Copy, deactivate or delete equipment

In the equipment list in Equipment Management, the copy icon (tooltip Copy equipment) on a row makes a new item with the same field values, without its maintenance history. To take an item out of use but keep its history, open it and set Active to Inactive: it stays in the list but sends no more reminders. The trash icon (tooltip Delete equipment) deletes the item for good, together with its maintenance records, its attachments and the actions linked to it in the Action Manager.

Before you start

Copying and deleting need the Create right on the Equipment row; without it the copy and trash icons are not shown. Setting an item to Inactive needs the Edit right. Your user administrator sets these rights.
Deleting cannot be undone. If you may need the item’s maintenance history later, set it to Inactive instead.

Steps

Copy an item

Open Equipment Management. The equipment list is shown on the Index tab.
On the row of the item you want to copy, click the copy icon (tooltip Copy equipment). The Copy dialog opens with the item’s Internal id/name filled in.
Change the name if you want, and click Save. The new item opens in a new browser tab, and the list is refreshed.
On the new item, set Purchasing / Start date straight away, and change Responsible if someone else is responsible for it. The copy starts with the original’s Purchasing / Start date, and its first maintenance record is created at your first change, with a Due date counted from Purchasing / Start date. If you keep the original’s date, the copy can be due or overdue at once.

Deactivate or reactivate an item

In the equipment list, click the item. The item page opens.
In the Equipment / maintenance section, set Active to Inactive. The change is saved as soon as you choose it.
To bring the item back into use, set Active to Active again.

Delete an item

Check the actions linked to the item in the Actions section of the item page. That section is shown only to users with the Read right on the Action Manager row. If you cannot see it, ask someone with the Read right on the Action Manager row to check first: the linked actions are deleted with the item even if you cannot see them.
In the equipment list, on the row of the item, click the trash icon (tooltip Delete equipment).
Read the confirmation: “Are you sure you want to delete this equipment item and all the related actions and attachments?”
Confirm to delete the item, or cancel to keep it.

What you should see

After copying: the new item has the same values as the original in all its fields and dropdowns, including Purchasing / Start date, Active, Maintenance interval, Responsible and the reminder settings, except Serial no, which is empty. It has no maintenance records, no attachments under Method and no linked actions. Its first maintenance record is created the first time you change a field on it, provided Purchasing / Start date, Maintenance interval and Responsible are filled in.
After deactivating: the item is still listed, with Inactive in the Active column, and you can still open it and its maintenance records. You can find all inactive items with the Active filter in the list.
After deleting: the item is gone from the list.

Good to know

What a delete removes. Deleting an item also deletes all its maintenance records with their uploaded documentation, the attachments on the item, the record of which reminders have been sent, its dropdown values and any favourites of it. Actions in the Action Manager that are linked to the item are deleted too.
Inactive items send no reminders. For an inactive item no reminder e-mails are sent, and its status colour is not updated each day, so the colour shown in the list may be out of date. See Set up maintenance reminders.
An inactive original gives an inactive copy. The copy takes over the original’s Active setting. Set it to Active if the copy should send reminders.