EZYiD Manual E-book

EZYiD Support > EZYiD Manual E-book > att_78_for_42729473.jpeg

EZYiD Support > EZYiD Manual E-book > att_66_for_42729473.jpeg

EZYiD Compliance-as-a-Service (CaaS) for Inspectors

Start using EZYiD Asset Management Platform to manage the compliance of your customer’s assets. Proactively monitor assets for upcoming compliance events, remind your customers of overdue inspections, inspect your customers assets with Inspection Certificates and report on Certificates of Conformance (CoC) and Declaration of Conformity (DoC) of your customer’s assets.

Information in this document is subject to change without notice and does not represent a Commitment on the part of EZYiD Pty Ltd. The software described in this document is furnished under a license agreement or nondisclosure agreement. The software may be used or copied only in accordance with the terms in the license or nondisclosure agreement. No part of this manual may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or information storage and retrieval systems, for any purpose other than the subscriber’s personal use, without the express written permission of EZYiD Pty Ltd © 2021. All rights reserved.

Last Modification Date: March 2022

EZYiD Version 3.0.0

EZYID Ebook Version 6.0

For the latest changes refer to the Release Notes

Getting started with EZYiD Assets

The Asset table is the centre piece of your EZYiD experience. The asset table defines your compliance workflow, structures how you identify and report risk and shapes your team’s behaviour towards safety in your organisation.

By attaching an EZYiD tag to your asset, the EZYiD system aims to create a digital twin of a physical asset.

When the EZYiD tag is scanned, you have access to current information on the status of the asset, alerts, its inspection history and location data. Inspection protocols associated with an asset form the basis for reminders and alerts with regards to upcoming and overdue inspections. The checklist associated with an asset is a set of instructions for field workers and inspectors to follow and complete capturing data at source.

This document aims to get you familiarized with the core features of the EZYiD Software application by showing you how to create assets at the beginning, search, manage transfers, inspections and retirement/disposal of assets.

EZYiD Support > EZYiD Manual E-book > att_91_for_42729473.png

What is the EZYiD tag?

The EZYiD tag is a 6mm diameter epoxy coated Ultra High Frequency (UHF), RFID tag embeddable in metal, being a game changer for the industrial safety market. The key features of the EZYiD tag include:

UHF frequency band to support faster reading speed and global coverage;
A custom antenna to improve impedance and insensitive to the attached metal object;
Small enough to be embedded into a Karabiner
Robust in mechanical structure, electromagnetic and UV exposure
Lower costs material and fabrication reducing the cost, substantially.

What is EZYiD Essentials?

EZYiD Essentials is the web-based asset tracking and inspection software to help construction managers track assets and conformance using digital inspections to improve worker safety.

The key features of EZYiD Essentials are:

Quickly create assets or migrate from your excel asset register with unique tag identifiers from our product system;
Search for your assets by its Serial number, Custom ID or the EZYiD tag EPC identifier;
Aggregate, transform and filter field data with real-time status (In-Service, Quarantine) to deliver business intelligence to operators and managers;
Understand your upcoming and overdue inspections from the Inspection Dashboard;
Set the inspection protocol and cycles to alert you of the next inspection date, upcoming and overdue;
Schedule tasks and jobs for any asset or site related activities;
Bulk update your inspection protocol to suit customer and site requirements;
Engage and collaborate with your partners in your supply chain;

What is EZYiD Remote Worker

EZYiD Remote Worker is a mobile native application available on Android and iOS. The key features include asset view, search, inspections, incidents, corrective actions and completing actions.

What is EZYiD Lite

EZYiD Lite is a mobile native application available on Android and iOS. The key features include asset creation, asset edit, asset view, asset search, inspections, corrective actions, incidents, completing actions.

What is EZYiD Manager?

The EZYiD Manager is the productivity and inspection management app for service providers and their customers. Combined with a web and mobile app, the software can be used as an inspector app offering visibility and transparency in the compliance process, insights and stewardship to help raise safety and quality standards across your customer network. Using EZYiD, as your inspection management software, you can collect at source consistent data, standardise practices, identity trends, send reports and get problems resolved before they escalate.

The key features of EZYiD Manager are:

Ability to analyse your customer’s assets in a single table view;
Identify upcoming and overdue inspection across your customer network;
Schedule inspection services for upcoming inspections across your customer network;
Send out reminders of upcoming inspection to your customers;
Create safety inspection, corrective actions and preventive actions on behalf of your customers;
Schedule all of your issues into actions so that nothing is forgotten; and
Use standardised checklist across your customer network.

EZYiD Support > EZYiD Manual E-book > att_92_for_42729473.png

In the above Dashboard example, Wesfarmers is the EZYiD Manager and Kmart and Target are customers/subscribers of Wesfarmers. Wesfarmers can inspect assets and undertake other functions on behalf of Kmart and Target.

System Navigation and Definitions

Dashboard screen navigation

EZYiD Support > EZYiD Manual E-book > dashboard-navigation.png

Assets Table Navigation bar

EZYiD Support > EZYiD Manual E-book > assets-table-navigation-bar.png

Refer to definition of each function in the Assets Table Navigation section

Setting up your EZYiD Essentials account

Log in to your EZYiD web app with the temporary password you received by email
Update your new password and re-login
Click on your user initials to access the RHS menu
Click on “People” to access the user accounts
Click on the “Edit Pen” button beside your user name to open the account
Update your default “User Persona” to your Industry classification
Update your “Default Site” and additional sites, if necessary
Update your user privileges at the bottom, if necessary
Click on the “Save” button to save the changes to the user account.

Setting up your EZYiD Manager account (for EZYiD Manager accounts only)

Log in to your EZYiD web app
Click on your user initials to access the RHS menu
Click on “People” to access the user accounts
Click on the “Edit Pen” button beside your user name to open the account
Update your default “User Persona” to your Industry classification
Update your “Default Site” and additional sites, if necessary
Update your user privileges at the bottom, if necessary
Click on the “Save” button to save the changes to the user account.
Click on the “Save” button to save the changes to the user account.

Setting up your EZYiD Customer accounts

When you login to your EZYiD manager account you can now setup your customer accounts that you wish to manage. As an EZYiD Manager, you can configure both EZYiD Essentials and EZYiD Lite (Mobile app) user accounts for your customers. The default preference is for the customer to sign-up or register on the Login page by clicking on Sign-up.

To setup a customer account:

Click on your user initials to access the RHS menu
Click on “Manage Companies” to access the partners page
Click on the “New Partner” button to setup your customer account

Mandatory data to setup your customer account

Enter the “Organisation name” in the “Client name” text box
Enter the primary contact email for the Organisation. You may wish to setup your email address initially, before you onboard a new customer. Once you have presented the EZYiD user account to your client you can change the email address.
Enter the “Main contact name” for your customer organisation, First name and Last name
The main contact name of your customer organisation cannot be changed. If you wish to change the name, you will need to deactivate the account to “Inactive” and create a new account for the customer organisation.

Additional Information

Add a logo if possible. Click on the “Browse” button to select the logo. It helps identity your customer organisation.

Setting up your default preferences

The default preferences for your organisation are spread across a number of pages. The defaults in your customer account setup include:

Company page defaults

Click on the checkbox, “Accept Partner invites” to connect with other members in the EZYiD ecosystem. When selected/checked, your organisation becomes visible in the Partner Connector, Explorer tab to other organisation who may wish to send you an invite to connect.
The “Alert Interval number”, is the number of days prior to the “Inspection Date” where an “Upcoming Inspection” reminder and alert will be displayed against the asset.
The “Inspection Interval”, is the number of days prior to the “Inspection Date” where an inspection can be completed and closed.

System defaults page

To select your “Industry type”, click on “System Defaults” on the RHS menu
Click on the “My Industry Types” tab and click on “Add New Industries” to subscribe to the industry classifications of your choice. Selecting industry types, gives you access to product catalogues and the associated categories published by manufacturers. Current Industry types include:

Industry Type
Rope Access
Lifting & Rigging
Rescue
Search & Rescue
Adventure Parks
Arborist
Facilities Management

Click on the “Action Types” tab, to setup your action types. Standard action types that you may wish to create include Inspections, Preventive actions, Corrective actions, Pre-start actions, inductions.
To setup a safety action, enter the name of the action type and select the “Is Safety Action” checkbox. Repeat for additional actions.
Click on the “Action Status” tab to setup your action status labels. Action states include:

	Action State	Suggested label
1	Pending	Yet to commence work
2	In Progress	Work-in-Progress (WIP)
3	Completed	Work Completed
4	Can’t do	Unable to complete work
5	Failed	Failed after repair

Click on the “Incident Category” tab to setup your incidents. Incidents can include:

Hazards
Near misses

Geofencing of asset data

Click on the RHS menu and select “People”
Click on “Open” beside the user name to open the user profile.
Change the “GeoRadius” to your preferences. The UoM for your geofence is set in meters.
Refer to Geofencing Asset data and “Sites and Projects sections” for lat/long settings

Setting up a New Industry Type

Industry type setup are a system admin privilege. Please send request to [email protected]

User Personas

Personas are a representation of a user experience within an industry type classification. Personas allow the personalisation of the user interface for the respective industry type allowing you to rename or hide unnecessary data attributes within the Table view and the add and edit pages. The changing of data labels to suit the user experience is an example of a persona.

