View & Edit Assets

Overview

Assets are the pieces of equipment or machinery that you create work orders for whenever maintenance or repair jobs are required.

As a maintenance worker, you can work with the Assets module as a part of the Work execution app on a mobile device (mobile phone or tablet).

The Assets module supports the following functionalities:

• Get an overview of the assets you're working on.
• View asset data such as model, manufacturer details, functional locations, asset hierarchy, active assets and notes.
• View and edit asset details related to assets such as:
  • Work orders
  • Requests
  • Floor plan
  • Faults
  • Maintenance downtime
  • BOM (Bill of materials)
  • Attachments
  • Attributes
  • Counters
  • Event history
  • Asset tree
• Create your own lists for quick access of assets

Before you can start working on the Assets module, you must first sign in to the Work execution app.

• From the Work execution app, navigate to the Assets module using the left panel menu.
• You will be directed to the Asset lists page (see screenshot 01), which is the main screen for working with assets.
• To view other modules in the Work execution app or to sign off from the application, click on the More button (see screenshot 01) in the bottom navigation bar.
• You can use the left panel to go to the Settings page, to navigate to the other modules in Work execution app, or to sign off from the app (see screenshot 02).

01: Landing page of the 'Assets' module - 'Asset lists' page, and the 'More' option to view

02: The left panel of the Work execution app.

View or Edit Asset Details

Asset details

• When you select an asset , various details are shown. An asset can be selected from:
  • The Downloaded assets list.
  • A list that you have created yourself.
    • On the Asset lists screen, you can select either a downloaded list or a list you have created yourself and then select the asset you want to view or edit information about.
  • The Asset tree.
    • You can also select an asset from the Asset tree by selecting the 'context menu' button from the top menu and select Asset tree. The Asset tree shows a list of functional locations from where you can scroll to find and select an Asset . In screenshot 01 below, you see an example of an asset's details.
• You can view asset details, or add or edit registrations. Asset details are described in the articles below.

Asset details - numbers

• In the Asset details section at the bottom of the screen (screenshot 02), you may see numbers next to some detail pages.
• In screenshot 02 below, you can see some examples of these numbers:
  • Regarding Attachments, "0/1" shows you there are 0 attachments and 1 asset document related to the asset.
  • Regarding Attributes, "1/7" shows you there is 1 asset attribute and 7 functional location attributes related to the asset.

01: Example of using the Asset tree to select an asset within a functional location.

02: Example of an asset's details overview.

View or Edit Asset Notes

To view or update notes on assets:

1. From the Asset details page, click on Show notes (see screenshot 01).
2. The Notes section expands and displays the existing notes. To edit the asset note, click on the text field of the note (see screenshot 02).
3. This opens the Notes dialog. On the Notes dialog (see screenshot 03), make the changes as required and click on Save to update the notes.
4. On successful save, the application will display a success message (see screenshot 04).
5. Click on Close notes to collapse the notes section (see screenshot 04).

01: 'Asset details' page with 'Show notes' to view the 'Notes' section.

02: 'Notes' section where you can click on the text area to open the 'Notes' dialog to edit the contents.

03: 'Notes' dialog to edit notes and save notes.

04: Success message displaying updated notes and 'Close notes' option to collapse the notes section.

Work Orders Related to an Asset

Select Work orders to see a list of the work orders related to the asset (seen in screenshot 01).

1. On the Work orders screen, work orders are listed by date with the latest date at the top. The date shown is the Actual start date, and if that is not available, the Scheduled from date, and if that is not available, the Expected start date is used.
2. On the Work orders screen, you can select a work order to open work order details and start working on the work order job, if required. Refer to the Work on a work order section for instructions on how to work on and complete a work order job.
3. On the Work orders screen, you can select the button Create work order at the top of the page. Refer to the Create a work order section for instructions on how to create work orders.

