Asset Definitions allow you to control what information is collected and displayed on the Assets Form for each type of asset. This gives you the flexibility to tailor the inspection experience to your specific asset types and reporting needs — for example, recording the number of turns for a control valve, sensitivity for a smoke detector, or weight for a fire extinguisher.
Common assets tracked using Asset Definitions include Smoke Detectors, Heat Detectors, Pull Stations, Exit and Emergency Lights, Fire Extinguishers, and Control Valves.
Default Asset Definitions
The following Asset Definitions are provided and available for use in FormLink by default:
- SD, SD-Ion, SD-Photo, DD, Combo Detector
- FE (Fire Extinguisher)
- CV (Control Valve)
- AED
- Default Asset Definition
📌 Note: The Default Asset Definition includes all asset types that are not assigned to another Asset Definition. Any fields added to the Default Definition will appear for all asset types except those already covered by a specific definition (e.g., FE, CV, AED).
Each Asset Definition is built using the following field types: [text], [choice], [checkbox], [text area], and [read-only]. Refer to the Asset Definition Field Types Reference article for details on each field type and its available options.
Part 1: Create a New Asset Definition
Step 1. From the Configuration Home page, select Asset Definitions.
Step 2. The Define Definition page is displayed. Select New.
Step 3. The Add Definition page is displayed. The following fields are available:
| Field | Description |
|---|---|
| Use Custom Type | Select this checkbox to create a new Asset Type not already in the system. The Custom Type name must be different from any existing Asset Types. Once created, it will be added to the selection list. |
| Used Asset Types | Select available Asset Types to include in the definition. Note: once an Asset Type is added to a definition, it cannot be used in another definition unless it is first removed from the Current Asset Types list. |
| Add Asset Type | Select this to add the selected Used Asset Type or Custom Asset Type to the definition. |
| Current Asset Types | Displays all Asset Types that have been added to the definition. |
| Remove | Select to remove an Asset Type from the Current Asset Types list. |
| Code Reference Name | Associates a deficiency on the form with the safety code that was violated. Refer to the Code Reference article for more information. |
| Search Code Reference | Use this field to search for an existing Code Reference. Refer to How to Add a Code Reference for creating new ones. |
Step 4. Select a Used Asset Type from the selection list and select Add Asset Type. The Asset Type is added to the Current Asset Types list.
💡 You can also add a Code Reference to associate the asset with the safety code used when testing it. The code reference will be included with the deficiency text when an asset receives a Fail result.
Step 5. If the selected Asset Type has default fields (e.g., Combo Detector), you will be prompted to include them. Select the Add Default Fields checkbox if you want those fields included automatically.
Step 6. Continue adding Asset Types as needed. To remove one, select Remove next to the Asset Type in the Current Asset Types list.
Step 7. Select Save. The new Asset Definition will appear in the Select a Definition list.
📌 Note: After saving, you can select Edit Types to make changes to the Asset Types on the definition.
Part 2: Add a Custom Asset Type
If you need an Asset Type that doesn't exist in the system, you can create a custom one.
Step 1. From the Add/Edit Definition page, select the Use Custom Type checkbox.
Step 2. Enter a unique name for the Custom Asset Type. The name must not match any existing Asset Types.
Step 3. Select Add Asset Type. The Custom Asset Type is added to the Current Asset Types list.
💡 You can toggle between adding Used Asset Types and Custom Asset Types at any time when building a definition. After adding a custom type, deselect the Use Custom Type checkbox to continue adding standard types.
📌 Note: When you add a Custom Asset Type, you will also need to add it to a form so inspectors can select it. This can be done using the Custom Forms tool.
Part 3: Edit an Asset Definition
Step 1. From the Configuration Home page, select Asset Definitions.
Step 2. From the Define Definition page, select a definition from the Select a Definition list.
Step 3. The fields for the selected definition are displayed. Select Edit.
Step 4. The fields on the Asset Definition can now be edited using the available field types. Refer to the Asset Definition Field Types Reference article for details on each field type.
Part 4: Deploy an Asset Definition
Step 1. From the Define Definition page, select Deploy.
📌 Note: You can also select Deploy after selecting a specific definition from the list.
Step 2. The Deploy Definition page is displayed.
Step 3. Optionally, select Show Definitions to view all current Asset Definitions. Select Hide Definitions to collapse this section.
Step 4. Select the Account(s) you want to deploy the Asset Definition to.
💡 Use the Select All checkbox to deploy to all accounts at once.
Step 5. Select Deploy. A confirmation message will appear — select Deploy again to confirm.
Step 6. The Definition Successfully Deployed message is displayed. Select Continue Editing to exit the message.
The Asset Definition is now deployed and available for recording inspections on the Assets Form for the selected accounts.