User personas are generally linked to an Industry Type and applied across the organisation. When the organisation administrator makes changes to an industry persona, all users in the organisation associated with the industry persona will have the change applied to their views.

Personas are linked to the EZYiD user account and must be set when creating the subscription account or when you first login.

To change the Industry Persona, Click on People on the RHS menu and open the user account that you wish to update. Select the User Persona from the dropdown options.

Should you wish to change or hide any data labels in your industry persona, contact [email protected]

Future releases will allow you to update your industry persona, personalised for your organisation.

Sites

Sites are the physical location where you either conduct business or provide a service to a customer. Mapping an asset as a site is not recommended (such as containers, fixed plant, vehicles).

To setup your Sites, click on the RHS menu
Click on the “Sites” tab
Click on the “Add New Site” button
Enter the name of your site in the Create New Site dialog window and click on “Save”
To enter the address of the site and if you want the site to display as a pin in the map interface, you will need to update the address in the map.
Click on the edit pen of the site you wish to update
All companies must have a default site. To select your default site, select the “Is default” checkbox in the Edit Site dialog window.
Click on the “Maps” button (you cannot update the address)
In the “Select Location” window search box, enter the address and click on the icon to locate the address.
If you wish to pin the address to your current location, Click on the “Locate me” button
You can zoom to the preferred elevation or update the location pin on the map and Click on “Pick” to save the address.
Click on “Save” button in the site page to save the settings.

Projects

Projects are activities undertaken at sites.

To setup your Projects, click on the RHS menu
Click on “System Defaults”
Click on “Projects”
Select the “Site” in the dropdown
Enter the name of your project in the text box
Click on “Save” to create the project.
To update the Project location on the map,
Click on the edit pen of the project you wish to update
Click on the “Map” button
In the “Select Location” window search box, enter the address and click on the icon to locate the address.
If you wish to pin the address to your current location, Click on the “Locate me” button
You can zoom to the preferred elevation or update the location pin on the map and Click on “Pick” to save the address.
Click on “Save” button in the project page to save the settings.

The Partner Connector

The EZYiD Partner connector allows subscribers, mostly service providers or resellers on the platform, to supply products and inspection services digitally. The Connector allows subscribers to invite members to connect and once accepted, subscribers will be able to transfer assets between each other.

Log in to EZYiD web app
Select “Partner Connector” from the menu on the RHS and then search for your EZYiD subscriber.
In the “Explorer” tab enter the name in the text box and click on the “Search” button.
Once you find your subscriber in the EZYiD Explorer, click on the “Invite” button to connect.
Click on “My Connections” to review the status of invites pending (sent to you) and invites you sent to others.
Click on “My Profile” to view your partners and memberships.

My Profile

EZYiD Support > EZYiD Manual E-book > att_81_for_42729473.png

Explorer

EZYiD Support > EZYiD Manual E-book > att_69_for_42729473.png

Accepting Invites

You can either accept or ignore an invite.
To accept a connection with a subscriber, click on the “Accept” button beside the subscriber.
Once accepted, you will become a member of the subscriber’s Partner connections.
Members can transfer assets to partners and vice versa, but cannot provide inspection services.

Establishing the permissions between you and your customer

As an EZYiD Manager, when you create you customer organisation, you are automatically connected with your customer at a partner level, giving you the ability to undertake all supply chain and compliance functions on behalf of your customer.
Your customer could opt out of the partner relationship by removing the partner connecting in the “My Profile” tab of the “Partner Connector” function on the RHS menu.

The Dashboard

The EZYiD dashboard structure is made up of navigation elements and the data elements. The navigation elements include the LHS functional navigation menu and the RHS system configuration menu, which have been described in the System navigation and definition section.

The data elements include the map interface designed to drive visual user engagement and the data tables designed to tell a story and focus attention towards critical safety issues with alerts and reminders.

The Compliance Dashboard

The key elements of the compliance dashboard are:

Asset Location
Asset Status includes inservice/ certified, quarantined/ isolated and expired/ defective/ scrapped/ condemned
Upcoming Safety Inspections
Upcoming Corrective and preventive actions
Upcoming Expiries (asset to expire in the next 30 days)
Overdue Safety Inspections
Overdue corrective and preventive actions
Expired assets

The default setting for the compliance dashboard is at an organisational view based on the location of your assets.

The map interface allows users to change from an organisational view to a location/site view.

Hover over the map pin to identify the name of the location or asset.
To select a site, click on the location pin and your map will zoom into the site.
When the location is changed, your data table is updated with location specific asset and safety data
The map view at a site level, displays projects and assets pinned to a lat/long.

Geofencing of asset data

To avoid distracting the user with unnecessary visual data points on the map, the EZYiD system includes a geofence radius variable, which consolidates data points within the radius to be displayed as a single pin on the map interface.

To change your geofence radius:

Click on the RHS menu and select “People”
Click on “Open” beside the user name to open the user profile.
Change the “GeoRadius” to your preferences. The UoM for your geofence is set in meters.

Refer to “Sites and Projects sections” for lat/long settings”

Pin Definition

	Site or Asset location with no overdue inspections or actions
	Site or Asset location with overdue inspection(s) or action(s).

Checking your alerts and reminders via the map view

Click on the amber pin to identify the asset or site with any reminders – upcoming inspections or actions
Click on the red pin to identify the asset or site with any alerts – overdue inspections or actions
Click on the alert or reminder and all assets associated with the alert or reminder will be filtered and displayed in the EZYiD table view.

Compliance Data Table

PIE CHART	Total assets at organisation or location/ activity level	The pie chart give you a breakdown of in-service, quarantine and expired assets only. Check your Filters for other types of assets.
IN SERVICE	Assets/records in service. Also relate as CERTIFIED	Asset in use or ready for use across organisation or site. Asset in service may include assets with an overdue inspection, action or expired alert. The status of an assets from in-service to quarantine is changed via an inspection only.
QUARANTINE	Assets isolated in quarantine. Also relate as ISOLATED	Quarantined assets are those assets that have be inspected and moved into quarantine for a safety reason. Assets received from a supplier or partner are also quarantined on receipt.
EXPIRED	Assets passed useful life (expired). Also relate as DEFECTIVE, SCRAPPED, CONDEMNED.	Expired assets are those assets that have passed their “Expires on” date in the asset basic information page.
Reminders in 30 days
Upcoming corrective actions	Corrective action due	Corrective action to be completed in the next 30 days.
Upcoming inspection	Inspection due	Inspections to be completed in the next 30 days
Upcoming preventive actions	Preventive action due	Preventive actions to be completed in the next 30 days
Alerts requiring immediate action
Overdue corrective actions	Incomplete action	Corrective actions past the due date
Overdue inspection	Inspections overdue	Inspection past the next inspection date
Overdue preventive actions	Preventive action overdue	Preventive actions past the scheduled date

Asset Useful life threshold configuration

EZYiD allows you to monitor and measure the useful life of your assets either by its usage units or time (years).

To set the Unit usage-based limits:

Edit the asset or you can add the setting when creating the asset
Select the “Additional information” tab
Select the “Useful life in” dropdown to “Unit”
Update the “Max Usage Limit” to the recommended number.

Note: In case, you enter a Expiry date for the asset and the date is reached prior to the Unit count, the asset will be deemed to have expired irrespective of the usage count.

When the usage count reaches the Max Usage Limit, the asset will be flagged as expired irrespective of the expiry date.

To set the time-based usage limits:

Edit the asset or you can add the setting when creating the asset
Select the “Additional information” tab
Select the “Useful life in” dropdown to “Years”
Select the start date recommended by the manufacturer, select the “Starting from” dropdown and select either the “Date of Manufacture” or the “Date of First Use”
Update the “Max Usage Limit” to the recommended years
The Expiry date of the asset will be automatically calculated
You can also edit the asset and update the “Expiry date” without using any of the above threshold conditions.

The current version of EZYiD allows you to track the useful life of an assets either by the max usage limit or the expiry date.

Setting the useful life of an asset	When Useful life is in	Upper limit	UoM	Expiry	Starting from
Useful life	Usage Units	Max Usage count	Number	When usage count reaches the upper limit	0
Useful life	Usage Units	Max Usage count	Number	When the Expiry date is reached prior to the Upper limit.	0
Useful life	Years	Expiry Date	Date	Expiry date entered by user	n/a
Useful life	Years	Max Usage Limit	Number	Computed automatically	Date of Manufacture
Useful life	Years	Max Usage Limit	Number	Computed automatically	Date of first use

Product Catalogue

The EZYiD Product catalogue is a shared reference of manufacturers’ product and safety data sheets updated from publicly available data (websites). The product catalogue is designed to make available data (technical & safety) to minimise repetitive data entry during the asset creation process and improve information integrity on the EZYiD Inspection and Compliance platform.

If a product data sheet is not available, you can create your own product data sheet, “Custom Data sheets” for use within your organisation.

To create your own custom data sheets,

Click on “Products” from the menu on the LHS and then click on the “Add new product” button
Enter the Product Name,
Enter the Manufacturer Name
Enter the Part Number
Enter the Standard
Enter the Load Rating
Enter the Dimension
1. Enter the “Maximum usage limits” for products with a unit-based usage limit, you can now set the max usage limit.
Select the Industry Type(s). Product data sheets can be published across multiple industry types. More relevant for manufacturers of product.
1. Category – select the appropriate category from the dropdown menu
Enter the Description
Enter the Technical info

Setting the default Inspection Protocol

To turn-off the inspection protocol, toggle the “No inspection” switch to “on”.