Selecting a job on the Work orders screen

1. If you select a work order job on the Work orders screen, the Work order job screen opens. On the Work order job screen, you can select the 'context menu' button and
   1. Start timer to start a timer when you begin working on the job and stop it when you've finished working on the job.
      • See the documentation here on how to use the 'start timer' function (refer to the section in the article 'Register hours using the timer'.
   2. Add related work order to create a work order related to the selected work order job (if the current work order state allows it).
   3. Add work order job to add a new work order job.
   4. Create work order to create a work order.
   5. Schedule to me, Schedule to another worker, or Take Schedule to change who the job is scheduled to. Read more about it here.

01: Selecting 'work orders' on the Asset details page.

02: Available actions from the 'context menu' on a job.

Requests Created on the Asset

Select Requests to see the maintenance requests created on the asset. Refer to the Requests module to learn more about how to work with requests and create work orders from requests.

Setup

Enabling the Requests tab in Work execution app:

• The Requests tab is visible only when the Requests module is enabled in Dynaway mobile > Setup > Module configuration > Work execution > Maintenance requests > Enabled.

Viewing requests within a specific time frame

• The user can view all requests created for the asset within a specific time frame. Only requests that fall within this configured period are displayed.
• This time frame is determined by the values set for the configuration in Dynaway mobile > Setup > Entity setup > ObjectChangelog.

View Requests in Event History​

• If Event history is enabled
  • Work execution > Assets > Event history, requests will also be visible in the event history.
  • Event history data is time-based, with a default retention period of 365 days.

Floor Plan

If an asset is mapped to one or more floor plans, you can see those floor plans on the asset details page in the Work execution app. If you have access to the floor plan application, you can also open and navigate to those floor plans. Note that works only when you are online considering the fact that the floor plan app and its data (from D365) are available online only.

Setup

• Access to assets must be enabled (Work execution > Enabled).
• Access to floor plans must be enabled (Floor plan > Enabled).
• To open a floor plan from the asset, the floor plan application link must be set (Application locations > Floor plan application).

Viewing the Floor plan details from Asset details page

• Log in to Work execution app and navigate to Assets.
• From the list of assets, select the asset for which you would like to see the asset details.
• On the Asset details page, if for the selected asset there is a corresponding floor plan, a new tab called Floor plan appears (see screenshot 01).
• This tab shows the number of floor plans where the asset is mapped. Click on the Floor plan tab to view the floor plans that are associated with the asset.
• You will be directed to the Floor plans screen (see screenshot 02), which lists out all floor plans (both card view and list view are available) that the asset is a part of. To navigate to the Floor plan application and see the details of the floor plan, click on the relevant floor plan.
• You will be directed to the Assets screen of the relevant floor plan in the Floor plan application (see screenshot 03), which will display a list of all assets in the selected floor plan.

To view more details about the Floor plan application, please view the section: Floor Plans App | Dynaway Help.

01: The ‘Asset details’ page with the ‘Floor plan’ tab showing the number of floor plans the asset is part of.

The ‘Floor plans’ screen showing the floor plans that the asset is part of (in this example, one floor plan).

03: The ‘Floor plan’ application showing the ‘Assets’ screen for the selected floor plan.

Fault Registration

Select Faults to see the fault registrations created on the asset.

If you want to update a fault registration, refer to the Work on a work order section > Faults description.

Functional Location Hierarchy

The hierarchy of functional locations from the asset to the root can be seen on the asset details page by using the expand button on the functional location information block.

Functional location.

Functional location hierarchy expanded.

Maintenance Downtime

Select Maintenance downtime to see the downtime registrations created on the asset.

If you want to update a downtime registration, refer to the Work on a Work Order section > Downtime.

BOM Items

Select BOM (Bill of materials) to view a list of the items used on the asset. If BOM items have related product images, the images are also shown. It's also possible to see on the item card if an item is part of an active purchase price agreement trade, which you can read more about here.

Attachments

The Attachments tab in Asset details page allows you to view/add/edit the attachments related to the asset.

