Validating Asset Checklists

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Note: Assets can only be viewed and edited by organizational users who have been granted relevant permissions

Once assets are created, they are put into a Checklist Pending State. While in a Checklist Pending State, the asset is unavailable on the "Assets - Stock" Page, and is instead accessible via the "Assets - Pending Assets" Page.

The Pending Assets Page only shows in stock assets by default, to view newly created assets, you might need to uncheck the Only Show Received filter.

Currently, there are four checklist states, of which two are considered pending, and two are considered approved/validated. The four states are as follows:

1. Onboarding (Pending): An asset in this state has been created and saved in our databases, but all of it's checklists are still pending validation. These assets are visible on the "Assets - Pending Assets" Page.
2. Onboarded (Validated): An asset in this state has been onboarded successfully. These assets are visible on the "Assets - Stock" Page.
3. Selling (Pending): An asset in this state has been added to a sales quote for selling purposes, and the sales quote has been approved. These assets are visible on the "Assets - Pending Assets" Page
4. Sale Approved (Validated): An asset in this state has had all of it's checklist validated/approved. These assets are visible on the "Assets - Stock" Page

Step 1 - Open The Asset Checklist Popup

When an asset is saved using the Save and Open button, the platform automatically redirects you to the newly created asset's Checklist Popup.

In case of assets being sold, assets are put into the selling checklist status when the sales quote is approved. On approval, the user can click on the checklist-alert icon on a quote in the quotes table to redirect to the asset's Checklist Popup.

In case you wish to manually access an asset's checklist popup, head to the "Assets - Pending Assets" Page. Find the desired asset within the list of pending assets displayed or filter assets to find your desired asset if not already visible on the Pending Assets Table. Once visible, click on the desired asset's row to open it's Checklist Popup. Assets on the Pending Assets Page are grouped by (sales) order if any is attached to the asset.

Step 2 - Validate Information On Checklists

The Asset Checklist Popup features a header and several checklists within their respective tabs. The header displays some information relevant to the asset and also links to the sales inspection of an asset in the selling checklist status.

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The popup title reflects the asset's current checklist stage: it reads On-boarding Checklists while the asset is being validated on creation, and Off-boarding Checklists once the asset is in the selling / sale-approval stage.

Some checklist items are associated with an asset field — these show a "Fills in: <field>" chip, meaning the answer you record for that item is written back to the linked asset field. Items without such a chip are plain checks.

Tabs highlighted in yellow represent a checklist pending validation. Each Checklist Tab features two distinct sections.

The section on the bottom features a table, where each row represents an asset field (or a set of asset fields) pending validation. Rows that group several fields (or questions) are expanded automatically when the checklist opens, so all pending questions are visible without having to expand each row by hand. The Validated Column on this table shows a checkbox that is used to mark information in an asset field as valid. The asset field (or fields) in question are also visible on the far right of the table, and can be used to edit information on the asset before marking it as valid.

To begin validating information on the asset, modify field information if necessary, and check the validated checkbox against the asset field, before saving the checklist.

Custom checklist items are answered according to the input type configured for them in checklist settings — a Checkbox to tick, a Text field to type into, or a Dropdown to pick a value from.

A checkbox highlighted in red represents asset fields that are required to be validated for checklist validation to pass.

Auto-save

Changes you make on a checklist tab (including edits to the asset fields shown on it) are saved automatically about two seconds after you stop editing, so you do not have to click Save after every change. The same applies to both the On-boarding and Off-boarding checklist popups. Things to know:

• Auto-save never finalizes anything. The Final tab still needs you to tick its checkbox and click Save.
• If you switch to another tab while a save is running, the popup waits for it to finish and then saves anything still unsaved.
• If a tab's changes cannot be saved (for example Validated is ticked while a required item is still missing, or the request fails), you stay on that tab so the reason stays in view. You can also choose to drop those changes: an Unsaved Changes prompt asks whether to Discard and Proceed or Keep Editing.
• Closing the popup while changes are unsaved asks you to confirm with a Discard Changes prompt (Discard or Keep Editing).
• The list behind the popup refreshes once, when you close the popup.

Step 3 - Validate Checklists

The section on the top of the Checklist Tab features checklist validation information, and a checkbox to mark the checklist as valid. This checkbox remains disabled until all asset information required for checklist validation is marked as valid. Once this checkbox is enabled, check the checkbox and save the checklist to mark it as valid. Once marked validated, a check mark will appear on the validated checklist's tab to indicate that the checklist has been validated.

Repeat the steps above for all enabled checklist tabs.

Step 4 - Validate Final Checklist Tab

The Final Tab on the Checklist Popup remains disabled until all checklists are validated. Once all checklists are validated, proceed to the Final Checklist Tab.

This tab features a single checkbox that allows promoting the checklist status. Checking this checkbox and pressing the Save button, will propel the asset into the next stage of checklist validations.

When all checklists have been validated, the asset will be promoted to the Sale Approved checklist status and will be moved to the "Assets - Stock" sPage.