Enabling the selection from the Equipment Register on AssureGO+
What is it?
Enabling the equipment register on AssureGO+ allows your mobile logged in users to select a piece of equipment directly from your equipment register. This means frontline users can complete equipment inspection, maintenance or other forms on mobile, and immediately link the correct equipment before submitting.
Users need to be online and logged in to see the equipment register.
This can be enabled on a questionnaire by questionnaire basis so you can control when your equipment register is visible.
This feature is available on the following sub modules:
- Incident Record
- Noise Assessment
- Equipment Maintenance
- Equipment Issue
- Lifting Equipment
- Electrical Testing
- RPE / PPE Maintenance
- Air Emissions
- Release to Water
- Land Contamination
If a user is not logged in or offline they will not be able to access the register as they are not authenticated.
For more information on the difference between authenticated and unauthenticated access to AssureGO+, view our knowledge base article on Authentication of AssureGO+ here.
Any user can be set up with a user account to AssureGO+ so they can authenticate, even if they do not have a license for Assure.
For a reminder on how to create and manage AGO+ questionnaires view our knowledge base article here.
How does it work?
Follow these steps to enable the Equipment Register:
Adding the register to an existing questionnaire:
Go to Settings > Portal > Questionnaire
Edit the questionnaire:
Scroll down to the Registers sections and enable the Equipment Register checkbox and save the change
The key field for the register selection is the equipment reference field. This field must be included in the questionnaire in order to have the ability to select from the register.
When creating a new questionnaire
Go to Settings > Portal > Questionnaire
Build your questionnaire and add it to AGO+ :
For a reminder on how to create and manage AGO+ questionnaires view our knowledge base article here.
The key field for the register selection is the equipment reference field. This field must be included in the questionnaire in order to have the ability to select from the register.
Note:
How the questionnaire behaves will depend on the module:
Asset modules – these modules require a piece of equipment to be selected in order for the record to be created. If an authenticated user selects from the register, this record can auto process into the corresponding module. If an unauthenticated user completes the form, or an authenticated user manually enters the equipment reference, the record will enter the portal queue and will need manual intervention to be processed. With this feature used, more forms will be able to be auto-processed.
Incident record and noise assessment – in these modules the link to the asset register is optional. This means the questionnaire should follow the path determined in the questionnaire set up. It can auto process for both authenticated and unauthenticated users, regardless of whether the user has selected from the equipment register or not. Using this feature ensure that more accurate information in provided immediately when submitting the form.
How does it look on AssureGO+
The Equipment Register has been enabled on the questionnaire:
Users' that are logged in will have the option to Select from the list or to Enter Manually.
Users' that are offline or unauthenticated will only have the option to Enter Manually.
When entering manually the user can scan a QR or Bar code of the equipment
When selecting from a list, the Equipment register will display to either search and choose the correct piece of equipment, or to scan a QR/Bar code to select the equipment.
The details of the equipment that is selected will appear on the form.
Once selected you can use the ‘x’ to remove the entry, or click ‘Change Equipment Reference’ to change your selection.
Next to the equipment reference field on both options, there is a QR / barcode scanner button. This feature will allow you to scan a QR / barcode, and the data held on it will be entered into the search bar.
This QR / barcode scanner button will appear automatically when the equipment reference field is added to the questionnaire.
Eg. If your equipment has a QR code with the asset tag number, when you scan the QR code, the asset tag number will populate for you.
FAQs
I cannot see a ‘Registers’ section on my portal questionnaire dashboard
- The module you have selected for your questionnaire does not have a link to the equipment register.
- The module you have selected for your questionnaire does have a link to the equipment register however there is a configuration issue.The ‘Select equipment from register’ checkbox may be hidden on your module form. You can enable this field via the module setup area in the Settings menu.
My questionnaire is set to auto process but goes into the portal queue
- Check the AssureGO+ user opted to select from the register. If they ‘manually entered’ equipment for any of the asset modules, these records would then enter the portal queue.
- Check the equipment selected has not been deleted from your equipment register.
- Review the configuration of the questionnaire. Some of your fields may be set to ‘direct input’ unchecked. This means the data cannot be entered directly into the corresponding field within Assure and the record will automatically enter the portal queue for manual intervention.
I cannot find the piece of equipment I am searching for
- Is the portal masked? When you apply a masked parent to the portal it restricts visibility of org units, and subsequently the equipment register records.
- Has the piece of equipment archived or deleted in main system Assure
- Does the piece of equipment need adding to the equipment register
I cannot see the equipment register on AGO+ even though it has been enabled
- Make sure you are authenticated and online.
- Ensure the equipment reference field is included in the questionnaire as this is the field linked to the registers
Configuration Tips
If you have a unique identifier for your assets, such as an asset tag number, use the equipment reference field to hold this piece of data. This field is always searchable so you will be able to easily find your equipment. System administrators can turn off the system automatic referencing in the system settings.
On the incident record and noise assessments forms in main system Assure there is a leading question ‘was any equipment involved’ and ‘ear defenders required’ which, when ticked, displays the equipment fields. Remember to add these to your portal questionnaire if you are adding the equipment fields. This means that when the record is created in main system, this field will be ticked and the data entered on AssureGO+ will be visible.
If you want to make use of the link into the equipment register, make sure the ‘select equipment from register’ fields are visible on the incident and noise assessment forms.