Finding, Filtering, and Managing Your Equipment List

In this article:

• Finding Equipment
• Filtering Equipment List
• Managing Equipment
• Tips

Once your equipment’s in the system, you’ll want easy ways to find what you need, organise your view, and get things done. This guide walks you through the handy search, filter, and management tools on the Equipment Page.

Finding Equipment

Whether you know exactly what you're looking for or have a keyword, the search tools can help you pinpoint any item.

Using the Search Bar

The main Search Bar at the top allows you to find equipment by keywords. This will search across multiple fields, including the equipment's name and its various ID numbers.

Advanced Search Methods

For a more targeted search, you can select a specific search method from the dropdown menu in the search bar.

• Near Match: Finds items with terms similar to your search. This is helpful if you're unsure of the exact spelling.
• Exact Match: Only shows items that perfectly match your search term.
• System ID: Searches for the unique ID the system automatically assigns to each piece of equipment.
• Serial Number: Searches only within the 'Serial Number' field.
• QR Code: Searches for the specific 7-digit number associated with an equipment's QR code.

Filtering the Equipment List

Filters allow you to narrow down your equipment list based on specific criteria. You can combine multiple filters to refine your results.

Filter by Status

The Status filter lets you view equipment based on its current state.

• Active – The default status for gear that’s in regular use and shows up on both web and mobile.
• Inactive – Gear that’s not currently in use. It’s hidden from the mobile app to keep things tidy for field staff, but still visible on the web.
• Out of Service – Temporarily off the roster, usually for maintenance or repairs. Shows on both web and mobile, and you’ll need to add a reason like “Under maintenance” or “Damaged.”
• Archived – Gear that’s retired but you still want on record. Archived items are read-only and don’t appear in the mobile app.

Filter by Last Location

Select Last Location to filter the list by the site where the equipment was most recently used or mentioned in a form. You can select a site from the dropdown list or search for it.

Filter by Category

Use the Category Tree on the left to organise your view.

• Click a single category to see only the items within it.
• Tick the boxes next to multiple categories to view all equipment from those selected categories combined.

To reset all your active filters and return to the default view, select Clear All.

Managing Equipment

You can perform several quick actions on individual pieces of equipment directly from the list view.

Quick Actions

Click the three dots (...) button against any piece of equipment to open the quick actions menu:

• Rename: Quickly change the name of the equipment.
• View Detail: Navigate to the full Equipment Profile page.
• Duplicate: Create a new equipment item using the current one as a template.
• Move: Move the equipment to a different category.
• Archive: Move the item to a read-only, stored state (see below).
• Delete: Permanently remove the equipment from the system.

Archiving vs. Deleting: A Critical Choice

It is crucial to understand the difference between archiving and deleting equipment.

• Delete: This is a permanent action and cannot be undone. Use this only when you are certain you will never need a record of the equipment again.
• Archive: This is a reversible action. Archiving removes the item from the active list and makes it read-only, but preserves its history for compliance and record-keeping.

How to Archive Equipment

1. Click the three dots (...) against the equipment you want to archive.
2. Select Archive.
3. Choose a reason from the list:
   • Disposed
   • Lost/Stolen
   • Retired
   • Other
4. Select Archive to confirm.

How to Delete Equipment

1. Click the three dots (...) against the equipment you want to delete.
2. Select Delete
3. Follow the Prompts and select Delete again

How to View and Restore Archived Equipment

1. Use the Status filter and select Archived to view all your archived equipment.
2. Click on an archived item to open its profile. You will see its archived status and the reason provided.
3. To restore the equipment, click the Status dropdown and change its status to Active, Inactive, or Out of Service.
4. Select Save Changes.

Tips

A clean and accurate equipment list is essential for day-to-day operations. These practices focus on lifecycle management and efficient use of the system's tools.

Master the Status Field for Safety and Availability

The Status field is your primary communication tool for equipment readiness.

• Out of Service: Train your team to use this status immediately for any faulty or unsafe gear. This prevents accidents and flags items that need attention.
• Inactive: Use this for equipment that is in good working order but is currently in storage. This de-clutters the mobile app view for your field team, so they only see the gear that is in active circulation.

Archive, Don't Delete: The Golden Rule This is the most important rule of equipment lifecycle management. Deleting an item removes its history forever. Archiving preserves all its data for future audits or reports.

• When to Archive: An item is lost, stolen, sold, or retired from service.
• When to Delete: Only when an item was created by mistake and has no history.

Combine Filters to Find Anything Fast Go beyond a simple keyword search. The filter system is incredibly powerful when you combine filters. For example, you can instantly find all "Active" "Excavators" that were last seen at the "City Centre Project" by combining the Status, Category, and Last Location filters.

Use Quick Actions to Save Time The three dots (...) menu is full of time-savers.

• Duplicate: Perfect for adding multiple, similar items to your list without filling out every field from scratch.
• Move: Essential for easily reorganising your equipment as your category structure evolves.