User demo video
The following video’s shows a demo of the current integration from a user’s perspective:
Handle work orders via the Asset App:
Manage and use custom forms:
Features
The Asset app integration will be implemented in phases, the following features are currenlty included:
- Determine which (internal) contractors handle work orders via the Asset app.
- A default work order form (in Dutch and English) can be made available for each customer in the Asset app.
- Corrective or preventive work orders assigned to a contractor using the Asset app will result in an automatically created dispatch (task) in the Asset app.
- Handled work orders are updated back to Asset. The contractor can add a resolution (text), which will be synced to the relevant field in Asset, and a signature, which will be captured in the PDF that is automatically uploaded to the work order in Asset.
- A PDF template is available by default, but can be fully customized per customer in the Asset app backend.
- Corrective and preventive maintenance work orders that cannot be handled by the contractor can be marked for rescheduling in Asset.
- The Asset app can be used offline. New tasks and syncs back to Asset will be processed once connectivity is restored.
- Custom* forms can be created in the Asset app backend for handling preventive work orders. The appropriate form can be selected within the preventive maintenance work order, and this form will serve as the template for the task dispatched to the contractor's Asset app. These custom forms allow any required fields to be added in Asset app backend and completed via the Asset app when handling the work order. The results can be automatically saved as a PDF and linked to the corresponding work order in Asset.
*Please be aware of the advice on how to build custom forms as described in Asset App | Custom forms
Further down the road
Potential Further development will be guided by real-world use, customer cases, and feedback. Potential next steps include:
- Sync custom work order fields between Asset and the Asset app
- Ticket creation in Asset via the Asset app (the contractor can indicate an issue when doing planned work)
- Support for additional work order processes in Asset (e.g., LTMP- and Generic work orders)
- Enhanced reference data sync (e.g., buildings, areas, assets) to provide more detailed information about related objects in the Asset app
- Extended dispatch data, such as adding cost items or register time per work order, and have these kinds of data synced back to the work order in Asset
Prerequisites
- A customer account needs to be created in Asset app backend via the Spacewell partner account. This will initially be done by the Product team.
- In Asset, one of the following modules needs to be activated:
Corrective work orders
- Preventive maintenance work order
Limitations
- The default available work order form is copied to the customer account. This means that this form can be edited completely on the customer account level, and this cannot be turned off. Thoughtless changes to this form might result in issues, as certain fields are needed for the integration.
- It is currently not possible to consult more information about any linked objects to the work order from within the Asset app, as this is all plain text. More extensive information about the building(s), area(s), and/or asset(s) or maintenance history can only be consulted from within Asset.
- Out of the box, this integration is only available on the Asset baseline. It is also possible to enable this on other baselines; however, this requires configuration to align with how it is configured in the Asset workflows and processes. More information about these steps can be found here: Configuring Asset App integration for non-Asset Baseline workflows - Knowledge Base (support.spacewell.com) - Confluence