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:
- 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:
- 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:
- 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:
- 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:
- “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:
- “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:
- 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.
- 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.
- There is a dropdown menu for Document Type, and it gives you 4 options:
- Click “Add Document”.
- The document will appear to the right, under “Documents”.
- 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”.