Purpose Statement

This article outlines how to create and configure Fluid Types within the Assets module. Fluid Types enable departments to accurately track consumables such as fuel, oil, and other fluids used in apparatus maintenance. Proper configuration ensures consistent data entry, reliable reporting, and improved cost and usage tracking.

Background Information

Fluid Types are a foundational component of the Assets module, used when logging fluid usage for apparatus. Each Fluid Type defines how entries are recorded, including units of measure and required data fields.

By configuring Fluid Types, agencies can:

• Standardize how fluid usage is tracked across apparatus
• Ensure required data (e.g., cost, odometer) is consistently captured
• Improve reporting accuracy for maintenance, budgeting, and compliance

Fluid Types directly impact the quality of maintenance records, making proper setup critical for both operational and administrative users.

Required Permissions

Users must have appropriate administrative permissions within the Assets module to create and manage Fluid Types. Recommended permissions include:

• Assets Setup or Configuration access
• Administrative or Data Management privileges within Assets

If permissions are restricted, users may be unable to access the Setup menu or save new Fluid Types.

Video

Step-by-Step Guide

Creating Fluid Types

Step 1: Navigate to Assets Setup

• From the main navigation panel, click Assets
• Scroll down and select Setup

Step 2: Open Fluid Types

• In the Setup menu, click Fluid Types

Step 3: Add a New Fluid Type

• In the Fluid Types list view, click Add Fluid Type

Step 4: Enter Fluid Type Name

• In the Fluid Type (required) field, enter the name of the fluid
  • Example: Diesel, DEF, Engine Oil, Transmission Fluid

Step 5: Select Volume Unit

• Choose a value from the Volume Unit (required) dropdown
  Available options include:
  • Gallon
  • Pint
  • Ounce
  • Liter
  • Milliliter
  • Quart
  • Bottle

Step 6: Configure Required Fields

• Under Required Fields, select the fields that must be completed when logging a fluid entry
  Available options include:
  • Location
  • User
  • Engine Hours
  • Odometer
  • Cost
  • Fluid Info
  • Fluid Attachment

Step 7: Understand Required Field Behavior

• Any field marked as required must be completed during fluid entry
• If a required field is left blank, the system will prevent the record from being saved
• Required fields enforce data consistency and improve reporting accuracy

Step 8: Save the Fluid Type

• Click Save to finalize and create the Fluid Type

Manage Fluid Types

1. Edit a Fluid Type

• Select the Edit Pencil to edit an existing fluid type

2. Organize the Fluids List

• Use the sort order icon to change the list orientation 
• This changes how end users view the fluids list when inputting fluid entries

3. Delete Fluid Types

• Select the Trash Can icon to delete fluid types one at a time
• Multi-select fluid types and use the Bulk Delete icon to delete fluid types in bulk

Best Practices

• Only require fields that are necessary for reporting, compliance, or operational tracking
• Standardize naming conventions (e.g., use “Diesel Fuel” vs. mixing formats)
• Avoid creating duplicate Fluid Types—review existing entries before adding new ones
• Align required fields with department reporting needs (e.g., require odometer for fuel tracking)
• Periodically review Fluid Types to ensure they still meet operational needs

Troubleshooting & FAQs

Issue: Unable to save Fluid Type

• Ensure all required fields (Name and Volume Unit) are completed
• Verify you have the necessary permissions

Issue: Required fields are too restrictive

• Edit the Fluid Type and adjust required field selections
• Only enforce fields that are essential

Issue: Duplicate or inconsistent Fluid Types

• Audit existing Fluid Types and consolidate where possible
• Use consistent naming conventions across the system

FAQ: Can Fluid Types be edited after creation?
Yes, administrators can modify Fluid Types, including required fields and naming.

FAQ: Do required fields apply to all users?
Yes, required fields apply system-wide when logging fluid entries.