Purpose Statement

The Equipment List serves as a centralized workspace for managing all equipment records within the Assets module. It allows users to quickly locate, organize, and take action on equipment data, supporting everything from daily operations to long-term asset tracking, lifecycle management, and compliance.

Through features like customizable views, filtering, search, bulk actions, and equipment archiving, the Equipment List enables users to efficiently manage large volumes of equipment, maintain accurate records, and streamline workflows such as inspections, assignments, and equipment lifecycle management.

Background Information

The Equipment List is the primary interface for viewing and interacting with all equipment records in First Due. It is designed to support both operational users and administrative staff by providing flexible tools to manage equipment data at scale.

All equipment records are categorized by Equipment Type during import or creation, allowing users to quickly segment and analyze data using predefined views. These views dynamically display relevant specification fields based on the selected equipment type, improving visibility into critical details such as manufacturer data, serial numbers, and service-related attributes.

In addition to predefined views, users can create custom views tailored to their operational needs, enabling more efficient workflows for inspections, maintenance tracking, and reporting. The list also supports advanced filtering, keyword search, column customization, and bulk actions, making it a powerful tool for maintaining clean, accurate, and actionable equipment data.

Two default system views are available:

• Quick View: Displays all active (non-archived) equipment items for day-to-day operations.
• Master View: Displays all equipment records, including archived items, for complete lifecycle visibility.

Equipment records can also be archived when they are no longer in active service. Archived equipment is removed from active operational views while remaining available for historical reference, reporting, and audit purposes through views that include archived records.

Required Permissions

Users may require permissions such as:

• Assets module access
• Equipment view
• Equipment create
• Equipment edit
• Equipment delete
• Equipment import
• Equipment bulk actions
• Equipment archive

Permission names may vary by agency configuration.

Video

Step-by-Step Guide

1. Access the Equipment List

• Navigate to the Assets module.
• Select Equipment List.

2. Change and Manage Views

• Open the view dropdown to display available list views.
• Select either Quick View or Master View depending on whether you want to include archived records.
• Review predefined views, which are organized by Equipment Type and display relevant specification fields.
• To set a default landing view, select the pin option on a view.
• To save a view for quick access, select the star option to add it to your Favorites.

3. Create Custom List Views

• Access view options from the current list view.
• Select the option to Add View or Clone an existing view.
• Configure columns, filters, and layout based on your needs.

4. Perform Bulk Actions

• Select Actions from the Equipment List.
• Choose a bulk operation:
  • Delete
  • Archive
  • Assign
  • Update
  • Import
• Apply the action to selected equipment records.

5. Add New Equipment Items

• Select New Equipment.
• Enter all required and relevant equipment details.
• Save the new record.

6. Sort and Reorganize Columns

• Select a column header to sort results in ascending or descending order.
• Drag and rearrange columns to temporarily customize your layout.
• Adjust visible columns as needed for your workflow.

7. Search for Equipment

• Select the appropriate list view.
• Open the search bar.
• Enter a full or partial value to locate equipment.
• Search supports keywords or specific fields, such as:
  • Equipment Group
  • Name
  • Equipment ID
  • Make
  • Model
  • Serial Number

8. Filter the Equipment List

• Open the Filters panel.
• Apply filters using available equipment fields.
• Use the pin option to collapse the filter panel and maximize workspace while filters remain applied.

9. Access an Equipment Overview

• Locate the desired equipment item in the list.
• Select the blue hyperlink in the Name field.
• Review the full equipment record and details.

10. Use Equipment Action Items

• Locate the desired equipment record. Select the ellipsis or chevron to display available actions.
• Choose one of the following:
  • Edit – Modify the equipment record.
  • Delete – Permanently remove the equipment record.
  • Duplicate – Create a copy of the equipment record.
  • Archive – Remove the equipment from active views while preserving its historical records.

Duplicating an Equipment Item

Deleting an Equipment Item

Archiving an Equipment Item 

• Archiving removes an equipment item from active equipment views without deleting its historical information.

• During the archive process, the End of Service Life Date is evaluated:

  • If the End of Service Life Date is blank, First Due automatically populates the field with the current date when the equipment is archived.
  • If an End of Service Life Date already exists, the existing date is preserved and the equipment is archived without modification.

Existing End of Service Life Date

11. Adjust Pagination

• Navigate to the bottom of the list.
• Adjust how many records are displayed per page.
• Use navigation controls to move between pages.

12. Export Equipment List Data

• Select the download option.
• Export the current view, filtered list, or search results as a .csv file for local storage or reporting.

Best Practices

• Use Quick View for daily operations and Master View for audits or historical review.
• Archive equipment instead of deleting it when historical service records should be retained.
• Enter an End of Service Life Date before archiving equipment when the retirement date is known.
• Pin your most frequently used view for faster access.
• Save column configurations and filters as custom views instead of relying on temporary layout changes.
• Combine search and filters to quickly locate equipment within large inventories.
• Review bulk actions carefully before applying changes across multiple equipment records.
• Export equipment data periodically for reporting or backup purposes.

Troubleshooting & FAQs

Why do my column changes not save?

Column changes are temporary unless they are saved as part of a custom view.

What is the difference between Quick View and Master View?

Quick View displays only active equipment records. Master View displays both active and archived equipment records.

Why can't I find an equipment item after archiving it?

Archived equipment is removed from active views such as Quick View. Switch to the Master View or another saved view that includes archived equipment to locate the record.

Why did the End of Service Life Date change when I archived equipment?

If the End of Service Life Date was blank when the equipment was archived, First Due automatically populated the field with the current date. If a date already existed, it was retained.

Why are certain actions unavailable to me?

This is typically caused by missing permissions. Contact your administrator to verify your assigned role and permissions.

Why is my equipment not appearing in search?

Verify that the correct view is selected, check for active filters, confirm the spelling, or search using a partial value. Also verify that the equipment has not been archived.

Can I export only filtered or searched data?

Yes. Exports reflect the current view, including any applied filters and search results.