View Attachments

1. On the Assetlists page, from the asset lists, navigate to the appropriate list.
2. From the list of assets, select the asset for which you want to view the attachment.
3. On the Asset details page, scroll down and select Attachments (see screenshot 01).
4. You will be directed to the Attachments page.
   • If there are no attachments already added for the asset, you will see an empty list page.
   • If there are already attachments added for the asset, you will see the list of attachments.
5. On the Attachments page you will see two sections (see screenshot 02): Attachments and Asset documents (if available).
   • Attachments: Attachments are files that are not related to the asset in the same way as asset documents. Examples are photos documenting repair jobs, or descriptions from colleagues with advice on how to work with a specific part of the asset in the most efficient way.
   • Asset documents: Asset documents are files that are related to the asset in Dynamics 365 for Finance and Operations. Typically, they are set up on asset types, manufacturers/products, models, and maintenance job types. Examples are work instructions and safety instructions that you must read before you start working on a job on the selected asset. Note that you cannot make any modifications to these documents in the mobile app.
6. Click on the attachment to view the attached file.
   • If the attachment is an image, to zoom the image, use the scroll function on your mouse or the zoom controls available in the image viewer (see screenshot 03).
   • To pan across the image, click and hold the image, then drag it in the desired direction to move around the zoomed view.
7. Select the back arrow button to return to the Asset details page.

Add Attachments

To add an attachment to an existing asset:

1. On the Asset lists page, from the asset lists, navigate to the appropriate list.
2. From the list of assets, select the asset for which the attachment needs to be uploaded.
3. On the Asset details page, scroll down and select Attachments.
4. On the Attachments page, you can add one or multiple attachments by clicking on the Add attachment button:
   • If there are no attachments already added for the asset, you will see an empty list page with a button to add attachments (see screenshot 04). To add a new attachment, click on Add attachment.
   • If there are already attachments added for the asset, you will see the list of attachments on the Attachments page (see screenshot 05). To add a new attachment, click Add attachment.
5. When you click Add attachment, you will be directed to your local machine (if you are using the desktop application), from where you can add one or more related attachments/files using the multi-select option. If you are using a mobile device, you can choose to select from files and then select multiple attachments/files, as required.
6. After selecting the attachment, you will be directed back to the Attachments page. On successful upload, you can see a success message (see screenshot 06).
7. For each attachment you can see a corresponding action menu. Click on the action menu (see screenshot 07) for more options. Note that this functionality is valid only for attachment types that have been set up as modifiable on the document type, and that the parent entity must be active.
   • Rename: Click on Rename to rename the attached file.
   • Update note: Click on Update note to add or update a note for the attached file.
     • To view the Update note option, ensure that you have enabled the configuration in General > Document attachments > Modify note.
   • Delete: Click on Delete to delete the attached file.
8. To return to the Asset details page, click on the back arrow at the top left of the page.

01: Navigation to 'Attachments' page of Asset.

02: Attachments page with two attachment sections - 'Attachments' and 'Asset documents'.

03: The zoom controls on the 'Attachment' page for images.

04: 'Attachments' page when there are no existing attachments for the asset.

05: 'Attachments' page when there are already attachments for the asset.

06: Success message when one or more attachments are saved.

07: Action menu corresponding to each attachment for users to rename the attachment, update a note on the attachment or delete the attachment.

Attributes

You can view the Asset attributes and Functional location attributes related to the asset under the Attributes section.

The actions you can perform (add, edit, or delete) in this section depend on the module configuration set for the user for AM:

• Dynaway mobile > Module configuration > Work execution > Assets > Asset and functional location attribute add.
• Dynaway mobile > Module configuration > Work execution > Assets > Asset and functional location attribute update.

Attributes can be added or updated according to the access control set for users. However, attributes inherited from the asset type or functional location type cannot be deleted, regardless of the access level.