EZYiD Support > EZYiD Manual E-book > att_14_for_42729473.png

Establishing an Inspection Protocol for your product.

The default when creating a product is to create an inspection protocol and the No Inspection switch is set to the “Off” position.

EZYiD Support > EZYiD Manual E-book > att_15_for_42729473.png

In addition to the routine safety checks for each use, the inspection protocol establishes the periodic detailed actions/ inspections to be undertaken by a competent person. The recurring safety and maintenance instructions are generally produced by the manufacturer to maintain the warranty of a product.

Establishing the inspection interval for your Products

To setup a fixed date inspection cycle

Select the “Fixed” radio button as your inspection type
To set the inspection frequency, select the “Inspection Cycle” dropdown box for your preferred recurrence of the inspection.
1. Fixed inspection types have limited options of monthly, quarterly, half yearly and annual durations; and

To setup a Flexi inspection cycle based on actual inspection dates (flexi)

Select the “Flexi” radio button as your inspection type
To set the inspection frequency, select the “Inspection Cycle” dropdown box for your preferred recurrence of the inspection.
1. Flexi inspection type allows you to configure your preferred inspection frequency either based on calendar periods of daily, weekly, monthly, quarterly, half yearly and yearly or number for on a custom unit frequency.
2. Select Number as the Inspection cycle to enable you to enter the Units (days, weeks, months and years) and Interval frequency.

Click on “Upload documents” to add pdf or any other office formats of user manual, technical manual, Declaration of conformity, technical standards.

Click on “Upload Images” to add jpg and png images formats of product images.

Editing your Product catalogue

Enter the name, category or part no. in the quick search text box to filter the products
Select the product by clicking on the product name
In the product edit screen, you can edit most all information except for the “Category” associated with the product.
Changes saved go your product data sheet will be reflected in the records associated with the product data sheet.

Deleting Obsolete Products

Enter the name, category or part no. in the quick search text box to filter the products
Click on the “more options” shortcut on the RHS and click on “Delete”

Asset Records Onboarding

Asset records can be created individually or uploaded from a excel spreadsheet or accepted via a jobcard transfer from your supplier. Refer to Job Card System for onboarding assets from partner.

Onboarding your existing records

The upload function does not allow you to upload historical inspection activity for an individual asset. We recommend that you archive historical inspection data to satisfy your regulatory compliance and audit obligations.

To import data records, click on the Table menu dropdown and select the “Import” function from the dropdown window.
To import from a excel file, click on the “Upload excel” button in the upload dialog window
Select the excel file and click on the “Open” button
The import function reads all columns in the excel file into the “Data upload properties” dialog window. Refer to “EZYiD Column definition” in table below
You will now need to map the excel file columns to the EZYiD database columns

EZYiD Support > EZYiD Manual E-book > asset-mapping.png

In the above image, you will notice that the SN in the LHS column is selected and mapped to the Serial Number in the middle column, with the mapping on the RHS column.

Select the excel file column by selecting the checkbox
Click on the “EZYiD default columns” dropdown and select the column to map. When the column is mapped, it is displayed in the Mapped columns table on the RHS.
Continue until your excel columns are mapped
Click on “Save” to save the mapping and start the upload
Records imported are displayed in the Table view and a completion report is emailed to you.
All assets uploaded will be saved with a status of “Onboard”
In case you have made any error, you can delete the onboarded assets and repeat the upload process. Refer to repeat upload below.
All events have a unique ID to help you search and analyse events in the system.

Repeat uploads

Repeat data imports from the same excel table will not require column mapping. If you wish to reset the mapping, click on the “Clear all” button to restart your column mapping.

EZYiD Columns definition

Column	Requirement	Comment
AssetName	Mandatory*	Name of the asset – Mandatory
Description		Detailed description
SiteName		Existing location of assets. If the name of the location is not found in your site table, the upload process will automatically create a new site. If left empty, the assets will be created in the default home site of your organisation.
ManufacturerName		Name of Manufacturer
ModelNumber		Part number of product
Ezyid	Mandatory*	RFID EPC Code – *minimum one unique ID
CustomID	Mandatory*	Asset ID allocated in your organisation
SerialNumber	Mandatory*	Serial number from manufacturer
AssetId		Additional ID including SAP #
Batch		Manufacturing batch number
Category		Industry category label from manufacturer or a custom category in your organisation
LoadRating		Rating of product as per manufacturer tech spec.
Dimensions		Size dimensions
PurchaseOrderNumber		Proof of Purchase info
PurchaseDate		Date of purchase (text only – “dd/mm/yyyy”)
ManufactureDate		Date of manufacture (text only – “dd/mm/yyyy”)
ExpiryDate		Expiry date of asset (text only – “dd/mm/yyyy”). Enter your date based usage threshold.
Compliance Type	Mandatory*	Options include: – Mandatory No inspection Default * Checklist
CheckListName		Name of inspection checklist
InspectionType		Fixed or Flexi. In the event you want your next inspection to fall on a fixed date, select “Fixed”
InspectionCycle		For a Fixed type, the cycles include: Month, Quarterly, Half Yearly and Yearly. For a Flexi type, the cycles include: Daily, Weekly, Month, Quarterly, Half Yearly, Yearly and Number. The number cycle should be selected if you want a custom cycle.
InspectionCycleUnit		If a Number cycle is selected, they you will need to select either Days, Weeks, Months or Years.
CustomInterval		If a Number cycle is selected, they you will need to select your interval.
LastInspectionDate		Enter the last inspection date for flexi inspection type
AnniversaryDate		Enter the date if you want the inspection to fall on a fixed date in the future. This works with a fixed type only.
Standard		Engineering standard of asset
MaxUsageCount	Number	Set your unit-based usage threshold here
UsageCount	Number	Update usage info to date
AssignedTo		Record of asset loaned to contractor – name
DateofFirstUse		Date the asset came into service first.
Project		The project activity
TechnicalInfo		Any technical info.
Notes		Additional spot to save notes

Completion report

A completion report is a record of the data rows read, saved and skipped.

Records with the same identity (serial no. ezyid or custom id) are not inserted, but skipped.

Sample Completion report for data records import

EZYiD Support > EZYiD Manual E-book > att_70_for_42729473.png

To link the imported assets to your Product Catalogue system, refer to Linking assets to your product catalogue

How to create an asset

This section takes you through the steps of creating individual assets from the asset table screen.

Log in to EZYiD platform
Select Assets from the menu on the LHS and then click on button on the Table Navigation Bar.
On the “Create New Record” page, you can create an asset by searching the product catalogue or creating your own custom asset.
To create an asset from the Product Catalogue:
In the Asset Name field, you can either enter the name of the asset, the manufacturer name or the part number to find your asset in the product catalogue.
Select your product to create an asset with its information and documentation.
To create an asset, where there is no product info in the Product catalogue:
In the Asset Name field, enter the Asset name
Click on the link “asset name as a custom asset” to proceed with the creation of a new asset.

Mandatory Basic information tab to create a new asset:

Unique Identity – You must enter one unique identity for the asset
1. Serial number from the manufacturer
2. Custom identification for the asset created by your company; or
3. The Electronic Product Code of your EZYiD tag attached to the asset. Scan you EZYiD tag to transfer the EPC code in this field.
Location of your asset – Select the site the asset is physically located at. Your EZYiD system is configured for a “Default home” site. You can setup your sites to reflect the locations of your business or warehouse inventory bins.
1. Physical sites can also have project activities, which is not mandatory when creating an asset. How to setup Sites and Projects for location and activity-based tracking of assets.

Inspection tab

By default all assets created will have inspections enabled for 6 monthly intervals.

To turn-off the inspection protocol, toggle the “Inspection” switch to “Disabled”.

Linking Safety Checklist (Instruction) to an asset

By default, all assets with an inspection are associated with a “Default checklist” for the industry category.
Search or Select the Checklist you wish to link to the asset in the Checklist name dropdown box. If your checklist dropdown is empty, you will need to create or import a checklist in the checklist system.

Establishing the asset inspection interval

The Inspection system is designed to cater for most time intervals of our customers. Inspection can either be set for fixed dates in a calendar year or a duration from the actual inspection date.

To setup a fixed date inspection cycle

Select the “Fixed” radio button as your inspection type
To set the inspection frequency, select the “Inspection Cycle” dropdown box for your preferred recurrence of the inspection.
Fixed inspection types have limited options of monthly, quarterly, half yearly and annual durations; and
Enter your preferred inspection date in the “Anniversary date” field for future inspections. Your next inspection is always calculated from the Anniversary date, irrespective of when the actual inspection occurred.
Inspections completed 7 days prior to the Anniversary date will mark the inspection as completed. Changing the default 7-day inspection window.

To setup a Flexi inspection cycle based on actual inspection dates (flexi)

Select the “Flexi” radio button as your inspection type
To set the inspection frequency, select the “Inspection Cycle” dropdown box for your preferred recurrence of the inspection.
Flexi inspection type allows you to configure your preferred inspection frequency either based on calendar periods of daily, weekly, monthly, quarterly, half yearly and yearly or number for on a custom unit frequency.
Select Number as the Inspection cycle to enable you to enter the Units (days, weeks, months and years) and Interval frequency.

