How to Add Warranty Items and Maintenance Activities

 

  • Select “Warranty Items” on the Dashboard.
  • You will be redirected to the Warranty Items page, which will allow you to add new warranty items and browse existing warranty items.
  • Each user has the ability to add one building to their account and can add up to 50 warranty items.
  • First, click on “Add Building” to add a building.
    • A form will pop up where you can enter the name of your building and then click “Create Building”.
  • Next, this page will appear:

Screen Shot 2015-10-23 at 3.40.56 PM

  • This page will show 4 default classifications, broken into 13 default categories for your warranty items.
    • For a description of each classification, click on this icon next to each title.
    • You can add a category under the “Other Equipment” classification using the “Add Category” button on the right side of the screen. A form will pop up for you to enter the name of your custom category, and click “Create Category”.
    • To delete your custom category, click which is located to the right of the category name.
  • To delete the building, click in the upper right hand corner of the screen.
    • Deleting the building will also delete everything attached to the building, including all warranty items, maintenance activities, and alerts.

 

To Add a Warranty Item:

  • Click on the “Add Item” button to the right of any category name.
  • This form will pop up for you to enter the warranty item information:

Screen Shot 2015-10-20 at 2.22.06 PM

  • All required fields are marked with an asterisk (*): Description and Manufactured by.
  • To add an image to your warranty item, click “Choose File” to select the image.
  • Once you fill out this form, click “Create Warranty Item.”
  • The information for your warranty item will appear under its category, as shown below:

Screen Shot 2015-10-20 at 2.46.04 PM

  • To view/hide the warranty items under each category, click on the category name.
  • Blue text can be edited in place by clicking on the text, which will display a text box. To save the change, either hit the enter key or click outside the text box.
  • To archive a warranty item, click the “Archive Item” icon to the right of the item, and that item will be hidden.
    • To view archived warranty items, click in the upper right hand corner of the screen.
    • To re-hide archived items, click in the upper right hand corner of the screen.
  • To delete a warranty item, click on the “Delete Item” icon to the right of the item.
    • Deleting a warranty item will also delete all attached maintenance activities.
  • Click on the “View Maintenance History and Alerts” icon to the left of the warranty item description to view maintenance history and alerts for a particular warranty item. You will be redirected to the page below:Screen Shot 2015-10-20 at 3.45.32 PM
  • All the information about your warranty item from the previous page is displayed for you at the top of this page.
    • You can edit the blue text on this page and it will be changed in the system and on all other pages.
  • The image you uploaded and the QR code for this warranty item will appear in the upper left hand corner of this page.
    • The QR code for each warranty item can be scanned by a smartphone or tablet, and will take you to this Maintenance History page on your mobile device.
  • This dropdown menu will display the following options:

Screen Shot 2015-10-20 at 5.04.22 PM

 

  • “Add Maintenance Activity” – See “To Add a Maintenance Activity” for more information
  • “Change Image”- Allows you to change the image associated with this warranty item
  • “Print QR Label” – Allows you to print the QR label that is associated with this warranty item
    • You may choose to attach this QR label to the physical item, or keep it on a list for easy access.
  • “Alerts” – An Alerts Calendar will pop up, displaying alerts only associated with this warranty item. See “How to Add Alerts” for more information.
  • “Archive” – Allows you to archive the warranty item, which will hide the item
  • “Delete” – This will permanently delete the warranty item, as well as any maintenance activities and documents that are attached to it.

 

To Add a Maintenance Activity:

 

  • Click at the bottom of the screen or under this dropdown menu in the upper right hand corner of the screen.
  • This form will pop up:Screen Shot 2015-10-20 at 4.07.36 PM
  • “Description” is the only required field and it is marked with an asterisk (*).
  • Once you fill out this form, click “Create Activity”.
  • At the bottom of the screen, under the “Maintenance Activities” tab, your new maintenance activity will appear:Screen Shot 2015-10-20 at 4.35.05 PM
  • You can edit the information by clicking on the blue text.
    • By clicking on the text under “Status,” a drop-down menu will display 3 options: “Open,” “In Progress,” and “Complete.”
  • The “Created Date” cannot be edited. It is simply the date the maintenance activity entry was created.
  • The “Completed Date” can be added at any time by clicking “click to add”.
  • Use the search bar to search by text under any heading. For example, you can search for “Open,” and all maintenance activities with an “Open” status will be displayed.
  • You can also sort the activities using each heading as a filter.
    • Click on the heading you want to sort the activities by.
    • To sort in the reverse order, click on the heading again.
  • Under the “Actions” heading, there are two icons:

Mark as Inactive – This will mark the work item as “inactive”.

  • While a maintenance activity is inactive it cannot be edited and it is hidden.
  • Inactive maintenance activities can only be viewed by clicking on at the top of the screen.
  • To hide inactive maintenance activities, click on at the top of the screen.

Delete Activity – This will permanently delete the maintenance activity.

 

To Add a Document to a Warranty Item:

 

  • Click on the “Documents” tab.Screen Shot 2015-10-22 at 10.27.27 AM
  • Fill out the “Add Documents” form. “File” is the only required field and it is marked with an asterisk (*).
  • You may also add a description and the type of document you are adding.
    • There is a dropdown menu for Document Type, and it gives you 4 options:
      • Warranty Document – applies to any documents associated with the warranty of your item
      • Operating and Maintenance – applies to documents such as owner/user’s manuals, quick-start guides, FAQ’s, etc.
      • Vendor Contract – applies to any documents associated with installation, maintenance, or similar activities.
      • Other – applies to all other documents
    • To view the acceptable file extensions for your document, click the “Acceptable file extensions” link and a list will pop up.
  • Click “Add Document”.
  • The document will appear to the right, under “Documents”.Screen Shot 2015-10-22 at 10.46.21 AM
  • You can edit the name of the document by clicking on the blue text.
  • The “Download” button will either open the document in a separate tab in your browser or download it to your computer, depending on the file type.
  • The “Delete” button will permanently delete the document.
  • To display only a certain document type, click on the dropdown menu in the upper right hand corner of the “Documents” tab and select the document type you wish to display.
    • To display all document types, select “All”.