• If Add and Update are enabled: You can add, update, and delete attributes.
• If Add and Update are disabled: You cannot add, update, or delete attributes.
• If Add is enabled but Update is disabled: You can add attributes but cannot update or delete them. In this case, the attributes you add can still be updated and deleted as long as you remain on the page.
• If Add is disabled but Update is enabled : You cannot add attributes, but you can update and delete existing ones.

To add an asset attribute:

1. From the Work execution app, navigate to the Asset details page of the relevant asset.
2. Scroll down to Attributes and click on the Add asset attribute button. To add a functional location attribute, click on the Add functional location attribute button.
3. From the Select attribute type (see screenshot 01) dialog, select the relevant attribute type, and click on the Apply button.
4. You will be directed back to the Asset details page (see screenshot 02) with the attribute listed on the page.
5. You can now add the attribute value by clicking on the corresponding attribute field.

01: 'Select attribute type' dialog to add the attribute field to asset.

02: 'Attributes' page with list of asset attributes, where you can key in the value.

Counters

Select Counters to see a list of counter readings on the asset. You can see the available counter types, for example, kilometers or production hours, at the top of the screen (as seen in screenshot 01 below where Number is selected).

1. Select the button +Add Counter Reading to add a counter registration on the asset.
2. Enter the counter value in the Value field. The Total field is automatically updated.
3. The current date and time is displayed in the top right corner. If you need to change the date from the current time and date, select the field.
4. If you're replacing the counter with a new counter, select the Replaced toggle button (showing a dark blue color when selected).
5. Select Save Counter to save the counter registration. Your registration is added to the Counters screen.

01: The 'Number' counter type is selected in this screenshot. When clicking '+Add Counter Reading', you can add a counter reading for the 'Number' counter type.

Add or Update Image

Select the image icon in the top right corner to add or update an image for the asset. The camera on your mobile device is activated when you select the icon.

1. You can select Open Camera to take a photo from your device
2. You can select Upload from the Device to upload an existing photo from your device.

Event History

The Event history is an important part of the asset details, as it informs technicians about all important events on the asset, e.g. request updates, work order updates, and faults.

Setup in D365

Enable the Event history functionality by going to:

1. Setup > Entity setup and enable ObjectChangelog.
2. Make sure entities have been initialized in Periodic > Entity initialization.
3. You will now see Event history on the asset details page.

On the asset details of an asset, go to the Event history to see a list of entries. You can expand and collapse the entries and search for entries using the button in the upper right corner.

If an entry refers to a request or work order, you can go directly to them from the Event history.

Example of a list in the Event history.

Example of expanded Event history.

Example of a search within the Event history.

Mark Asset as Favorite

You can mark an asset as favorite and see it in the default list Favorites.

To add an asset to favorites:

1. On the Asset lists page, select the list to view the assets in the list.
2. From the assets listing page, select the asset to view the details.
3. On the Asset details page, click on the Favorite icon (see screenshot 01).
4. This adds the asset to favorites, and you can view it on the Asset lists page under the default list called Favorites.

01: The 'Asset' details page with the 'Favorite' icon.

Customize Asset Card Design

The asset card design feature allows you to control which properties are displayed on asset cards in the Work execution app. This helps you view the most relevant asset information directly on the asset card.

To configure asset card design:

1. Go to Dynway mobile > Setup > Module configuration.
2. On the Module configuration page, from the left menu, go to Work execution > Card design > Asset card design (see screenshot 01).

Asset card fields

1. To configure the fields on asset card, click on Asset card fields.
2. Select the user or user role for whom you would like to customize the asset card design. Select the fields you want to display on the job card by clicking on the drop-down arrow in the corresponding Parameter value column.
3. On the Select values screen (see screenshot 03), select the fields from the Remaining section that should be included in the job card and add them to the Selected section using the forward and backward arrows provided.
4. Save the configuration. Changes made in module configuration are reflected immediately in the asset cards.

01: Navigation to module configuration for 'Asset card design'.

02: Module configuration 'Asset card fields'.

04: The 'Select values' screen to select parameters.