Completing your Basic information

Assets created from the Product catalogue would have pre-existing data inherited from the product. This includes the manufacturer, part number, category and the maximum usage count if applicable. Apart from the category, the data cannot be changed in the asset screen. Other fields that can be updated are:

Asset ID – the asset ID field is to provide you with the ability to associate the EZYiD asset with your ERP asset register.
Batch Number – Supplier’s batch number for the product supplied.
Category – allows you to link the asset to your custom category
Expiry date – enter the date the asset expires on, which is the end of its useful life. Refer to Asset Useful life threshold configuration for automated alerts based on units or years.

For assets without Product catalogue data:

You will need to update

Manufacturer – Enter the name of the manufacturer
Part number – enter the part number of the manufacturer.
Category – select the appropriate category from the dropdown menu. You can also create your own category for assets.

Should you wish to link the asset to your product catalogue in the future, it is important to have the manufacturer name and part number identical to link to the catalogue. It is easier to link products by their Part no. and have their manufacturer name empty.

Additional information tab

Click on the “Additional information” tab and enter
Standard – enter the engineering standards associated with the asset
Load Rating – enter the maximum load rating for the asset published by the manufacturer.
Dimension – enter the dimensions of the asset published by the manufacturer.
Maximum usage count/limit – For assets with a unit based usage limit, you can now set the max usage limit and update the usage via the update usage count function.
Date of Manufacture – enter the date the asset was manufactured.
Date of First use – enter the date the asset was commissioned for use.
Purchase date – Date of the commercial invoice
PO# – Purchase order number
Purchase Price – you can either allocation the cost price or a loaded price for jobcard costings
Inspector and Owner/Manager associated with the asset. Note: Alerts and reminders will be sent to the Owner/Manager associated with the asset.
Description – general description of the asset
Technical info – technical information and specification of the asset

Files tab

Asset documentation – in addition to the documentation inherited from the product catalogue, you can add your own documents for the assets.

Click on the “Files” tab
Click on “Attach Files” to add documents and images

Kit tab

If you wish to group two or more assets, to allow you to transfer and inspect them as one, then the EZYiD kit management system is your solution.

The structure of the EZYiD kit management system to based on a parent-child relationship hierarchy requiring the parent/master asset to be created first prior to adding the child assets to the kit. The EZYiD kit design is flexible enough to reflect most real-life requirements, where a kit can be part of another kit.

To add components to your kit, Click on the Kit tab and start scanning the EZYiD tag or enter the serial no or custom id in the text box.
Refer to the “EZYID Kits” section for a more detailed explanation on custom and product kits and their inspection protocols.
Select your inspection protocol as either “Kit level or Component level”. Kit level inspections allows the parent to control all components in the kit, whereas using component level, each component in the kit must be individually inspection to bring the kit into service. Refer to Kit Inspection Management for more information.

Adding Multiple Assets of the same product

The Create New Asset page allows you to create multiple assets of the same product.

To increase the number of assets, click on the + symbol to increase and – symbol to decrease the asset count.

EZYiD Support > EZYiD Manual E-book > att_18_for_42729473.png

After saving the asset, the asset will be displayed in the Table view page, giving you the ability to update column information including identities for records.

Saving your asset data

After completing your mandatory information, you can click on the “Save” button at the top of the page. All newly created assets are held in quarantine and must be inspected to be brought into service.

Updating the Unique Identities of multiple assets

EZYiD Support > EZYiD Manual E-book > att_71_for_42729473.png

To update the unique identities of multiple assets, turn-on the “Edit” switch in the Table Navigation bar.

Your table view is filtered to the newly created asset records.

Refer to the Edit Mode section in the Assets Table Navigation section of this document.

You can enter the unique identities either in the serial no, custom ID columns or scan the EZYiD electronic product code for each of your ASTRO harnesses in the EZYiD column.

The system will validate the identity as they are entered. The Asset ID is not included in the Unique ID validation and will not be considered as a ID for the asset.

Assets Table Navigation

EZYiD Support > EZYiD Manual E-book > Screenshot 2022-03-28 102722.png

The table navigation bar is the key to your record maintenance and analytics functions.

Table Menu

The Table menu allows you to undertake actions on your table view dataset. The generic actions include Export of data to excel, import and reports.

EZYiD Support > EZYiD Manual E-book > att_19_for_42729473.png

When you select more than one record, your global actions are enabled. These include

Click on the menu dropdown to select the options.

Export – allows you to download the records in your table view, Click on the “Export” option in the Table Menu to download the list to excel for editing and reporting. You can also print the records to a PDF file to be able to present to customers.

Filters

Click on the “ Filter” button in the Table navigation bar

EZYiD Support > EZYiD Manual E-book > att_20_for_42729473.png

As an EZYiD Essential user

The Filter function allows you to filter by

Site
Project
Category
Asset name
Manufacturer
Part #
Batch #
Checklist
Status
Events which include transfers, uploads, jobcards and date related actions such as next inspection, last inspection, expiry are available in the advanced filter options.

As an EZYiD Manager

In addition to the Essential user function, an EZYiD Manager can create filters across multiple customer organisations/subscribers.

Hide/show columns

To Hide columns or display additional columns in the table view, click on the Hide Columns button in the header bar to bring up the hide columns dialog.
When the hide columns dialog is open, you can see which columns are visible (where the toggle is orange and switched to the right) and which fields are hidden (where the toggle is grayed out and switched to the left).
To find a column, you can also type the name to find the column in the “Find the column” search box at the top of the hide columns dialog.
To can also move columns around by dragging the column name or the drag handles to the left.

Sorting

To sort your table view by the desired column, click on the column and the records will be sorted by the column in ascending order. Clicking the second time, will resort the records in descending order.
If you need to sort more than 1 column, click the sort button in the header bar. This will bring up the sort menu. If your view has any sorts applied already, you’ll see them here; otherwise, you’ll see a message informing you that no sorts are applied to the current view.
To apply a new sort, click the sort by dropdown menu.
You can add more sorts by clicking on the Add more sorts and follow the steps to add a sort. You can remove any of the sorts you’ve applied by clicking the X button next to a sort, or reorder the sorts by using the drag handles.
To save the sort to the current view, toggle your Keep sorted to on. When the keep sorted is turned on, you will not be able to manually reorder your table view by clicking on the columns

Table row height

By default, a table view displays records at a short row height, designed for maximum density of records. You can adjust your row height to either medium or tall to suit your view preferences.

Saving your table views

All users are assigned a default view, the default view always has the line no, alert and asset name frozen to the LHS and the status column frozen to the RHS locked in the table.
Frozen column do not scroll similar to Microsoft Excel Freeze columns feature.
The column width of the Asset name can be expanded.
To add or remove columns in your default table view, click on the “Hide columns” button to select and move the display order of your columns in the table view.
To save the default table view, click on the “Saved views” icon in the table navigation bar to bring up the views dialog
Select the Default view and click on “Update”

Creating a custom view

It is recommended that you save the view to a new name, prior to arranging your display columns.
To save the view, click on “Save new view” at the bottom of the views dialog window and enter the name of the view in the text box.
When the custom view is saved, it releases column rules associated with the default view. You are not allowed to hide your line no, alert and name for either default or custom views.
You can show/hide any column to suit your specific user experience.
You can move the status column from the RHS to the LHS. If you move the status column, by default it will display after the alert column on the LHS.
After selecting your columns and display order, click on “Update” beside the custom view name.
Once saved the view will be displayed in the list below.
To select a different view, click on the views in the list.
Your table view will always revert to the last view used.

Deleting a custom view

To delete a custom view, click on the view name and click on the “X” button beside the name.

Search (text search)

The search function allows you to search most cell in your dataset. Any record(s) that matches your text search will display in your table view.
When you click on the search icon, you can enter your text in the text box.

RFID Scan

The search function allows you to search the EZYiD column only.
To start scanning, click on the RFID icon on the Table navigation bar, a text box is opened and the table of existing records is cleared.
When scanned, the EPC code is displayed in the text box and the record with the identical EPC code is displayed
If scanned again, the new record with the EPC is added to the table row. This allows you to scan and build a table view to undertake other mobilisation and inspection functions.
To Clear the table view, click on the “Clear all” button on the RHS of the table navigation bar.

Edit

The Edit mode feature is to allow you to apply standard spreadsheet like functions to update rows and columns.

To enable the edit mode, you will need to first toggle the Edit mode switch in the Table navigation bar at the top of the table. This will immediately enable the toggle switches for each column allowing you to select your columns for editing.
Prior to enabling your columns into edit mode, EZYiD allows you to fill/paste your table columns with identical data. To paste your column with data, select the Cell with the content to copy and holding your mouse button down, drag across all of your column cells to paste the copied cell.
To append data to the filled cells, turn-on the edit-mode for the column and your can add data to the existing content.
Use your tab or the enter key to move to the next column in edit mode or row below. Your data in the cell is validated after you have either clicked or pressed enter in the cell. UNVALIDATED data will be cleared when edit-mode is turned off and the table is refreshed.
If a duplicate serial no or epc code or custom id already exists in your organisation dataset, the cell is highlighted in “Yellow” with the error message “Record already exists”
To undo changes to cell, you can now use the CRTL-Z to undo changes.

Add

Click on the + icon to add a new record. Refer to adding new assets section.

