Purpose Statement

The Assets Status Log allows administrators and supervisors to track and document periods when apparatus and equipment are unavailable for service. The Status Log maintains a historical record of asset downtime that can support availability tracking, maintenance documentation, and analysis of service interruptions.

Maintaining accurate Status Log records can help departments evaluate asset reliability, identify downtime trends, and support equipment maintenance and replacement decisions.

Background Information

The Status Log is part of asset management within First Due. It allows departments to maintain historical records of when apparatus and equipment were unavailable for service.

Common use cases include:

• Documenting apparatus downtime for maintenance or repairs
• Tracking equipment that is temporarily unavailable due to damage
• Recording scheduled service intervals or inspections
• Maintaining historical data for asset performance analysis
• Supporting equipment maintenance and replacement planning

Prerequisites:

• Assets must already exist in the Assets module.
• Users must have the appropriate permissions to access and manage the Status Log.
• Users should be familiar with their department's asset inventory and naming or numbering conventions.

Required Permissions

Users must have the appropriate permissions assigned to their role to access and manage the Status Log:

• Out of Service Log Read: Allows the user to view Out of Service Status Log records.
• Out of Service Log Manage: Allows the user to create, edit, and delete Out of Service Status Log records.

Video

Step-by-Step Guide

This section is broken down into three separate workflows: accessing, viewing, and downloading status log data; creating manual status log entries and importing historical asset service status data, and managing existing status log entries from within First Due's Assets module.

Access and View the Status Log

1. Access the Status Log

• Navigate to the Assets module from the main menu.
• Select Status Log from the Assets submenu.

2. Select or Manage a Saved View

Use saved views to control how Status Log information is displayed.

• Select the View dropdown at the top of the Status Log.
• Select an available view. Depending on your configuration and access, available options may include:
  • Default View – The standard list view.
  • Custom Views – Saved views you created.
  • Shared With Me Views – Views created by other users and shared with you.
  • Favorite Views – Views you have marked as favorites.
• Use the available view controls as needed:
  • Select the Star icon to add a view to your Favorites.
  • Select the Pin icon to make a view display automatically when you access the Status Log.

To create or manage a saved view:

• Select the ellipsis (⋯) to access additional view options.
• Depending on your permissions, available options may include:
  • Add View – Create a new custom view.
  • Clone View – Create a copy of the current view using its filters and columns.
  • Edit – Modify an applicable custom view.
  • Delete – Remove an applicable custom view.

3. Filter the Status Log

• Select the Filter icon at the top of the Status Log.
• The Filter Panel opens and displays the available filtering criteria.
• Apply one or more filters as needed:

Apparatus, Equipment, or Asset Type

• For Apparatus, enter keywords or select a specific apparatus.
• For Equipment, enter keywords or select specific equipment.
• Select an Asset Type from the available options.

Created By or Updated By

• In Created By or Updated By, enter a user's name or select the applicable user.

Date or Timeframe

• Use Start Date or End Date to filter by date.
• Use Created At to filter records based on when they were created.

Select Filter to apply the selected criteria.

4. Download Status Log Data

• Adjust the page being viewed or the pagination.
• Locate Download at the bottom of the Status Log near the page navigation controls.
• Select Download.
• The Status Log data is downloaded as a CSV file to your device.

Create Manual Status Log Data

Use this workflow to manually document out-of-service time, including historical downtime that occurred before your department began tracking the information in First Due.

1. Select New Time Log

• From the Status Log, select New Time Log.

2. Select the Asset

• Select the applicable asset.
• Choose either an Apparatus or Equipment record from the available options.

3. Select Started At Date

• In Started At Date, select the date the asset became unavailable for service.
• Manually type or select the appropriate date from the calendar.
• Change the month or year by clicking each.

4. Select Started At Time

• In Started At Time, select the time the asset became unavailable for service.
• Manually type or use the arrows to toggle to the appropriate time.

5. Select Ended At Date and Time (Optional)

• If the downtime period has ended, select the applicable Ended At Date.
• If an Ended At Date is entered, select the applicable Ended At Time.
• Leave these fields blank if you are intentionally creating an active out-of-service Status Log entry.

