Validating Assets
- Anastasia Troichuk (Unlicensed)
- Lamont Eddins
To make sure you are going to service the right asset, you need to validate it. Note that there are two validation types:
- Forced Validation: Technicians must validate assets to get down to work on assigned service requests.
- Required Validation: Technicians are required to validate the asset. If they cannot, the validation process can be skipped. In this case, technicians should specify the reason for being unable to validate the asset. The work order will contain a record saying that the asset isn’t validated. Read more about Skipping the Asset Validation.
- Asset Associated Prompt: Technicians will be asked to add an asset if it is needed for the work order during the check-in or check-out process.
- Planned Maintenance Asset Inventory: Technicians will be asked to validate asset for client's asset inventory.
Your client sets the preferred validation method in Service Automation. When the validation process is activated by your client, you will see the corresponding record on your work order in SC Provider.
Validating an Asset
To make sure you are going to service the right asset, you need to validate it. The following scheme shows the process of checking into a work order — provided that the asset validation is enabled.
The technician locates the work order and sees that the asset validation is required.
The technician taps Check In.
The technician is clocked in and should validate the asset to proceed.
- Scan the asset that you are supposed to service or search for it manually.
- Once the app finds the match, review the asset details, and tap Validate Asset.
Switch between the two tabs below to learn what scenarios are possible after you tap Validate Asset.
Validating an Asset with the Forced Validation Enabled
When it comes to the asset validation process, several scenarios are possible based on the asset validation rules configured by your client in Service Automation. The following instruction describes the situation when the Forced Validation type is enabled, and a technician has just checked into a work order with an associated asset.
Tap Scan on the Validate Asset screen, and scan either the barcode or the NFC code. The scanning method depends on the subscriber’s preference configured in Service Automation.
If you cannot scan an asset tag, tap Tell us why, and select a reason for being unable to scan, for example, there is a problem with your scanner, then tap Save. Now, you can manually search for the required asset.When you pick Other, please make sure the description you enter doesn't exceed the 50-character limit.
When no match is found, the process stops here. No changes can be made to this work order if you cannot validate the asset.
In case the matching asset is found, tap the asset, review its details, and tap Validate Asset.
- If the asset is successfully validated, a record will be added to the WO list view stating that the asset is validated. You can edit and update this service request now.
If the validation fails, read about Troubleshooting Validation Errors.
Troubleshooting Validation Errors
To validate that the asset you are about to service corresponds to the asset linked to the service request, the app checks the following two things:
- Does the asset tag match the asset associated with the work order?
- Does the location of the asset correspond to the location of the asset on the work order?
Should the answer be “No” to either of these questions, the validation fails, and you receive a corresponding error message.
Error: The scanned asset doesn’t match the asset on the work order
Tap Update Work Order. The asset on the work order updates to the asset you’ve just scanned.
You can validate the asset now.
The option to change assets on work orders is enabled for providers by subscribers in Service Automation. Should this option be turned off, no asset change is possible. The asset cannot be validated in this case.
Error: The location of the scanned asset doesn’t match the work order location
A situation when you face this error may be as follows: you clock into a work order, try to add an asset by scanning the asset tag on the asset that is broken. The app finds the asset and prompts you to validate it. Upon validation, it turns out the location of this asset in the database doesn’t match the location on the work order.
Tap Update Asset Location. The location of the asset in the database updates to the asset location on the work order.
You can validate the asset now.
The ability to update the asset location is enabled by the subscriber in Service Automation. Should this option be turned off, no asset location change is possible. The asset cannot be validated in this case.
Associating Assets with Work Orders
As part of the validation process, your client can enable a feature that delivers an Asset Association Prompt when a work order is not associated with an asset during the check-in or check-out process. This prompt asks whether you want to include an asset to the work order. The validation is capture and added to the asset history on the work order on the client slide.
Creating and Adding an Asset for the Asset Association Prompt
When it is necessary to include an asset to the work order, there are two options. You can either add an asset that is provided from the generated list or create an asset if it is required for the specific work order. The generated assets are connected to the area of a work order.
- Locate the work order and click the Check-in tile to check into the work order.
The Asset Associated Prompt modal appears and click the Add Asset link to display the asset page.
Click the Add Asset Later link to add during check-out or the Cancel link if the work order does not require an asset.
Click the Add link for any asset that is needed for the work order.
You can create an asset for the work order if the asset is not visible from the list.
- Click the Validate link to validate the asset.
- Choose a scanning method to validate the asset.
- Confirm the validation by clicking the Validate Asset button.
- A modal appears confirming the successful validation, click the OK link to continue.
Conducting Asset Inventory on Planned Maintenance Work Orders
Clients might need assistance with managing their asset inventory and may ask you to include the task of performing inventory during scheduled planned maintenance work orders with assets or a scheduled asset inventory work order. Prior to check-in, or during check-out, you can execute the inventory by validating the asset(s) on the work order. Assets that are validated confirms the correct asset at the right location. The client determines the rules and requirements for asset inventory work orders.
Failing Asset Inventory on Planned Maintenance Work Orders
When assets on planned maintenance work orders can’t be validated successfully, the client may ask for a reason on why the failure happened. This information allows clients to take action to resolve the unvalidated asset(s).
- Locate the work order and open its details
- Click Assets to vie the assets on the work order
Click the Validate link to start the validating process
You can add additional assets to the list.
- Select an option to validate the asset
- Scan the asset code or tag
- Click the Validate tab to view the validated asset
- Optional: Continue the process if more assets need validating
- Click the Continue button to complete the validation
Skipping the Asset Validation
You may be required to validate assets on work orders but still have an option to skip the validation process if the validation isn’t possible for some reason. The reasons may be that you cannot scan the asset tag, nor can you manually find the asset.
The ability to work on the service request without validating the asset when it’s required depends on your client’s preference set in Service Automation.
- Tap Tell us why to specify why you are unable to scan an asset.
- Select a reason, for example, there is a problem with your scanner, then tap Save.Now, you can manually search for the required asset.
Tap the search icon 🔍 in the upper-right corner, and search for the asset by asset tag ID, type, brand, or serial number.
If no matching results are found, tap Unable to Validate, and select a reason.
Hit Save. The Asset Not Validated overlay pops up informing you that the asset validation is required.
In the overlay, tap Exit Validation to skip the validation process. A record is added to the work order stating that the asset cannot be validated.
You can continue working on this service request via SC Provider.
Moving Assets to Another Location during Asset Validation Inventory
When conducting asset inventory work orders, there could be situations where asset(s) are physically located at a specific location and are not associated with a Planned Maintenance, Asset Inventory work order. When scanned, the asset(s) can be to the correct location. This includes going through the validation process and updating to the new location. When this happens, the asset’s details and record are transferred to the location where the asset is physically located. Asset(s) scanned at the same location but were not included can be added and validated as part of the work order. Your client can also change the location of an asset(s) during Planned Maintenance, Asset Inventory work orders.