EZYiD Support > EZYiD Manual E-book > att_21_for_42729473.png

The Mobilise Workflow (Version 3.0.2)

The Mobilise workflow allows you to inspect and transfer your assets in a single operation. It is designed on the premise that you bring your compliance records up to date prior to shipping to site, minimising the need for comprehensive periodic inspections on site. The mobilise workflow is available with the RFID scan function, only.

Conditions

Scanned assets must have the same inspection checklist. Eg. Assets with a “Default” checklist cannot be added to the list with a “Connector” Checklist. The scan will fail as the checklist is different.
- All records must be in a single site to add to a jobcard. Transfer to our location prior to adding to jobcard.

Select “Mobilise” from the menu on the LHS
Start scanning your assets into the pick list
When complete, Click on the “Inspect” button at the top to complete the action.
To remove assets from the pick list, click on the “Unpick” button and scan the assets that you wish to remove from the pick list.

EZYiD Support > EZYiD Manual E-book > att_85_for_42729473.png

Mobilise Workflow

After completing the inspection, you will notice the Inspection Certificate attached to each record

To mobilise your asset via the Jobcard system

Progressively build your picklist with the ability to accept or reject transfer of assets.

If all records are in the same site, you can add the picklist to the jobcard by clicking on “Add to Jobcard”
If the record of your assets are spread across multiple sites, the “Add to Jobcard” button will be disabled as in the example below. The record of the helmet are in Burswood and Jandakot, disabling the “Add to Jobcard” button.

EZYiD Support > EZYiD Manual E-book > att_83_for_42729473.png

Mobilise Workflow

To reconcile and update your digital records to your physical location, click on the “Transfer” button to reconcile all records. The JAMA Helmet at Jandakot site will be changed to “Burswood Entertainment Precinct” This will update the event log with the transfer as well.
Once transferred and all records are in a single site, Click on the “Add to Jobcard” to save your picklist to your jobcard.
Select the Jobcard and click on “Update”. Refer to Jobcard system on how to save, complete and accept jobcards.

EZYiD Support > EZYiD Manual E-book > att_74_for_42729473.png

New

If your jobcard is not found in the list, you can create a new jobcard by clicking on “New” button to create a new jobcard.
Refer to Jobcard system on how to save, complete and accept jobcards.

To mobilise your asset using the transfer function

Click on the “Transfer” button to transfer the records to the site.
Click on the Close button to complete the workflow.

The Inspect Experience

The Inspect user experience is design to complete one function in the most efficient manner. You can scan your assets into the picklist and inspect the assets.

Select “Inspect” from the menu on the LHS
Start scanning your assets into the inspection list
When complete, Click on the “Inspect” button at the top to complete the action.
To remove assets from the pick list, click on the “Unpick” button and scan the assets that you wish to remove from the pick list.

Conditions

When scanning assets, the inspection checklist of the assets must be identical. Eg. Assets with a “Default” checklist cannot be added to the list with a “Connector” Checklist. The scan will fail as the checklist is different.

As you are forced to scan the tag, we assume that the assets are in your physical possession, and you are allowed to complete the inspection irrespective of its digital location/site.

EZYiD Support > EZYiD Manual E-book > att_84_for_42729473.png

The Transfer Experience

Similar to the Inspect user experience, the Transfer user experience is design to complete one function in the most efficient manner. You can scan your assets into the picklist and either transfer directly to a site or partner or add to a Jobcard. To add records to a Jobcard, you need to ensure that all assets are in the same site and the Jobcard is created and saved. Refer to How to create Jobcard to create your jobcard.

Select “Transfer” from the main menu on the LHS
Start scanning your assets into the picklist
When complete, Click on the “Transfer” button to complete.
Should all assets be in the same site, you will be able to add your records to a Jobcard
Should your records be across multiple sites, the “Add to Jobcard” button will be disabled.
To reconcile your physical assets to your current site, click on the “Transfer” button and complete transfer.
After your records have been reconciled to your current site, click on the “Add to Jobcard” to save your picklist.
To remove records from the pick list, click on the “Unpick” button and scan the assets that you wish to remove from the pick list.

Conditions

As you are forced to scan the tag, we assume that the assets are in your physical possession, and you are allowed to complete the transfer irrespective of its digital location/site.

If all records are in a single location, you can add the picklist to your jobcard.

Analytics, Alerts & Reminders

The EZYiD Advanced Search function includes an analytics engine to help you monitor, analyse and predict events in your organisation. You can analyse time series data on events, identify trends in asset movement, asset loss and safety behaviour in the field with respect to inspections, documentation, corrective and preventive actions.

In addition, the analytics engine enables you to react to the actionable data to maintain a safe workplace.

The configurable elements for your data analysis are the table views, the filters and the sorting of records.

The Table view allows you to customise how and what information is displayed in a table.

The Default table view. The EZYiD table is configured with a default table view. You cannot delete your default view but can add and move columns to personalise your default view. The only condition in a default view is that the Status column is always displayed on the RHS of the table.

Saving your table views
1. All users are assigned a default view, the default view always has the line no, alert and asset name frozen to the LHS and the status column frozen to the RHS locked in the table.
2. Frozen columns do not scroll similar to Microsoft Excel Freeze columns feature.
3. To add or remove columns in your default table view, click on the “Hide columns” button to select and move the display order of your columns in the table view.
4. To save the default table view, click on the “Saved views” icon in the table navigation bar to bring up the views dialog
5. Select the Default view and click on “Update”

Creating a custom view
1. It is recommended that you save the view to a new name, prior to arranging your display columns.
2. To save the view, click on “Save new view” at the bottom of the views dialog window and enter the name of the view in the text box.
3. When the custom view is saved, it releases column rules associated with the default view. You are not allowed to hide your line no, alert and name for either default or custom views.
4. You can show/hide any column to suit your specific user experience.
5. You can move the status column from the RHS to the LHS. If you move the status column, by default it will display after the alert column on the LHS.
6. After selecting your columns and display order, click on “Update” beside the custom view name.
7. Once saved the view will be displayed in the list below.
8. To select a different view, click on the views in the list.
9. Your table view will always revert to the last view used.
Deleting a custom view
1. To delete a custom view, click on the view name and click on the “X” button beside the name.

You can make as many views as you like and switch back and forth between them depending on what you want to see. Default views have alerts on the LHS and attributes on the RHS that can be moved to the LHS.

Safety Alerts		Asset Attributes
	Invalid inspection protocol		Awaiting Acceptance (Jobcard)
	Inspection overdue		Onboarded
	Up-coming inspections		In Service
	Expired assets		In Quarantine
	Invalid inspection protocol		Rejected (Jobcard)
	Recall		Retired
			In Jobcard
			In Kit
			Action outstanding
			Action overdue

Monitoring upcoming inspections for your customers

As a EZYiD Manager, you can search for upcoming inspections within a date range.
In your advanced search tab, select “Search by date”
Select the “Next Inspection date” field
Set your date range of choice and click on “Submit”.

Sending out reminders for upcoming inspections

As a EZYiD Manager, you can send out reminders for actions to be undertaken on assets.
Select the assets in your table view
Click on the email symbol at the top of the page. An email will be sent to the asset inspector of the upcoming inspection.

Shortcuts

Transferring assets to your customer

To transfer asset to your customer
Select either one or more assets in the asset search page
Click on the ellipsis – “More Options”

menu beside the asset or on the table header and select “Transfer”.
Click on the Company dropdown box and select your customer organisation.
Select the “Customer” organisation
Select the “Site”;
Select the “Project” and click on the “Yes” button to complete the transfer of asset(s).

Completing inspections inhouse

When customer present their assets for inspection, after undertaking a visual inspection and completing any repair, you can click on the “Scan” tab in the Asset search page

Scan all of the asset that have passed the inspection
Ensure that the Asset category, Inspection Checklist are identical for all the assets;
Click on the “More options” ellipsis on the header of the table
Select “Inspection”
You will need to complete the checklist attached to the assets to bring the assets into service/ fit for use.

Assets that have failed the visual inspection, should either be quarantined or retired. You can repeat the inspection and select either the “Quarantine” or “Retire” checkbox and submit the checklist.

Updating a third-party inspection

A third-party inspection is a service conducted by a competent party authorised by the manufacturer to undertake and sign-off as fit-for-purpose critical personal protection equipment. The EZYiD system allows you to capture and store such inspections along with the rest of the asset data.

To attach a third-party inspection record:

Select either one or more assets in the asset search page
Click on the ellipsis – “More Options”

menu beside the asset or on the table header and select “Third-party inspection”
In the Third-party inspection details pop-up

EZYiD Support > EZYiD Manual E-book > att_75_for_42729473.png

Enter the name of the Inspector, in the “Certified by”
Enter the date the inspection was completed in the “Certified on” text box
Enter the name of the “Certification company”
Attach the certification report
If the inspection failed, you can either change the status of the asset(s) to “Quarantine or Retired”
Pass or Fail as per the inspection report.

Linking assets to your product catalogue

When you bulk upload asset records from your spreadsheet and need to update technical documentation or standards, you could either do a bulk update (Refer how to “Bulk Update” records), or link your assets to an existing product catalogue record.

To link your assets to an existing product catalogue, your assets must:

Have an identical part/model number
Manufacturer name to the product you wish to link.
Select either one or more assets in the asset search page
Click on the ellipsis – “More Options”

menu beside the asset or on the table header and Click on the “Link to Product” shortcut
The system will automatically filter the products that fit your criteria above
Select the most appropriate product in the “Link to product” window
Click on the “Update” button to update your assets.

