Purpose Statement

This article explains how to create, configure, edit, organize, and delete Apparatus Fluid Types within Assets > Setup.

Fluid Types allow departments to standardize how fuels, oils, and other consumable fluids are recorded during apparatus maintenance. Proper configuration supports consistent data entry, accurate usage tracking, and reliable maintenance and cost reporting.

This article covers Fluid Type configuration only. For instructions on adding fluid usage records to individual apparatus, see Creating Apparatus Fluid Entries.

Background Information

Apparatus Fluid Types are configured within the Assets module and determine how fluids are identified and recorded when users create apparatus fluid entries.

Each Fluid Type includes a name, volume unit, and optional required fields that control what information users must provide when recording fluid usage.

Configuring Fluid Types allows departments to:

• Standardize fluid names and measurement units across apparatus.
• Define required information for fluid usage records.
• Support consistent maintenance documentation and cost tracking.
• Reduce incomplete or inconsistent fluid entries.
• Organize available Fluid Types for easier selection.

Changes to an existing Fluid Type do not modify previously recorded fluid entries.

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.

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Step-by-Step Guide

Creating Apparatus Fluid Types

Use the following steps to create a new Fluid Type and configure how information is collected when the fluid is recorded on an apparatus.

1. Navigate to Assets Setup

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

2. Open Fluid Types

• Within the Setup menu, select Fluid Types.
• The Fluid Types list displays existing configurations.

3. Add a New Fluid Type

• From the Fluid Types list, select Add Fluid Type. 
• The Fluid Type configuration form opens.

4. Enter the Fluid Type Name

• In the Fluid Type (required) field, enter a descriptive name for the fluid.
• Use a consistent naming convention that clearly identifies the fluid.

5. Select the Volume Unit

• Select the Volume Unit (required) dropdown.
• Choose the appropriate measurement unit for the fluid.

Available options include:

• Gallon
• Pint
• Ounce
• Liter
• Milliliter
• Quart
• Bottle

Select the unit that matches how the department measures and records the fluid.

Example: Select Gallon for diesel fuel if the department records fuel consumption in gallons.

6. Configure Required Fields

• Locate the Required Fields section.
• Select the fields users must complete when recording an entry for this Fluid Type.

Available fields include:

• Location: Where the fluid was added or recorded.
• User: The individual associated with the fluid entry.
• Engine Hours: The apparatus engine-hour reading.
• Odometer: The apparatus mileage reading.
• Cost: The cost associated with the fluid entry.
• Fluid Info: Additional information about the fluid.
• Fluid Attachment: Supporting documentation or attachments.

When a field is configured as required, users must complete it before saving a fluid entry associated with that Fluid Type.

7. Save the Fluid Type

• Review the Fluid Type name, volume unit, and required field selections. 
• Select Save to create the Fluid Type. 
• Confirm the new Fluid Type appears in the Fluid Types list.

Managing Existing Apparatus Fluid Types

Administrators can modify, organize, or delete Fluid Types as department requirements change.

1. Edit an Existing Fluid Type

• From Assets > Setup > Fluid Types, locate the Fluid Type you want to modify.
• Select the Edit (pencil) icon.
• Update the Fluid Type name, volume unit, or required fields as needed.
• Select Save to apply the changes.

2. Organize the Fluid Types List

• Locate the Sort Order control in the Fluid Types list.
• Use the sorting control to adjust the order of the configured Fluid Types.
• Review the updated list order.

The configured order determines how Fluid Types are presented to users when selecting a fluid for an apparatus entry.

Best Practice: Position frequently used fluids where they are easy to locate to improve selection efficiency and reduce the chance of incorrect entries.

3. Delete Fluid Types

Delete an Individual Fluid Type:

• Locate the Fluid Type you want to remove.
• Select the Delete (trash can) icon.
• Follow any displayed confirmation prompts to complete the deletion.

Delete Multiple Fluid Types:

• From the Fluid Types list, select the Fluid Types you want to remove.
• Select Bulk Delete.
• Review the selected items and follow any displayed confirmation prompts.

