What it covers
Add accountable service records in the asset workspace and link eligible secure document evidence where your access allows it.
Documents and assets
Asset service records
Keep maintenance and repair evidence on the asset it concerns.
How it works
See the work already done on an asset
An asset’s current status is more useful when the team can review the maintenance or repair work behind it. Asset service records retain that evidence beside the equipment record, so the next person handling an issue can see the recorded work rather than searching a separate spreadsheet. An authorised teammate can add the supported service details and attach eligible secure document evidence. The asset remains the point of reference for identity, custody and operational links, while the service record explains a particular piece of work performed on it.
In practice
Service records stay within the current workspace and asset boundary. Document links retain their own access and ready-file requirements. Sharing an asset with a client does not expose internal service records, staff notes or commercial evidence automatically.
When to use it
Useful situations
- Record maintenance evidence against the exact device or equipment item.
- Review earlier repair work before investigating a recurring issue.
- Keep an eligible service document linked to the asset’s operational history.
A working path
How the work moves
Confirm the asset
Find the asset using its tag, serial or other supported details and open its record. Check its company, custodian and status before entering service evidence so work on a similarly named device does not become attached to the wrong item.
Record the work performed
Open the service-record controls and enter the supported description and details of the maintenance or repair. Make the evidence specific enough for a future teammate to understand what was done and which asset state it concerns.
Add eligible evidence
Link a supported cleared document when the service work needs retained file evidence and your permissions allow it. Review the service history beside the asset’s current status, custody and operational links before choosing its next action.
Illustrative scenario
A recurring device fault
A technician opens the asset for a customer device and reviews its earlier service record. They add the latest repair evidence and an eligible team-only document, giving the next support agent a clear account of the work already performed.
Before you start
What to check
- Adding service evidence requires current Assets edit authority; file evidence also follows the secure document entitlement and its own access boundary.
- Client-visible assets have a deliberately limited portal view. Internal service records and commercial details remain separate from that shared asset summary.
Does sharing an asset reveal its service history?
No. Portal asset sharing exposes a limited company-scoped view; internal service evidence is not automatically included.
Can I attach any file I can name?
No. A linked document must be eligible, ready and accessible through the current asset and document access rules.
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