Unlinking assets to products

In case you make a mistake and link your asset(s) to an incorrect product, you can break the link.

To unlink your assets from an existing product:

Select the assets in the asset search page
Click on the ellipsis – “More Options” menu beside the asset or on the table header
Click on the “Unlink to Product” shortcut.
Use the Bulk Update (Refer how to “Bulk Update” records) to correct any data mistake, if necessary.

Update location

The EZYiD system allows you to pin one or more assets to a geolocation/latitude/longitude on your map interface.

EZYiD Support > EZYiD Manual E-book > att_12_for_42729473.png

To update the location of an asset on the map interface:

Select either one or more assets in the asset search page
Click on the ellipsis – “More Options” menu beside the asset or on the table header and Click on the “Update Location” shortcut
In the “Select Location” window search box, enter the address and click on the icon to locate the address.
If you wish to pin the address to your current location, Click on the “Locate me” button
You can zoom to the preferred elevation or update the location pin on the map and Click on “Update” to save the lat/long attributes of the asset(s).

Update usage info

If your asset useful life unit is based on its usage, EZYiD allows you to update the usage of the assets manually. You cannot update the usage count by editing the asset record.

Select either one or more assets in the asset search page
1. Click on the ellipsis – “More Options”
  
  menu beside the asset or on the table header and Click on the “Usage Count” shortcut
2. Enter the number of uses in the Usage Count text box. This number is additive to the uses already registered against this asset(s)
3. Click on the “Submit” button to save.
4. When the “Usage count” exceeds the “Max Usage Limit”, the asset(s) will be marked as “Expired” with the icon

Assign assets to people (Checkout/Check-in)

The EZYiD system allows you to keep record and track assets/tools/PPE issued to employees and contractors. Checkout and Check-in events are now recorded in the asset history table, providing a complete history of the asset. To update the custodian details against an asset(s):

Select either one or more assets in the asset search page
1. Click on the ellipsis – “More Options”
  
  menu beside the asset or on the table header and Click on the “Checkout” shortcut
2. Enter the name of the person in the Assign to text box or scan the RFID ACCESS CARD
3. Enter or update the contact details of the person
4. Enter an estimated return date
5. Name of the person and return date is mandatory.
6. Click on the “Assign” button to save.

Return of assets/tools

Scan in or select the assets in the asset search page
Click on the ellipsis – “More Options”

menu beside the asset or on the table header and Click on the “Check-in” shortcut
The Asset event history is updated with the return of the asset.

Copying your assets

If you want to duplicate or copy existing asset attributes, excluding the identity (serial#, EZYiD tag, Custiom ID and AssetID:

Click on the ellipsis – “More Options”

menu beside the asset and Click on the “Duplicate” shortcut
Enter the number of new records/ assets you wish to create of the selected asset
Click on “Yes” to confirm
Follow the “Updating the Unique Identities of multiple assets” section to update the unique ids.

Delete your assets

To delete an asset(s) record permanently

Select either one or more assets in the asset search page
1. Click on the ellipsis – “More Options” menu beside the asset or on the table header and Click on the “Delete” shortcut
2. Click on “Yes” in the confirmation pop-up

Bulk update

The EZYiD Bulk Update function is a way to edit and update more than one asset record at the same time. Bulk update helps you save time by simultaneously editing and updating multiple but similar assets in your site.

The key conditions to undertake a bulk update are that:

Asset Name must be identical
Manufacturer must be identical
Model/Part number must be identical.
Select assets with the same attributes and click on the “More Options”
Click on “Bulk Update”
Click on “Yes” in the confirmation pop-up

Adding assets to an existing job card

To add assets to an existing job card,
Select either one or more assets in the asset search page
Click on the “Ellipsis / more option icon” menu beside the asset or on the table header and select “Add to Job card”
Select the job card from the “Add to Job card” page.
Click on “Update”
Refer to “Creating and Completing a Job card” to update the rest of the job card.

Adding assets to a new job card

To add assets to a new job card,
Select either one or more assets in the asset search page
Click on the “Ellipsis / more option icon” menu beside the asset or on the table header and select “Create Job card”
Refer to “Creating and Completing a Job card” to update the rest of the job card.

The Compliance Event Log

The EZYiD event management system is preconfigured to monitor, collect and report supply chain events defined in the system. The fixed events in the EZYiD system are entry, compliance, transfer, acceptance, rejection and exit events. These are some of the most common events that can be applied to a supply chain use case.

EZYiD Event type	Supply chain application
Entry	Manufacture of product, Creation of assets
Exit	Disposal of assets Retirement of assets
Compliance	Safety Inspections
Transfer	Movement of assets from one location to another location Sale or change of ownership
Acceptance	Acceptance of assets from supply chain partner
Rejection	Rejection of assets from supply chain partner
Preventive	Maintenance

The Event log

Every asset in the EZYiD system holds an event log to capture system, supply chain, safety and corrective and preventive events undertaken in the system. These events are generally triggered by the system or user policies configured against the asset.

Safety Inspection event are always associated with a checklist which may include observations that are captured and stored as an Inspection Certificate. Refer to Certificate Management for a detailed description of how to use Certificates for compliance.

To view the events associated with the asset, scroll down the Asset edit page.
To open the certificate associated with an event, click on the pin.

EZYiD Support > EZYiD Manual E-book > att_88_for_42729473.png

Certificate Management

The EZY VERIFIED certificate is the documentary evidence of the compliance action, monitoring and communicating to an owner and auditor, the completion of the event to the agreed standards set in the checklist associated with the asset. All regulatory bodies and manufacturers specify a set of inspection and maintenance requirements to maintain an asset. These instructions are followed and responses captured via the EZYiD Checklist.

The key information in the EZY VERIFIED Certificate are:

Name of competent person undertaking the inspection
A unique certificate ID linked to the digital event record
Asset Owner Name
Category of asset
Checklist – control document associated with the asset
Location – the Lat/Long of the device where the inspection was completed
Date and Time when the inspection was completed
Assets associated with the inspection event
Responses to the checklist;
Status of the asset following the inspection

EZYiD Support > EZYiD Manual E-book > att_89_for_42729473.png

EZYiD Kits

If you wish to group two or more assets with a unique identity, to allow you to transfer and inspect them as one, then the EZYiD kit management system is your solution.

EZYiD Support > EZYiD Manual E-book > att_87_for_42729473.png

The EZYiD kit management system allows you to track kits and its components independently, as well as together. When the EZYiD tag or the serial number of the kit is scanned, the system automatically knows what components are within the kit and its status at all time. When a kit is transferred from one site to another, all components belonging to the kit move with it, so the digital twin of the kit reflects reality.

The EZYiD kit management system is design to allow you to configure and manage your kit at either a kit-level or a component-level inspection management process. At a kit-level inspection management process, all components added to the parent asset are controlled and managed at the kit-level, while the component-level inspection management process requires every component to be independently inspected and in-service prior to the parent kit can be brought into service.

The kit-level inspection management process relies on the inspector undertaking the inspection, to ensure that all the physical components or assets associated with the kit are safe for use prior the kit can be brought into service.

At the component-level, every component or asset associated with the kit must be independently inspected to change the status of the kit.

For kit maintenance, kit components can be removed, replenished or added depending on the compliance requirement of the individual components or the useful life of the components in the kit.

The EZYiD system allows you to create kits from a predefined component manifest stored as a product or adhoc groups of components or assets called custom kits to satisfy the individual needs of the customer.

Creating a Custom Kit

This section takes you through the steps of creating a custom kit of individual assets from the asset creation screen.

Select “Assets” from the menu on the LHS and then click on the “+” icon in the Table Navigation bar.
On the “Create a new asset” page, you can create the parent asset. Refer to Mandatory information to create a new asset

EZYiD Support > EZYiD Manual E-book > att_79_for_42729473.png

Click on the Kit tab, to add components to the parent asset/kit

Adding Components to your kit

Make sure that you have created your individual assets to be able to add them as components of a kit. Refer to section “Creating Asset”

To add components or assets to the kit, click on the “Kit” tab and enter EZYiD, Serial Number or Custom ID” in the search box.

Make sure that all components that you wish to add to the kit are in the same location/ site of the kit. You cannot add assets that have been allocated to another kit or are in a jobcard.

Creating a Product Kit

To create a kit from the predefined product manifest, enter either the name of the product, the manufacturer name or the part number to find your product kit in the product catalogue.

Select your product to create a kit with its component manifest, technical information and related documentation.
To create the kit, enter the name of the product in the “Asset Name” text box.
Select the Product, from the list you wish to create
When you select the product, the information for the parent assets is created with the manifest locked in.
You will only be able to add the pre-defined products. For the manifest list for the product, open your product catalogue and print the manifest list.

Refer to Establishing the Inspection protocol for your assets to bring your kit into service.

Kit Inspection Management

The EZYiD kit management system allows you to manage the compliance of your kit at either a kit-level or a component-level inspection management process. By default, all assets are configured at the highest level of compliance as a component-level inspection management, requiring every component to be independently inspected.

Kit-level Inspection

A kit-level inspection is the where the parent asset (kit) controls the compliance status of all components in the kit. All components in the kit, will inherit the compliance status and the completed inspection checklist of the parent asset in the kit.

To configure your kit with the kit-level compliance:

EZYiD Support > EZYiD Manual E-book > att_50_for_42729473.png

In the “Kit tab” switch between kit level and component enabled compliance.

