This article will show you how to schedule individual assets.
Before we get started
Take note
- You can only schedule an asset with a workflow if you are an "owner" or "admin" of the organization.
- You can only schedule an asset in a workflow via the web portal.
- A form, workflow and asset are needed to schedule an asset.
- An asset category and template are needed for an asset.
Scheduling individual assets
Step 1: Sign in to the Capptions Direct web portal
Sign in to your Capptions Direct account using the link
Step 2: Select an organization
Click on the drop-down arrow in the top left-hand corner and select the organization you would like to schedule an asset in.
Step 3: Click on Templates
You will immediately land on the form template listing page.
Here you should have a form containing fields to schedule an asset with.
If you do not yet have a form containing these fields, you can follow our article on how to create forms!
Step 4: Click on the Workflow tab
Click on the Workflow tab to create and edit Workflows in your organization.
Step 5: Click on the Edit menu (3 Dots) on the right side of the workflow
If you do not have a workflow yet, see our article on making your first workflow.
If you already have a workflow:
5.1 Navigate to your workflow.
5.2 Click on the edit menu on the right side of the workflow to edit your workflow.
Step 6: Add a Asset field update node
If your workflow is empty or does not contain the preferred nodes. Please follow our Article on how to build a workflow.
If your workflow already contains preferred nodes, like fill a form or generate a report, you can add a Asset field update node by:
6.1 Right-clicking somewhere on the grey work space
6.2 Then scrolling down to Asset-related and choosing Asset field update.
Step 7: Connect the Asset field update to the correct nodes
Now connect the Asset field update node to the correct form(s) for input variables by:
7.1 Clicking on the colored circles.
7.2 And dragging them to the corresponding colour on the fill a form node.
Step 8: Setup Asset field update node
Click on Set Up on the Asset field update node to reveal the field update screen.
Now add an automated field update by:
8.1 Filling in the field slug of your asset. These can be found or made whilst manually editing your asset.
8.2 Filling in the KPI you want to update the asset field with, found in your form or workflow, in between 2 sets of brackets.
8.3 If you do not yet have a formula set up in your form or workflow, please follow our article (still needs to be published) on adding formulas to your workflow.
Step 9: Publish the workflow
9.1 Click on publish on the top of your screen to begin publishing the workflow.
9.2 Now click on Publish workflow to confirm that your are publishing a new version of the workflow.
step 10: Assign and schedule the workflow
10.1 Click on the options menu (3 Dots) on the right side of the workflow to show more workflow controls.
10.2 Click Assign to team to assign the workflow to the designated team.
10.3 Now choose the correct team
10.4 Choose the asset category that your asset is under
10.5 Finally click Assign and Schedule to open the schedule settings
Step 11: Fill in the Schedule settings
11.1 Fill in a name for the schedule to be recognizable.
11.2 Now fill in the recurring settings (Optional)
11.3 Choose how often you want the schedule to be repeated by choosing how many days, week, months or years are between intervals.
11.4 Now you can choose to end the schedule after a certain amount of iterations.
11.5 Now choose when in your chosen interval you want the schedule to activate.
11.6 And finally you can save the recurring rule settings by clicking on save.
Step 12 (Optional): Allow schedule per asset
You can choose if you want the schedule to apply to the whole asset category or if you want separate schedules for each asset.
You can differentiate the schedules by:
12.1 Clicking the reference date field.
12.2 And choosing what field you want differentiate the assets by.
12.3 Now finally you can also turn on the recurring rule per asset, by selecting a recurring rule field.
Step 13: Click Set live to save your changes
Click Set live at the bottom right of the tab to save the changes you have made and exit the tab.
And that's how easy it is!
We hope this article is helpful in scheduling an individual asset. if you have any questions or concerns, please do not hesitate to contact our customers support team at support@capptions.direct
Thank you for choosing Capptions Direct as your EHS Management Software, We look forward to helping you make your workplace safer and more efficient!