Best Practices

• Establish consistent naming conventions. Use clear, descriptive names such as Diesel Fuel, Engine Oil, or Hydraulic Fluid. Avoid abbreviations or inconsistent naming formats that may confuse users.
• Review existing Fluid Types before creating new ones. Check for duplicate or similar configurations to prevent unnecessary entries and inconsistent fluid selection.
• Standardize measurement units. Select volume units that align with departmental procedures and reporting practices. Avoid creating multiple configurations for the same fluid solely because different units are being used unless operationally necessary.
• Limit required fields to essential information. Require only the fields needed for maintenance documentation, operational tracking, or reporting. Excessive requirements can slow down data entry.
• Align required fields with the fluid's intended use. For example, departments may require odometer readings and costs for fuel tracking while using different requirements for other maintenance fluids.
• Use descriptive names to distinguish similar fluids. When multiple types of oil or hydraulic fluid are used, include meaningful identifiers to help users select the correct Fluid Type.
• Review configurations before modifying volume units. Changing the unit of an existing Fluid Type can introduce inconsistencies between historical records and future entries. Consider how the change may affect reporting before saving.
• Audit Fluid Type configurations periodically. Review available Fluid Types, required fields, and measurement units as department maintenance procedures evolve.
• Communicate configuration changes to affected users. Notify personnel when Fluid Types are renamed, reorganized, or assigned new required fields to reduce confusion during future data entry.
• Use caution when deleting configurations. Confirm a Fluid Type is no longer needed before deleting it. Review potential reporting and historical-data implications, particularly when the configuration has been used previously.

Troubleshooting & FAQs

Unable to save a new Fluid Type.

Verify that the Fluid Type name and Volume Unit fields are completed. Confirm that your user role has the appropriate permissions to create Fluid Types within Assets Setup.

Fluid Types is not available in the Setup menu.

Verify that your user role has access to the Assets module and its Setup configuration. Contact your department's First Due administrator if the Fluid Types option is unavailable.

Duplicate or similarly named Fluid Types exist.

Review the existing Fluid Types and determine whether the configurations serve different purposes. Edit existing configurations when appropriate rather than creating unnecessary duplicates.

Users are required to complete too many fields when recording fluid usage.

Navigate to Assets > Setup > Fluid Types, select the Edit (pencil) icon for the affected Fluid Type, and review the Required Fields selections. Remove unnecessary requirements and save the changes.

An incorrect volume unit is configured.

Locate the affected Fluid Type and select the Edit (pencil) icon. Update the Volume Unit and save the changes. Review potential reporting implications before modifying an existing configuration.

Fluid Types appear in an unexpected order.

Navigate to Assets > Setup > Fluid Types and use the Sort Order control to reorganize the list. Position commonly used fluids where personnel can easily locate them.

Unable to edit or delete an existing Fluid Type.

Verify that your user role has the appropriate administrative permissions to manage Fluid Types. Contact your department's First Due administrator if the Edit or Delete actions are unavailable.

A Fluid Type was accidentally deleted.

Deleted Fluid Type configurations cannot be restored through the Fluid Types management interface. Recreate the configuration using the appropriate name, volume unit, and required fields if it is still needed. Recreating a Fluid Type should not be assumed to restore previous associations.

Can Fluid Types be edited after creation?

Yes. Users with appropriate administrative permissions can modify existing Fluid Type names, volume units, and required fields.

Do required fields apply to all users?

Yes. Required fields are configured at the Fluid Type level and apply to users recording entries with that Fluid Type.

Will editing a Fluid Type change previously recorded fluid entries?

No. Changes to an existing Fluid Type configuration do not modify previously recorded fluid entries.

Can different Fluid Types have different required fields?

Yes. Required fields are configured independently for each Fluid Type. For example, departments may require odometer readings for fuel entries without requiring them for hydraulic fluid entries.

Can multiple Fluid Types use the same volume unit?

Yes. Multiple Fluid Types can share the same measurement unit. For example, Diesel Fuel and Gasoline can both use Gallon.

Can fluid entries be created for individual apparatus from Fluid Types Setup?

No. Fluid Types Setup is used only to configure and manage available Fluid Types. For instructions on recording and managing fluid usage on individual apparatus, see Creating Apparatus Fluid Entries.

Should an unused Fluid Type be edited or deleted?

Edit the Fluid Type if it is still needed but requires configuration changes. If it is no longer needed, review any potential historical or reporting implications before permanently deleting it.