Click on the toggle switch to change the inspection management from the default component-level compliance to kit-level compliance.
In the event, that any one of the components in the kit were to be independently inspected and moved into “Quarantine”, the parent asset (Kit) will be quarantined, as well.
To return the kit into service, you will need to return the quarantined component into service, followed by an inspection of the parent asset (kit) as part of returning the kit into service.
You can also take advantage of the kit-level compliance, undertaking the inspection of the parent asset only to bring the whole kit into service, as long as you have physically inspected and repaired the component and are satisfied to return the whole kit into service.

Component-level Inspection

At the component-level every component or asset associated with the parent asset (kit) must be independently inspected prior to inspecting the parent asset (kit) to return the kit into service.

To configure your kit with the component-level compliance:

All parent assets are configured as a Component-level by default.

Refer “How to inspect your asset” for the inspection of all components in the kit.

Kit Maintenance

As a kit is made up of individual components/assets with different useful lives, the EZYiD kit system is designed to allow you to remove or replenish assets as and when required. In the event that a component has to be replaced, you can delete the component/asset from the kit and add the replacement asset or replace the component with an identical asset in the case of a product kit.

To delete or remove a component in a kit, click on the “X” button to remove the component.

Job Card System

The EZYiD Job Card system is designed to enable warehouse operators to progressively build a picklist of assets that need to be transferred from one location to another. When the job card is complete, you can transfer the asset to the receiving party. The receiver can either accept the assets or reject the transfer of assets with a full audit trail.

Job cards can be used to transfer assets either internally between sites or between external supply chain partners. To allow supply chain partners transfer assets between companies, you will need to create a partner connection via the Sub-chain connector.

How to create a Jobcard

Log in to EZYiD asset management platform
Select Jobcards from the menu on the LHS and you will be presented with the Jobcard Search page.
Click on the “Create new jobcard” button on the RHS of the jobcard search page.
On the “Create or Edit Jobcard” page, you can create a jobcard by entering the proposed activity or a project ID or work order number.
From the dropdown boxes, select the “Site” where the assets need to be transferred to.
Select the “Project activity”, if available.
Select the “Recipient” to receive and accept the job card.
Select the name of the person assigned to complete the job card and
Select the “Schedule Date” for the transfer
Optional fields include the PO number which may not be required for internal transfers.
Click on the “Save Changes” button to save the job card

Note: Clicking on the Go back button at the top of the page will automatically save the details against the system generated jobcard ID. In the event that you have scanned in assets or pushed assets from the asset table, all of the asset records will be saved to the Jobcard, requiring you to either delete the Jobcard or remove the assets to release the assets from the jobcard.

Completing a Job Card

Users assigned to a job card need to complete the job card prior to the scheduled date.

You can access a job card assigned to you, either from the Dashboard screen “My Job” table or from the Search Job card page by clicking on “Jobcards” from the menu on the LHS.

To search for all job card assigned to you, click on the filter icon and select the “Requested (RQ)” status.
Enter your name in the search text box and click on the icon to filter for requested job cards assigned to you.
Click in the job card and commence adding asset to the job card.
By default, the job card is set to pick mode, awaiting for you to scan the assets into the job card.
Make sure your cursor is in the “Scan” or enter EZYiD, Serial number or Custom ID” and commence scanning the assets into the job card.
Click on “Save Changes” to return to the job card to add additional assets at a later date.
To complete the job card for transfer, click on the “Complete Transfer” button at the bottom.

Removing assets from Job card

Open the job card
Switch the “Pick mode” to “Unpick”,
Make sure your cursor is in the “Scan or enter EZYiD, Serial number of Custom ID” and commence scanning the assets you wish to remove from the job card.
Click on “Save Changes” to save the changes to the job card.

Accepting assets via a Job card

To accept the receipt of assets into your site,

Click on the Job card name with a “Awaiting Acceptance” status in the jobcard search page.
Prior to accepting the job card you can also download the job card and validate receipt of the physical assets. Click on the download icon and open the pdf downloaded at the bottom.
Click on the “Accept” button to receive the assets into your site.

Rejecting assets in a Job card

Click on the “Reject” button to return the asset in the job card.

Deleting a Job card

In case you make a mistake, and you wish to delete the job card,

Open the job card and Click on the “Delete Job card” button at the bottom of the job card page.

EZYiD Support > EZYiD Manual E-book > att_56_for_42729473.png

Creating a Job card between sub chain partners

Follow the usual steps to create a job card
In the “Company” dropdown menu, Select your “partner/member” company who you wish to transfer assets as part of a sale.
Click on the New Product checkbox, if all assets/ products are new and have not been used.
Clicking the “New Product” checkbox, allows the recipient to accept the assets directly into service, without the need for an independent inspection.

Accepting assets into service as part of a Job card

Follow the usual steps to accept the job card as per “Accepting assets via a Job card”
Click on the “Accept” button to receive the assets into your site.
If the job card has the “new product” checkbox checked, you will be required to complete additional information.
Check the box confirming that all products are new and you wish to bring them directly into service
Add any comments, is necessary.
The system will update the event record of every asset in the job card with a supply chain event label of “Sale” rather than a transfer.

Checklists

The Checklist allows you to create a set of instruction for your users to follow and complete.

Log in to EZYiD asset management platform
Select “Checklist” from the menu on the LHS and then click on the “New Checklist” button
On the “Create Checklist” page, you have the option to create a new checklist from a Blank checklist or select an existing checklist from list and import into your organisation. Refer to “Choose a checklist from public library and customise it”
Click on the “New Checklist” link
Enter the name of the Checklist in the title text box
Enter the description of the checklist
Add a category to help find or group the checklist, if the category does not exist, you can create a new custom category.
Click on “Create”

Checklist form editor

In the Checklist form editor, you can add more categories, description for the checklist and questions. To streamline the user experience, you may want to group your questions into sections if necessary. There is virtually no limit to what you can create with the Checklist Editor.

By default, a section and a question is created
Click on the label “Enter the section title” and update the Section header
Click on the label “Enter the question” and update the question
All questions are created with a default attribute of Short text
Click on “Section” on the RHS to create a new section
Click on “Question” to start adding questions to your checklist
Click on “Change Response type” to change the response attributes. Refer to “Adding logic to your response attributes” for a detailed description of all response types.
To create your own multiple choice responses, refer to the “Creating your own multiple choice responses” section.
Repeat until all questions are entered, click on “Preview” to review the checklist.
If satisfied, you can save and publish the checklist.
You can save the checklist and publish as a private or public checklist.
A private checklist is available to all users in your organisation
A public checklist is available for all subscribers to import and adopt into their organisation.
Saved checklist will not be visible until published.

Maintaining your checklist

Click on the section and click on Clone to copy the section
Click on the question and click on Clone to copy the question
To copy a checklist, hover over the checklist and click on Clone to copy the checklist.
To download a checklist, hover over the checklist and click on “Download PDF”

You can now print the checklist, should you wish to do an offline inspection using the checklist.

Adding logic to your response attributes

Attribute	Attribute type	Parameter (UoM)	Conditions
Short text	60 characters		The only condition that you can set for a short response is whether the response is “Mandatory” or not.
Long text	500 characters		The only condition that you can set for a long response is whether the response is “Mandatory” or not.
Checkbox	Checkbox – to accept or reject the question		This field accepts true or false inputs in the form of a checkbox. Either checked or unchecked.
Number	Select Number for quantitative numerical responses. Number can be integer and decimal.	The UoM parameter is currently a global setting. Current UoM include: – Temperature – Length – Weight – Time – Pressure	Condition or actions on your response. You can capture either positive responses or negative responses that either pass or fail the checklist form. Negative Responses Negative responses can either be a single number or a range. Fail if response = “Number” Click on the Sole Value checkbox to enter the single fail response. To set a range of failed responses: Select the Rule checkbox Select the range condition “more than, less than or between” Enter a number or low and high numbers for the between rule. Fail if response >= “number” Fail if response <= “number” Fail if response is between “number1” and “number2” Positive Responses A positive response can be a range between two numbers. Enter the low and high number to set the range of pass responses for the checklist Pass if response is between “number1” and “number2”
Date and Time	Date & Time – to enter the date and time		The only condition that you can set for a date and time response is whether the response is “Mandatory” or not.
Slider	Slider – This field accepts numeric inputs within a specified range.		A slider response is no different to a Number response. Refer to the Number response conditions above. To set the range of the Slider bar, Click on the Range checkbox and set the min, max and increments for the slider.
Location	Location – to capture the GPS lat/long where the checklist was completed		Select Mandatory or not. The response accepts location addresses or allows you to manually pin the location on a map.
Instruction	Instruction – to add additional instruction to your question		If there is no response required, select the instruction attribute to outline text instructions for users conducting inspections.

To add logic to the response attributes, you can click on the “Add logic” on the RHS menu
You can add logic to multi-choice responses only.
The logic that you can add is “if answer “is” or “is not” “Response A” or “Response B”
Within the logic, you can add multiple question by click on the “Add question”

Creating your own Multiple choice responses

The multi choice function allows you to create your own custom response.
As the name suggests, you can select multiple responses to a question.
To create a multiple choice response, click on “Change response type” and click on the multiple choice tab.
Click on “+Add new multiple choice response”
Enter your responses
Mark a fail response if necessary
Save and select the responses for your question
Select the “Multiple Selection” checkbox to enable multiple choice selection.
Click on “Failed Responses” to review or update your failed responses.

