout from the Tool Handouts list

On the Tool Handout card, opened from the Tool Handouts list, you can specify details and add handed-out assets manually.

1. On the card, specify who the tool is handed to in the Handed to field.
2. If needed, change the Register Date-Time.
3. You can add tools to the lines by selecting the Add Tool button and choosing the tool from the list.
4. On the list, you can change the value in Max Handout Time (days) if it's editable.
   • When a parent and its children are added to the lines, only the parent can define for how many days it can be handed out.
5. To finalize the process and hand out the tool(s), select Register from the toolbar.

Every time you are handing out a parent tool, or you are adding it to the lines on the Tool Handout document - all children below this parent are added automatically. You can treat parents in that case as a 'toolbox' that contains different tools and any tool from the box should not be used alone but handed out as a whole box of tools.

Registering Handout directly from the Tools List.

Registering Handout from the Tool Handout card.

Example of Toolbox with tools.

Open Handouts

In Tools > Open Handouts you can get an overview of the current status of all handouts that have not yet been returned.

On the list you can check:

• Which tools are handed out.
• Who is handing out tools.
• When tools were handed out.
• The expected return date.
• By different text formatting, you can easily check:
  • which tools will be returned in the future - normal formatting.
  • which tools should be returned today - green italic.
  • which tools should be returned but still are handed out - red italic.

From the list, you can also check the Handout Document by highlighting the record from the list and selecting the Handout Document button from the toolbar.

The Open Handouts functions listed above are marked on the screenshot.

Returning

You can register a Tool Return from two places:

1. From the Tools List
   • by selecting the ellipsis button and choosing the Register Return action.
   • by selecting the record and choosing the Register Return action from the toolbar.
2. From the Tool Returns list
   • by adding a new record.

Register a return from the Tools List

You will see Register Tool Handout/Return* which is useful if you want to register a return quickly without any changes.

For the simple Tool Return, you just need to select the Register Return button - the Returned By is filled in automatically and can not be changed.

You can also always extend the Register Tool Handout/Return by adding fields that are hidden by default. You can do it by using personalization.

The available fields are:

• Open Card Before Return - boolean - The Return card will be open so you will be able to edit it before registering the return.
• Return Date-Time - You can change the date and time of the return.
• Return Note - You can add notes to the return.

*If you selected a child asset - you will see a notification that the record was handed out with the parent, and you will be asked if you want to return the parent with all its children. If not, the return will not be processed.

Register a return from the Tool Return card

1. On the Tool Return card, specify details and add returned assets manually.
2. On the card, you have to specify the person who is returning the tool.
3. If needed, you can change the Register Date-Time.
4. You can add tools to the lines by selecting the Add Tools button and choosing the tool from the list. The list contains only these records which were handed out by the selected employee (specified in the Returned By field).
   • Only parent assets are listed on this list - you are returning parent and its children (if exists) because only that way they were handed out.
5. On the list - you can add notes on the specific asset, or define if the asset (tool) requires repair.
6. To finalize the process and hand out the tool(s), select Register from the toolbar.

Registering Return directly from the Tools List.

Return with children.

You can add notes to a Tool Return.

Handout Entries

In Tools > Handout Entries you can see an overview of the Handout Entries history and view current handouts.

On the list you can check:

• Which tools are/were handed out - if the children were/are handed out with a parent - only the parent is visible on that list.
• Who is/was handing out tools.
• When tools were handed out.
• The expected return date.
• When tools were returned.
• If tools were returned overdue.
• If tools require repair.
• If a tool is still handed out.
• By different text formatting, you can easily check:
  • which will be returned in the future - normal formatting.
  • which should be returned today - green italic.
  • which should be returned but still are handed out - red italic.
  • which are returned - normal grey.

From the list, you can also check the Handout/Return Document by highlighting the record from the list and selecting the Handout/Return Document button from the toolbar. See the screenshot below.

The Tools Included column contains information if a tool was handed out with children. By selecting this value, a list opens with all children handed out with this parent. See the screenshot below.

Handout Entries with functionalities highlighted described above.

Registered Documents

Registered Tool Handout and Registered Tool Return are documents that are created when you register a handout/return.

Registered Tool Handout can be opened from the following:

• Search for Registered Tool Handouts, which opens the list with registered documents.
• Select Handout Entries and select Handout Document from the toolbar.
• Select the Open Handout and select Handout Document from the toolbar.

Registered Tool Return can be opened from the following:

• Search for Registered Tool Returns, which opens the list with registered documents.
• Select Open Handout and select Return Document from the toolbar.

Registered Tool Handout.

Registered Tool Return.