Asset records and defects are easiest to manage when you use the active and inactive lists for the right purpose. Use this guide to find missing records, correct required information, and understand why a save or update may be unavailable.
Common problems
Assets shows active assets only. To look for a record that is no longer in service, select Inactive Assets and then use Reactivate if you need to return it to the active list.
You need write access to add or change assets, report or edit defects, change an asset’s status, and reactivate an asset. If you can view a page but do not see an action, your access level may be view-only.
Asset records must include both Asset Number and Label. These are the most common reasons a new asset or an asset update cannot be saved.
A defect must have an asset, a reporter, and a description. A photo is optional. Defect type can be Minor or Serious.
If a page looks out of date after a successful change, refresh the page and return to the relevant list. The asset list can also show a stale-data notice while it refreshes.
Assets that cannot be found
Start on Assets and search by asset number, label or description, registration, make, or model.
Check the status. The main list contains only Active assets; an inactive record will not appear there.
Select Inactive Assets to search inactive records by asset number, label, or asset class. Select Active Assets to return to the active list.
Open the record from the list to confirm its details. If it is the correct record, a user with write access can select Reactivate from the inactive list.
When reporting a defect, the asset picker also lists active assets only. If the asset you need is inactive, ask a user with write access to reactivate it first. When an existing defect is edited, its current asset remains available even if that asset has since become inactive, so you can still maintain the defect record.
If neither list contains the record, check the asset number and label with your team. A record may have been created under a different identifier or may not have been added yet; use Add Asset when you have write access.
Asset details that cannot be saved
Check the following before trying again:
Asset Number cannot be blank. Enter the number supplied by your organisation, such as A001.
Label cannot be blank. Use a clear name, such as Excavator #1.
If you choose an asset class, select one of the available values: Vehicle, Machinery, or Truck.
Numeric usage and finance values cannot be negative. This includes Current KMs, Current Hours, Usage, Service Due, Warning Threshold, Charge Out Rate, Weekly Rate, Hours Per Week, and Cost Multiplier.
Year of Manufacture must be a whole year between 1950 and 2100.
For tracking, choose Hours, Kilometres, or N/A as the unit when applicable.
If you attach an image, use a valid image file and wait for the preview to appear before saving.
If you are editing an existing record, select Edit from the asset details page. Confirm the asset number and label are still present, then select Update Asset. To create a record, select Add Asset, complete the required fields, and select Create Asset.
If the form appears to save but the details do not change, refresh the page and reopen the record. If the problem continues, note the asset number, the fields you changed, and any message shown.
Defects that cannot be recorded or updated
Reporting a defect
Select Report Defect from Assets or the defects list. Complete all required fields:
Asset: choose the affected active asset.
Reporter: choose the person reporting the issue.
Description: explain what is wrong; do not leave it blank.
Defect type: choose Minor or Serious.
Photo (optional): add a photo if it helps explain the issue.
If you see “Please select an asset”, “Please select a reporter”, or “Please enter a description”, complete that field and try again. If the required asset is not available, follow the inactive-asset steps above.
Updating or resolving a defect
Open the defect and select Edit to change its asset, reporter, description, photo, or defect type. The asset, reporter, and description remain required when saving. Select Save changes when finished.
A defect starts as Open. To complete the workflow, use Mark resolved and select the person who resolved it when prompted. Resolved defects show as Resolved and include who resolved them and when. Defect status is managed separately from the edit form, so changing the description or photo does not resolve the defect automatically.
If a defect cannot be updated, confirm that you have write access, that the selected asset and reporter are still available, and that the description contains more than spaces. An inactive asset or reporter already attached to an existing defect can remain visible during editing; do not remove it unless you intend to replace it.
Inactive asset problems
Inactive assets are retained so their history remains available. They are separated from the active list rather than deleted.
Use Inactive Assets to find inactive records.
Select Reactivate when the asset is ready to be used again. Reactivating returns it to Assets.
If an asset has inspection history, it cannot be deleted; mark it inactive instead so the history is retained.
If an asset has defects, it cannot be deleted until those defects are resolved or removed. Deleting records can permanently remove the context needed to understand past work.
A user with view-only access can see inactive records but cannot reactivate them.
After reactivation, refresh the active list. If the asset still does not appear, verify that the status shows Active on the asset details page and contact an administrator.
When to contact an administrator
Contact an administrator when:
you cannot see Add Asset, Report Defect, Edit, Reactivate, or Mark resolved, but you need to perform that action;
the asset or defect exists but you receive an access-related message;
an asset cannot be deleted because it has inspection history or defects and you need help deciding whether to retain, resolve, or remove related records;
the correct asset or reporter is not available in a picker even after checking whether it is inactive;
a required value is correct, but the record still will not save;
a successful change does not appear after refreshing; or
a photo consistently fails to upload or display.
Include the asset number or defect details, the action you attempted, the approximate time, and the exact message shown. Do not create a duplicate asset or defect while an administrator investigates.