Overview:

Equipment record forms can be used to keep track of Equipment Documents for plant items. Examples of documents are Registration certificates or Certificates of inspection.

• Equipment records will be linked to Equipment items in Upvise

• Equipment Matrix in the Forms app can be used to keep track of expiring documents, with a visual dashboard colour coded expired or expiring-soon documents.

• Tasks will be created as reminders for team members to action and renew documents when needed.

Screen Guide:

Form name: Equipment Record

If applicable, the form can have an expiry date which will be tracked from the Matrix.

Open

Form Dashboard on Forms App

• The dashboard for this Form shows a link to the Matrix, a list of Expiring licences within 90 days and a List of expired licences.

Open

Equipment Matrix

This Matrix displays a list of Equipment, and a column for each of the Documents types you are using.
If the document has expired, a red Expired label shows on the record. If expiring soon (within 90 days) it shows the expiry date in an orange label, otherwise this date is displayed in yellow (meaning no action required yet).
The buttons at the top display the list of equipment that fall in that status and filters can be used to search for specific plant or other criteria.

• Task reminders created automatically
  When the expiry date of the Equipment Record falls within the next 7 days, a task is created automatically to remind the Equipment Record owner (the person that submitted the record in upvise) that the document is expiring soon. These tasks are visible from the Calendar and from Tasks.
  
  

• Tasks will automatically generate and assign to the upvise user that submits the equipment record.

  If an equipment record has expired, a new record should be submitted so you maintain an audit trail & history of the equipment records.

Submitting Equipment Records

1. Navigate to the Equipment app

2. Select “Equipment”

3. Select the equipment item from the list to submit an equipment record.

4. Click the “+” button

5. Click “Form”, Equipment

6. Click on “Equipment Record”

7. Input details such as the Document Type, the Document Number, Effective date and expiry.

8. When Complete, click the “tick” to save the form data

9. Review the data and click “Submit” when you are happy with the data captured

Customising Equipment Records

You are able to add additional form fields into the equipment record form to capture more details if required. e.g. record provider. Standard form fields should be retained and hidden if they are not required.

Additional Support

Contact Workbench Support support@wbi.freshdesk.com or your Workbench Consultant to further discuss the implementation or training of this function.

Next Steps: