Find equipment and check when maintenance is due

Open Equipment Management in the menu. The Index tab lists all equipment items, active and inactive. The Status column shows each item’s next due date with a coloured dot: green means maintenance is not due yet, yellow means it is due soon, and red means it is due today or overdue. Use the search box (Search), Filter and Select columns to narrow the list, and click a row to open the item.

Before you start

You need the Read right on the Equipment row to open the module; without it the equipment list is not shown. Your user administrator sets this.
Use a wide browser window. This article describes the desktop layout.

Steps

Find an item

In the menu, click Equipment Management. The page heading is Equipment Index, and the Index tab is open.
To search, type in the search box and press Enter (or click the magnifier). The search finds items where the text appears anywhere in Internal id/name, Model no, Manufacturer, Serial no, the Responsible user’s name, a dropdown value, or the numbers in First notification and Reminder interval (days). Upper and lower case do not matter. The list goes back to page 1. Click the x in the search box to clear it.
To filter, choose a column under Filter above the list, then choose or type the value:
- For Status, pick one or more of Green, Yellow and Red.
- For Active, pick Active, Inactive or both.
- For Responsible, Maintenance interval and dropdown columns, pick one or more values in Select Value. These filters apply as soon as you choose.
- For Model no, Internal id/name, Manufacturer and Serial no, type part of the text and click Add filter (or press Enter).
- For First notification and Reminder interval (days), type the exact number (1 or more) and click Add filter. A value of 0 cannot be filtered on; to find items with 0, sort by the column instead.
- For Purchasing / Start date, set From and To and click Add filter. Both dates are included.
Your filters are listed under Applied Filters. Click the x next to one filter to remove it, or the x with the tooltip Remove all filters to remove them all.
To choose which columns the list shows, open Select columns and tick or untick columns. Drag a column heading sideways to move the column.
Click a column heading to sort by it; click again to reverse the order.

Check when maintenance is due

Look at the Status column. For an equipment item, it shows the next due date and a coloured dot.
To see the most urgent items first, sort by Status: the column sorts by the next due date. Or filter Status on Red and Yellow.

Open an item

Click any cell in the item’s row. The equipment page opens in the same browser tab; see The equipment page.

What you should see

The list shows the matching items, 10 per page. When you have hidden some columns with Select columns, an arrow at the end of each row expands a panel with the values of the hidden columns for that item.

Good to know

What the colours mean. For an equipment item, the colour compares its next due date with today and with the number in First notification:
- Green: the next due date is more than that number of days away.
- Yellow: the next due date is that number of days away or fewer, but not today.
- Red: the next due date is today or has passed.
With the number set to 0, an item goes straight from green to red on the due date.
What the next due date is. For an equipment item, the next due date is the Due date of its newest maintenance record. An item without maintenance records uses Purchasing / Start date plus the number of days in its Maintenance interval. See Register maintenance.
When the colour updates. For an equipment item, the colour and next due date are recalculated each time the item or one of its maintenance records is saved, and for active items also once a day. An inactive item is skipped by the daily update, so its colour can be out of date. A new equipment item stays green, without a next due date, until both Purchasing / Start date and Maintenance interval are filled in; see Equipment due dates, status colours and reminders: the exact rules.
On the equipment page, Status shows only the coloured dot, not the date.
Your view is remembered. Your columns, column order, filters and sort are saved for you and come back next time. A search is kept while you open an item and come back to the list, and is cleared when you leave the module.
Inactive items are listed too. Filter Active on Active to hide them.
Favourites. The star on a row (Add to favourites) adds the item to your favourites on the dashboard.
No last-updated date. The list does not show when an item was created or last changed.