Using Asset QR Codes and Asset Reports

Before using an Asset QR code:

• The asset must already exist in Engage.
• Confirm that the Asset record represents the correct physical asset.
• Add a clear asset number, name and photo where appropriate.
• Confirm that the QR code is attached to the correct physical asset.
• Employees using the asset information must have the appropriate Engage access.

Where the QR code will be scanned inside a Form to identify the asset, the Form must contain the appropriate Asset Selector.

1. Go to Assets > Assets.
2. Open the asset.
3. Locate the QR code on the asset’s Basic Details page.
4. Click Download Image to save the QR code for printing.
5. Print and attach the QR code to the correct physical asset.
6. In the mobile app, open QRCode Scanner, scan the asset QR code and tap View Report.
7. To complete a linked form, select it under Complete forms for this asset, then complete and submit it.
8. From the website, use Download Asset Report to create a tailored PDF.
9. Where supported, scan the QR code while completing a Form to identify the asset automatically.

The behaviour depends on how you are accessing the asset.

Scanning the QR code from a mobile device
Tap View Report to open the asset report containing the available asset information and history. Forms linked to the asset are available under Complete forms for this asset.

Downloading an Asset Report from the website
Allows you to choose which additional sections are included in the PDF.

Scanning the QR code while completing a supported Form
Identifies the asset and can populate the Asset Selector without requiring the employee to search for the asset manually.

From the left-hand menu, go to:

Assets > Assets

Find and open the required asset.

The QR code is displayed towards the bottom of the asset’s Basic Details page, beneath the Asset Employee History.

Check the asset number, name and photo before downloading the QR code, particularly where several similar assets exist.

Click Download Image beneath the QR code.

Save the image ready for printing onto a suitable label or sticker.

Each QR code belongs to a specific Asset record. Do not use the same QR code on another vehicle, machine or item of equipment.

Print the QR code onto a suitable durable label and attach it to the physical asset.

Select a location that is:

• Easy to see and scan
• Protected from normal wear where practical
• Not likely to be covered during operation
• Suitable for the environment in which the asset operates
• Safe to access while the asset is stationary

Possible locations include:

• Inside a vehicle door or cab
• Inside the cab of mobile plant
• On an equipment control panel where it does not obstruct controls
• On a fixed asset identification plate
• On another durable and easily accessible surface

Avoid moving parts, hot surfaces or locations where scanning the code would require an employee to enter an unsafe area.

Test the QR code after the label has been installed to confirm that it can be read easily and identifies the correct asset.

Open QRCode Scanner in the Engage mobile app and scan the asset’s QR code. Tap View Report to open the asset report. Where forms have been linked to the asset, select a form under Complete forms for this asset, then complete and submit it.

Unlike the web download, the mobile QR scan does not ask you to select individual report sections.

The full report provides a consolidated view of the information currently available against that asset.

This provides a quick way for someone standing beside the physical asset to retrieve its wider operational record without first searching through the Asset Register.

The Asset Report begins with the asset’s core information.

This can include:

• Asset number and name
• Location
• Description
• Asset tag and serial number
• Asset Status
• Condition
• Critical Asset status
• Purchase and warranty information
• Service Risk
• H & S Risk
• Asset image

The full report can then bring together the wider information and history recorded against the asset.

This may include:

• Asset Attributes and classification
• Meter Maintenance history
• Maintenance readings
• Parts, labour and other maintenance costs
• Scheduled Maintenance
• Completed scheduled maintenance history
• Reactive Maintenance
• Total Maintenance Cost
• Incidents
• Linked Training Courses
• Employees who have completed linked training
• Defects
• Specialist Advice

Where a section has no current records, the report may show that no corresponding information was found.

This makes the report useful as an asset-management snapshot while also retaining relevant servicing, competency, defect, incident and health and safety information.

Assets – Scheduled and Meter Maintenance →

From the asset’s Basic Details page, click Download Asset Report at the bottom right of the page.

Engage opens the Download Asset window.

The asset’s core details form the basis of the report. You can then choose which additional sections to include.

Additional sections available are:

• Asset Attributes
• Maintenance
• Incidents
• Training
• Defect
• Specialist Advice

Select the sections required and click Download.

This allows the web report to be tailored to its intended use rather than including every available section each time.

Select the report sections that are useful for the purpose of the download.

Service or maintenance review
Include Asset Attributes and Maintenance.

Operational asset review
Include Asset Attributes, Maintenance, Training and Defect.

Health and safety or assurance review
Consider Maintenance, Incidents, Training, Defect and Specialist Advice, where relevant.

Complete asset snapshot
Select all available sections.

The report can therefore support different needs without requiring a separate report format for every situation.

Asset QR codes can also be used when completing Forms that contain an Asset Selector.

In this workflow, scanning the QR code identifies the asset for the Form rather than requiring the employee to search through the available Asset list.

This can be particularly useful for recurring activities such as:

• Vehicle pre-start checks
• Plant inspections
• Weekly equipment checks
• Condition inspections
• Maintenance or servicing Forms

Once the Form is submitted, the completed Form is available from the selected asset’s Forms tab.

This provides another link between the physical asset and its operational history.

Using Forms with Assets →

Review the physical QR-code label when:

• The asset is replaced.
• The asset is disposed of.
• A replacement asset receives a new Engage record.
• The QR label becomes damaged or unreadable.
• The QR code has been attached to the wrong physical asset.

A replacement asset should have its own Asset record and its own QR code.

Do not transfer the old QR code to a replacement asset. Doing so would associate future activity with the history of the previous asset.

The QR code will not scan
Check that the printed label is clean, undamaged and large enough to scan reliably. Try scanning the original downloaded image to confirm whether the physical label needs replacing.

The QR code identifies the wrong asset
The label may have been downloaded from another Asset record. Download the correct QR code and replace the label on the physical asset.

The mobile QR scan gives me the whole report
This is expected when you open the asset report from the mobile QR scan. Linked forms can also be opened under Complete forms for this asset. Use Download Asset Report from the website when you want to choose which additional report sections are included.

I cannot choose individual sections when scanning the QR code
Section selection is available when downloading the Asset Report from the web Asset record, not from the mobile QR scan.

The report does not contain information I expected
Check that the relevant information has been recorded against the asset. When using the web report, also confirm that the required additional section was selected before downloading.

I cannot see a linked form after scanning the asset
Confirm that the required form has been selected when adding or editing that asset on the web and that the asset has been saved. Check that the employee has the appropriate Engage access.

The QR code does not populate the asset on a Form
Confirm that the Form contains the appropriate Asset Selector and that the asset is available within that selector.

The employee cannot access the required asset information
QR codes do not override Engage access or authorities. Confirm that the employee has the appropriate access.

The asset has been replaced
Create a new Asset record for the replacement and use its new QR code. Do not reuse the previous asset’s QR code.

• Creating an Asset
• Managing an Asset After Creation
• Understanding Asset Fields
• Using Forms with Assets
• Assets – Scheduled and Meter Maintenance
• Assigning Assets to Employees
• Linking Training Courses to Assets
• Recording Reactive Maintenance