Asset expiry notification

Hey @Martin Bredenhann 

Thanks for raising this. It’s common feedback so we will get to it as soon as possible. We have a few other initiatives for assets that we’re working on at moment, but certainly recognise that this is important too and it will be super helpful.

In the meantime, we built functionality that allows a user to configure / sort the columns in the asset list/table view (similar to excel functionality), so you could set your default view to have the expiry date column visible and sorted A-Z or Z-A. This would require periodic checking in to see what is up next, so not automated. 

Another option is creating an action to address the expiry date on the asset with a due date that is useful. This would notify yourself, or whoever the action was assigned to. That action could also be recurring, if the expiry date has a consistent cadence. The actions team is also building a calendar view soon of actions, so this would give you a view of what is coming up. 

Hope this helps in the meantime. 

Cheers,

Duncan

Any update on this?

Hi Jane, 

The best way to get notifications is still to set up an action on the asset using the due date to trigger a notification (can recurring if the cadence is consistent say like every 6 months or year etc.)

We are currently working on usage based maintenance triggers which will create actions / work orders with notifications.

We’re also going to start working on asset status after that and then more granular access and permission controls.

Notifications on date fields is still TBC. 

Duncan

Ahh, okay. I have set up some recurring actions but don’t like how they fit with all the other open actions. If my client set a KPI to improve close-out time for actions, this would affect their results. Also, if they have 50 items of lifting equipment which needs LOLER every months, there would be 50 open actions. Ideally, it would be great if you could set a time when an action is required. For example, if I know it takes 2 weeks to get my LOLER contractor out to my sites, I would like to trigger the action to open 4 weeks before the expiry date. 

Is there no way of having colours used for expiry dates in the asset list. I.e. 1 months before it’s yellow and then expiry date and after it’s red? Just a visual cue whilst you work on the notifications?

Also, having expiry dates on documents would be beneficial and allowing third parties to add in documents with a link. Adding 50 LOLER certificates and updating 50 expiry dates every 6 months feels very admin heavy. 

Hey Jane, 

This feedback is all very timely. @Bec Cooper is looking at something similar for managing contractor credentials expiring and we have a new “Documents” feature in development which is a way to centrally manage files.  We’re having conversations internally right now about how best to support these similar use cases in a universal way throughout the platform. 

Sorry that Actions isn’t quite doing it for you at the moment. They are bringing out different “types” of Actions, which allow customised Action settings, and perhaps an iteration of that could be someway to differential them visually… I’m not sure yet what the plans are there, but I do know there are folk working on it. In the meantime have you tried the new(ish) calendar view for Actions? It might help reduce some of the noise.

In terms of status and coming up / due / over due. We’re early stages at this… but it is the direction we are intending to go with assets. If things go to plan you’ll start to see this space evolve in the coming months. 

Duncan