Purpose

The Tools module allows users to track maintenance and assignments for tools and equipment. Users can save documentation and files, track all the details for the tools or equipment, and generate reports.

Tools Module List View

The Tools module home page or "list view" displays all active Tool records within the system, allowing users to search for tools or equipment records, quickly view the assignments, and track basic information.

Search & Filter Options

• Quick Search: Search for a tool using the tool name, assignment, or ID.
• My Tools: Filter all tools assigned to the logged-in user's username.
• Archive: View tools that have been archived.

Generate Reports

Click the PDF icon to generate the following reports:

• Summary Report
• Maintenance Report

Import / Export Records

• Import: Use the "⚙️" icon to download the CSV template and upload completed documents.
• Export: Select the export icon to download a CSV file of tool records.

Record Options

Select the ≡ icon on a record to:

• Assign/Unassign: Assign tools to a cost center, division, facility, location, or personnel record. Select clear to remove an assignment.
• Preventative Check: Perform a preventative maintenance check on the selected Tool.
• New Maintenance: Log new maintenance performed on the tools.
• New Checklist: Create a Checklist record related to this tool
• Print Label: Print a unique label for the tools with a scannable QR code.

Additional Features

• Actions: Assign/Unassign, perform a Preventative Maintenance check, or create a New Maintenance record.
• Options:
  • Duplicate: Duplicate and create a copy of the selected Tool.
  • View History: View related History records for this Tool.
  • Delete: Permanently delete the selected Tool.
• QR Code Labels: Print unique labels with scannable QR codes for easy tool identification.
• Maintenance Logging: Keep track of all maintenance performed on tools.
• Assignment Tracking: Easily view and manage tool assignments across the organization.

Selected Tool

Overview Mode

• ID: System generated ID. ID formats can be modified within Company Preferences. Select the field to modify selected Tool.
• S/N: Enter a Tool Serial Number
• Brand: Enter the Tool's Brand.
• Category: Assign a “Category”. Customizable drop-down field, configurable in the “Categories” module.
• Description: Enter a brief text description of the Tool.
• Purchase Date: Enter the Date the Tool was purchased.
• Purchase Cost: Enter the cost of the Tool.
• Archive: Archive the selected Tool record to remove it from active list.

Assignments Mode

View the assignment history for this Tool.

Preventative Mode

View the Preventative Maintenance history for this tool.

Maintenance Mode

Review the Maintenance records for this Tool.

Common Workflow Questions

• How do I assign a tool to a specific employee or project?
• Can I set up maintenance schedules for tools?
• How do I generate a report of all tools assigned to a specific division?
• What information is included in the tool labels?
• How can I track the maintenance history of a specific tool?