6. Enter Reason and Comments (If Enabled)

If the applicable setting is enabled under Assets > Setup > Settings:

• Enter the applicable Reason for the out-of-service period.
• Add any relevant Comments.

7. Save Manual Status Log Entry

• Review the entry for accuracy.
• Select Save.

8. Verify Manual Status Log Entry

• Review the entry in the Status Log.
• Review the workflow below on Managing Status Log Entries to learn about edit and delete workflows.

Modify Status Log Data

1. Edit an Existing Status Log Entry

• Locate the applicable entry in the Status Log.
• Select the Edit (pencil) icon in the Actions column.
• Update the Start Date/Time and/or End Date/Time as needed.
• Select Save to apply the changes.

2. Delete a Status Log Entry

• Locate the entry you want to delete.
• Select the Delete (trash can) icon in the Actions column.
• Confirm the deletion when prompted.

Best Practices

• Use the appropriate workflow for active downtime. Leaving the End Date/Time blank creates an active out-of-service Status Log entry, but it does not change the asset's operational service status.
• Avoid duplicate Status Log entries. If an asset needs to be operationally marked Out of Service, use the applicable asset status workflow rather than first creating a manual Status Log entry with a blank End Date/Time. Performing both actions creates duplicate out-of-service records.
• Use manual entries when documenting historical downtime. When entering historical out-of-service periods that have already ended, include both the applicable Start Date/Time and End Date/Time.
• Enter historical records chronologically. When entering multiple historical downtime periods, begin with the oldest records and work toward the most recent.
• Use complete and accurate date and time information. Verify the Start Date/Time and End Date/Time to ensure downtime periods are documented correctly.
• Verify entries before saving. Confirm that the correct asset and timeframe have been selected before creating or updating a Status Log entry.
• Keep active downtime records current. When a manual Status Log entry has a blank End Date/Time, update the entry when the applicable downtime period ends.
• Use filters and saved views to simplify data review. Narrow the Status Log to relevant assets, dates, or users when reviewing larger datasets.
• Filter data before downloading. Applying filters or a custom view before exporting can make downloaded CSV data easier to review and analyze.

Troubleshooting & FAQs

Why doesn't adding a new time log change my asset's current status?

The Status Log tracks asset downtime, but a manually created Status Log entry does not change the asset's operational service status on its applicable Overview. If the asset needs to be operationally marked Out of Service, use the applicable asset status workflow.

What happens if I leave the End Date/Time blank?

Leaving the End Date/Time blank creates an active out-of-service Status Log entry. This does not change the asset's operational service status on its applicable Overview.

Why do I have duplicate out-of-service entries for an asset?

Duplicate entries can occur when an administrator manually creates a Status Log entry with a blank End Date/Time and then separately toggles the same asset Out of Service.

Toggling the asset Out of Service creates a Status Log entry for the status change. If a manual active entry already exists, this results in duplicate out-of-service records.

To avoid duplicate entries, use the applicable asset status workflow when the goal is to change the asset's current operational status instead of first creating a manual active Status Log entry.

Can I delete a Status Log entry if I made a mistake?

If you have the appropriate permissions, use the Delete (trash can) icon in the Actions column to remove the entry. Deleting an entry is permanent, so verify the record before confirming the deletion.

When should I manually enter an End Date/Time?

Enter an End Date/Time when documenting a downtime period that has already ended. If you are creating a manual active out-of-service entry, leave the End Date/Time blank and update the record when the downtime period ends.

Can I download Status Log data?

Yes. Use Download at the bottom of the Status Log to export the available data as a CSV file. Consider applying filters or a custom view before downloading to narrow the exported dataset.

How far back should I enter historical data?

The amount of historical data to enter depends on your department's operational and reporting requirements. When entering multiple historical records, begin with the oldest applicable downtime period and work chronologically toward the most recent.

Can I edit Status Log entries for assets that are no longer active?

Access to historical records for inactive or archived assets may depend on how the asset is configured and your permissions. If the applicable record is unavailable, contact your First Due administrator or First Due Support for assistance.