Managing an Asset after creation

Before managing an asset:

• Confirm that you have authority to view or edit the asset.
• Check that you have selected the correct asset record.
• Gather any updated identification, technical or ownership information.
• Confirm whether the change affects the asset’s condition, risk or operational status.

The options available may depend on your authorities and the modules enabled for your organisation.

1. Go to Assets > Assets.
2. Find the asset in the Asset Register.
3. Use the view function to review the asset’s saved information.
4. Return to the Asset Register when changes are required.
5. Select the asset’s Edit function.
6. Update the required details or Asset Attributes.
7. Click Save.
8. Open the asset again to confirm the changes.

From the left-hand menu, go to:

Assets > Assets

Use the Asset Register to find the asset you want to review or update.

Depending on your Engage configuration, you may be able to search or filter using information such as:

• Asset number
• Asset name
• Branch or location
• Asset status
• Asset classification

Can’t find the asset?
Check your search criteria and filters. Your authorities may also restrict the branches or assets available to you.

Select the asset’s view function to open the saved asset record.

Engage opens the asset’s Basic Details tab.

The Basic Details tab allows you to review the asset’s saved information, including:

• Asset number and name
• Description
• Asset tag and serial number
• Branch, Area and Section
• Purchase and warranty details
• Ownership
• Assigned employee
• Condition
• Critical Asset status
• Service Risk and H & S Risk
• Parent Asset
• Asset Status
• Notes

Use the other available tabs to review information such as Asset Attributes, maintenance, documents and records connected to the asset.

Important: The saved asset’s Basic Details and Attributes are displayed in read-only mode. You cannot edit this information directly from the saved asset record.

Understanding Asset Fields →

When the asset’s main information needs to be changed, return to the Asset Register.

Locate the asset and select its Edit function.

Engage opens the asset form with its existing information available for editing.

Common updates include:

• Changing the asset’s location
• Assigning the asset to another employee
• Updating its condition
• Changing its risk levels
• Updating warranty or ownership information
• Changing its Asset Status
• Adding or updating operational notes

Check whether one change affects another field.

For example, when an asset moves to another branch, its Area and Section may also need to be updated.

Do not change the asset number or identity to represent a replacement asset. Create a new asset record for the replacement so the history of both assets remains accurate.

Asset Attribute information is also updated through the asset’s Edit function.

In the asset form, locate the Asset Attributes section.

Review or change the asset’s classification and update any additional fields displayed for that classification.

Changing the Asset Attribute classification may change the additional fields available for the asset.

Review all displayed fields before saving to ensure the correct technical information has been entered.

Classifying Assets with Asset Attributes →

Before saving, check that:

• The correct asset record is being updated.
• The asset number and name remain accurate.
• The correct branch, Area and Section are selected.
• The assigned employee is correct, where applicable.
• The condition and risk levels are appropriate.
• The Asset Status reflects the asset’s current use.
• The correct Asset Attribute classification is selected.
• Any additional Attribute fields have been reviewed.

Click Save.

Open the asset again from the Asset Register and review its Basic Details and Attributes tabs to confirm that the changes have saved correctly.

A clear photo helps employees recognise the asset and confirm that they have opened the correct record.

Open the saved asset record and click the camera icon Next to the asset image.

Select the image to upload.

Engage will display a preview and cropping step before the image is saved.

Use an image that:

• Clearly shows the asset
• Is current
• Is not excessively dark or blurred
• Does not show several similar assets without identifying the correct one
• Does not contain unnecessary personal or confidential information

Replace the photo if the asset’s appearance changes significantly or if the existing image no longer helps employees identify it.

Each asset record can have a QR code that links employees directly to the asset in Engage.

Open the saved asset and select the option to download its QR code.

The downloaded QR code can be printed and attached to the physical asset where appropriate.

Employees can scan the code to open the corresponding asset record, subject to their Engage access and authorities.

Position the label where it is easy to scan but unlikely to be damaged, removed or covered during normal use.

Do not place labels on hot, moving or safety-critical surfaces. Common sense still outranks enthusiasm with a label printer.

Maintenance can be assigned after the asset has been created.

Open the saved asset and select the relevant maintenance tab or option.

Depending on your configuration, maintenance may be scheduled using:

• A date or time interval
• A meter reading
• A combination of date and meter requirements

Use scheduled maintenance for planned servicing, inspections, testing or replacement activities.

Examples include:

• Vehicle servicing every 10,000 kilometres
• Annual electrical inspections
• Monthly generator test runs
• Forklift servicing every 500 operating hours
• Six-monthly lifting-equipment inspections

Reactive maintenance can be recorded when an unplanned fault, defect or breakdown occurs.

Assets – Scheduled and Meter Maintenance →

Recording Reactive Maintenance →

Documents can be added to keep relevant asset information with the asset record.

Open the saved asset and select the relevant documents tab or option.

Documents may include:

• Operating manuals
• Service reports
• Inspection certificates
• Warranty information
• Purchase documents
• Technical specifications
• Compliance records

Use clear document names so employees can identify the correct file without opening every attachment.

Replace outdated documents where required and avoid uploading unnecessary duplicates.

Depending on the modules enabled for your organisation, an asset may be connected to other Engage records.

These may include:

• Forms
• Incidents
• Defects
• Specialist advice
• Actions
• Maintenance records
• Documents

Review connected records when investigating the asset’s history, condition or recurring issues.

Linking records to the correct asset creates a more complete history and makes patterns easier to identify.

Use the asset’s Edit function when it is retired, disposed of, replaced or otherwise removed from normal operation.

Before changing its status:

• Confirm that the asset is no longer required.
• Check whether any maintenance remains open.
• Review outstanding defects or actions.
• Remove or update any employee assignment.
• Record useful disposal or replacement information in the notes.
• Select the appropriate Asset Status.

Save the changes and reopen the asset to confirm its updated status.

Retaining the original asset record preserves its history and the records connected to it.

Avoid renaming an old asset record to represent its replacement. Create a new asset record for the replacement so both histories remain accurate.

Open the saved asset and confirm that the changes appear correctly.

Check that:

• The Basic Details are current.
• The location is correct.
• The assigned employee is correct, where applicable.
• The condition and risk levels remain appropriate.
• The Asset Status reflects its current use.
• The Attributes contain the correct technical information.
• The photo clearly identifies the asset.
• Relevant maintenance and documents have been added.

I opened the asset but cannot edit the Basic Details
The saved asset record is displayed in read-only mode. Return to Assets > Assets and use the asset’s Edit function.

I can view the asset but cannot use the Edit function
You may not have the required Asset authority. Speak with your Engage administrator.

I cannot find the asset
Check the Asset Register filters and search criteria. Your authorities may restrict the branches or assets available to you.

I cannot select the correct location
The required Area or Section may not have been configured for the selected branch, or your authorities may restrict the available locations.

The additional Attribute fields have changed
The asset’s classification may have been changed. Different Asset Attribute classifications can display different fields.

The asset photo did not save correctly
Upload the image again and complete the preview or cropping step before saving.

The QR code opens the wrong asset
Confirm that the QR code was downloaded from the correct asset record and replace the physical label if necessary.

I cannot see maintenance or other connected options
The required module may not be enabled, or your authorities may not allow access to that information.

The replacement asset is using the old asset’s record
Create a separate asset record for the replacement. Do not overwrite the original asset’s identity and history.

• Creating an Asset
• Understanding Asset Fields
• Classifying Assets with Asset Attributes
• Asset Authorities
• Assets – Scheduled and Meter Maintenance
• Recording Reactive Maintenance