The asset management structure within Fieldmagic is designed around streamlining regular or adhoc maintenance of assets. The key components within our asset management structure are shown below in the diagram below.

  • Sites represent the physical location where the asset is located. The site name can also be set to something like "Mobile" if the asset isn't located at a fixed site location. Typically, this is a physical address or GPS location, however.
  • Assets are the actual assets being managed and/or serviced. Each asset can contain a number of custom attributes (configured in the related asset type) and the available attributes will change based on the selected asset type. Each asset contains a set of common attributes such as:
    • Serial number: text field used in QR code scanning to uniquely identify an assets
    • Walk order: used to order the assets in the mobile app in order to ensure the assets appear in a logical order in terms of how the technician will service the assets. This can be manually set, but if not manually set, it is calculated when the asset is created as the current maximum walk order for that site and asset type plus one.
    • Location: Text field used to describe how to find the asset (i.e. behind the front door).
    • Last inspection date (automatically set when an asset is inspected on a job)
    • Last inspection result (automatically set when an asset is inspected on a job)
  • Jobs represent the work to be completed. The job contains any assets to be serviced (via the Assets / Jobs link table) and tracks the inspection status of each asset.
  • Checklist Response contains the snapshot of the asset checklist as it was when the checklist was linked to the job. This is to ensure that if the checklist configuration is changed in the future, we always have a copy of the checklist as it was at the time of completion as a full audit trail. Note that a checklist is optional for the inspection of assets. If you prefer to have a simple pass/fail inspection of an asset, you don't need to include a checklist. In this case, the system will present a simple pass/fail option for each asset. 
  • Recurring Jobs can be thought of as job templates that are used to automatically generate recurring jobs on a periodic basis. In the recurring job, you're able to select the recurring period, asset type, asset group and any checklists that you would like automatically attached to the job.
  • Asset Types are used to define the custom attributes that need to be tracked for each type of asset. For example, a fire sprinkler will have a different set of assets to track compared with a fire extinguisher.
  • Asset Groups are used to group and filter assets. This can be useful when you have a lot of assets to inspect at a given site. For example, if you had a building that had 1000 lights to inspect annually and you couldn't feasibly do this in one visit, you could divide this into two 12 monthly inspections 6 months apart and create two groups of assets, and schedule these assets to be inspected separately.
  • Checklist Configuration contains the actual configuration of the checklist prompts. When we attach a checklist to a job, we copy the current configuration of the checklist into the checklist response as a "version" of that checklist at the given time. This is to allow checklists to be updated as new standards are applied while maintaining a record of the compliance checklist at the time of attaching the checklist to the job.
  • Assets / Jobs Link contains the links between the asset and the job that the asset was inspected on. This allows us to report on the inspection history associated with each asset (for annual reports, for example). In addition, this link table contains the record of whether each asset passed or failed on inspection on that job along with the specifics of each prompt that was completed if a checklist was used for the inspection.