Adding records in the app

The add menu#

Tap + (Add New) at the top of Home, a list, To-dos, Search, GPS Tracking or the Assistant. The menu has four tiles: Asset, Subscription, Person and Location.

Below them, Setup opens to show Categories and Events, where administrators set up the categories, custom fields and event types your records use. See organization settings in the app.

To start a new asset from a scan instead, see scanning in the app.

How the forms work#

Every New form works the same way:

• Required fields have a * after their name. You can't save until they are filled in.
• Pickers show Choose… until you pick something. The list that opens has a Search… box, and Clear selection empties the field. Where you are allowed to, a + in the Category, Person and Location pickers adds a new one without leaving the form.
• Dates show Choose date…. Once a date is set, a button beside it clears it again.
• Save is in the top right corner. When the record is saved, it opens.
• Cancel in the top left corner throws the form away without asking.

If your plan has no room left, the form says so, for example You have used all 250 available asset slots in your plan., and Save stays off. See plans.

Drafts and interrupted saves#

While you fill in a form, the app keeps a copy on your phone, encrypted. If you leave the form or the app closes, the copy is there next time you open the same form. Saving or tapping Cancel removes it.

If the connection drops while you are saving, the app can't tell whether the record was created, so it locks the form and the button becomes Retry Save. Retry Save checks the same request again rather than sending a new one, so you won't end up with two copies of the record.

New Asset#

The form is split into cards.

Asset

• Add Image: Take Photo with the camera, or Choose from Photos. Images must be under 20 MB. Remove Image takes it off again.
• Category*: the asset's category, which decides its custom fields.
• Asset Tag: filled in for you when you came from a scan.
• Manufacturer: suggests names as you type. You can still use a name that isn't suggested.
• Name*, Manufacture Date, Model Number, Serial Number and Asset Condition.

Category Fields appears when the category has custom fields. Changing the category clears what you entered in them.

Acquisition records how you got the asset. Choose the Acquisition Type, such as a purchase, then fill in where it came from, the date, and that type's own fields, such as cost. Types with payments also ask for Billing Frequency, Payment and # of Payments. Changing the type clears these fields.

Assignment

• Assign to Person and Assign to Location, with a Sublocation once a location that has spaces is chosen.
• In Storage puts the asset into storage instead of assigning it to someone. The location field becomes Storage Location*.

Component: tick Component if this asset is part of another one, then choose the asset in This asset is a component of*. Include Cost in Parent Asset adds its cost to the parent's.

Warranty: Warranty Name, Description, Warranty Cost, Start Date and End Date. More warranties can be added later from the asset.

For what each part of an asset means, see adding assets.

New Subscription#

Subscription: Category*, Vendor, Name*, Plan and Billing Type*.

Category Fields appears when the category has custom fields, as for assets.

Billing, for paid subscriptions and purchases:

• Billing Start Date, or Purchase Date for a one-off purchase.
• Payment Interval*, for subscriptions only.
• Price Model*, either one cost or a cost per license. A cost per license asks for Cost per License and License Quantity; otherwise it's a single Cost.

Contract, for subscriptions: Contract Term, Contract Start Date and Contract End Date, which fills itself in from the term and start date, and Contract Auto Renews.

Choosing a free billing type clears the billing fields. Subscriptions don't have an image. See adding subscriptions for more.

New Person#

• Personal Information: Add Photo, First Name*, Last Name*, Title and Department.
• Contact: Email and Phone Number.
• Address: Street Address, City, State and ZIP / Postal Code.
• Person Type: tick External Person for someone outside your organization, such as a contractor, and enter their External Organization Name.

New Location#

• Location Details: a photo and the Name*.
• Address: as for a person.
• Location Status: Type, and Temporary for a site you'll only use for a while, such as a job site, with its Location End Date.

A location's spaces, such as rooms or bays, are added once it is saved. See subscriptions, people and locations in the app.