Choose a checklist from public library and customize it

Select a checklist in the “Create Checklist” page
In the Preview page, Click on “Import & Edit”
Follow the instruction of the “Checklist Form Editor” to modify and publish the checklist.
Once published, the checklist is a controlled document in your organisation with complete version control and history.

Actions

An Action is a discrete task, mostly relating an asset, assigned to a user (s) to complete by a set date at a priority level. The Action subsystem allows you or your team to complete assigned actions.

You can create actions as part of your inspection process or as a standalone activity.

The different types of action include:

Safety Inspection action – these actions are linked to a checklist and can change the status of the asset, subject to the outcome of the safety inspection.
Corrective Actions – these actions relate to inspections or adhoc failure events.
Preventive Actions – these actions are scheduled events part of a periodic maintenance program.

Creating a corrective action

In your Inspection checklist, every response gives you the ability to capture and attach a photo, add a note and create a task for a person to follow up and complete.

To create a corrective action

Click on the Annotation link
Select “Actions” to create a new action
Enter an Action Title (mandatory)
Enter a Description (optional)
Click on the Select dropdown to select the type of action
Select the Priority of the action
Select the user (s) assigned to complete the action
Select the desired completion date
Click on Save.
When the action is saved, an email alert is sent to the user notifying the user of the action.

Scheduling an Independent Action

To create an independent action

Click on “Scheduler” on the LHS menu
Click on “Create new action”
Enter an Action Title (mandatory)
Enter a Description (optional)
Click on the Select dropdown to select the type of action
Search and select a checklist for Inspections or for the user to follow
Set to “No Repeats” for one-off actions or set frequency and date range.
Select the Priority of the action
Select the user (s) assigned to complete the action
Pick the assets by either scanning in the EZYiD tag or picking from the asset table.
Click on Save Task.

Completing an action

Click on “Actions” on the LHS menu

Select the action assigned to you and open

Each action includes a built-in chat and activity feed, where your team members can collaborate. All with built-in timestamps so you can keep track of everyone’s interaction with an action from start to finish.

To close the action,

Change the Status to “Completed” and the action will automatically close. The status is customisable and can vary from organisation to organisation.

Incidents

An incident is an unexpected event that doesn’t result in an injury.

The EZYiD system allows you to create your own incident categories in the Systems default section. Incident’s are no different to a safety action or an independent action. Incidents relate to people at a site referencing assets at times.

Standard incidents include Hazards, Near misses.

To create and complete an Incident, refer to the “Actions” section above.

Automation Engine

The EZYiD automation engine is designed on an event, trigger, action and condition concept. In built compliance events in the EZYiD system include Inspections, Expiries and Checked out. In built conditions for a compliance event is date and the actions could include to send a notification to the asset owner at a specific time.

To configure an automation recipe, click on the Automate button in the RHS menu

Click on “Notification” category

Create your automation event to notify asset owners of upcoming inspections.

Where the action is Notify, event is inspection and the trigger is the date

EZYiD Support > EZYiD Manual E-book > att_61_for_42729473.png

Actions	Events	Triggers
Notify	Inspection	Dates – Now to the future
Alert	Expiries	Dates – Past to now
Remind	Returns	Dates – Now to the future

Additional Information

Customers using the EZYiD Lite Mobile app

When a customer organisation is created by the EZYiD Manager, the customer will automatically have access one EZYiD Lite mobile account. The EZYiD Lite mobile licence allows the customer to access EZYiD lite either on a tablet or phone.

As an EZYiD Lite user, you will have access to all sites, able to view all assets and its associated attributes, inspection history and technical documentation and undertake inspections, if qualified to do so.

Customers accessing Inspection Certificates

Via the EZYiD Lite mobile app, the customer can access the inspection certificates of the assets completed by the EZYiD Manager. The EZYiD Manager will not need to send inspection certificates to the customer as all documents will be available in real-time via the app.

Downloading and Printing asset records

To download the records in your table view, Click on the “Export” option in the Table Menu to download the list to excel for editing and reporting. You can also print the records to a PDF file to be able to present to customers.

Printing a Table of Conformity

A Table of Conformity (ToC) is a record of an asset’s conformity to the manufacture’s usage standards. Information in the ToC includes the manufacturer’s date markings or recommendation, safety inspection information and the current status of the asset.

The manufacture date markings are a guide to the shelf life or field use life of the asset. The safety data includes the timestamp of the inspection completed and when the next inspection is due.

Key columns in the CoC are fixed as per the format defined below (Landscape orientation)

Asset name	Manufacturer	Part no.	Serial no.	Custom id	DoM	Expiry	Last Inspection	Next Inspection	Status
30char	15char	12char	12char	12char	8char	8char	8char	8char	2char
Left justified	Left justified	Left justified	Right justified	Right justified

Column widths are fixed to the set character lengths as specified above.
Right justified columns display info while truncating LHS characters greater than the column widths.
Left justified columns truncate data to the right greater than the column widths

I want to digitally move my overdue inspection assets into quarantine

You have two choices to select and move the assets into quarantine.

The first approach would be:

Click on the Overdue Inspection link
Select the assets and refer to the “Completing inspections inhouse” for a detailed description of the bulk inspection process.

The second approach would be to use the Action system, to allocate a task to a user with a more transparent audit record.

To create an action, click on the Scheduler and follow the steps to create an action.
Enter the action to be created
Select the action type to be a “Safety Action”. Note: Safety Actions will change the status of the asset. This is always done via a checklist. If you do not have a safety action in your dropdown, refer to “Setting up your default preferences” section to setup your action type.
Select the date to undertake the action
Select the user to perform the action
Select the assets by clicking on pick assets icon in the Pick Assets window
Select the filter to “Status”
In the Status dropdown, select “Overdue”
The asset list will now be updated with all assets that have gone past its next inspection date
Click on the list of assets you want to select or hold your shift key and use your down arrow key to select the assets scrolling to the end on the list at the bottom.
Click on “Add to Pick List” to update your list of assets
Lastly, click on “Save task” to push to the user to undertake.

Note: this approach allows you to undertake a universal inspection on all assets irrespective of the category. Make sure the checklist questions reflect the type of assets inspected.

I want to inspect asset using my mobile device

Download the EZYiD Remote worker from either Google Play store or the Apple App Store depending on your device.

Login to your EZYiD app with the username and password
On the app dashboard, you can change your Site to the location you are at by selecting the icon on the LHS of the page.
Select the icon on the bottom navigation bar to move to the Inspection Dashboard

EZYiD Support > EZYiD Manual E-book > att_64_for_42729473.png

EZYiD Support > EZYiD Manual E-book > att_80_for_42729473.png

The Inspection dashboard includes information of upcoming, overdue and historical inspections.
To start a new inspection, Select the floating icon to scan your first asset;

Note: When you scan your first asset, the EZYiD system established the rule for the rest of the assets to be scanned. All assets scanned as part of this inspection must have the same “Category” and “inspection checklist”.

Eg. If you scan a helmet, then the system will not allow you to scan a karabiner as part of this inspection process.

Select the “Inspect” button to complete the checklist associated with the assets
If you wish to capture the GPS location of your inspection, the checklist will request you to allow access to location services.
Submit the checklist responses to complete the inspection.

EZYiD Manual E-book

Table of Contents

EZYiD Compliance-as-a-Service (CaaS) for Inspectors

What is the EZYiD tag?

What is EZYiD Essentials?

What is EZYiD Remote Worker

What is EZYiD Lite

What is EZYiD Manager?

The key features of EZYiD Manager are:

System Navigation and Definitions

Dashboard screen navigation

Assets Table Navigation bar

Setting up your EZYiD Essentials account

Setting up your EZYiD Manager account (for EZYiD Manager accounts only)

Setting up your EZYiD Customer accounts

Mandatory data to setup your customer account

Additional Information

Setting up your default preferences

Company page defaults

System defaults page

Geofencing of asset data

Setting up a New Industry Type

User Personas

Sites

Projects

Categories

The Partner Connector

Establishing the permissions between you and your customer

The Dashboard

The Compliance Dashboard

Geofencing of asset data

Checking your alerts and reminders via the map view

Compliance Data Table

Asset Useful life threshold configuration

Product Catalogue

Setting the default Inspection Protocol

Establishing the inspection interval for your Products

Editing your Product catalogue

Deleting Obsolete Products

Asset Records Onboarding

Onboarding your existing records

Repeat uploads

EZYiD Columns definition

Completion report

How to create an asset

Inspection tab

Linking Safety Checklist (Instruction) to an asset

Establishing the asset inspection interval

Completing your Basic information

Additional information tab

Files tab

Kit tab

Adding Multiple Assets of the same product

Saving your asset data

Updating the Unique Identities of multiple assets

Assets Table Navigation

Table Menu

Filters

Hide/show columns

Sorting

Table row height

Saving your table views

Creating a custom view

Deleting a custom view

Search (text search)

RFID Scan

Edit

Add

The Mobilise Workflow (Version 3.0.2)

The Inspect Experience

The Transfer Experience

Analytics, Alerts & Reminders

Monitoring upcoming inspections for your customers

Sending out reminders for upcoming inspections

Shortcuts

Transferring assets to your customer

Completing inspections inhouse

Updating a third-party inspection

Linking assets to your product catalogue

Unlinking assets to products