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Tools Management

Easily add tools, assign custody to users, check-in tools, transfer tools between stores, maintain tools and fulfill requests from field, all from a single place!

Tools tab shows list of all tools(assets) that you own.

You can quickly locate any tool using simple search functionality, it searches against tool name, tool description and inventory barcode.

Advance Filters allow you to search against specific tool parameters:

• Tool Name
• Tool Description
• Barcode
• Manufacturer
• Model
• Status (All/Available/Assigned)

To see quickly see Consumables, just select Consumable from drop down for Inventory Type.

You can also utilize Category filter to narrow down tool list. Category filter allows you to filter list based on tool attributes like Power Tools, Safety Equipments etc.

Use Location filter to see tools located in specific location. (subject to appropriate rights)

Tools tab allows you to take variety of actions on tools, all based on simple shopping experience. Just click Add To Cart next to the tool and take appropriate action.

You can take the following actions on tools:

• Add Tools
  • Snap To Add
  • Bulk Add
  • Bulk Upload
• Assign Tools to user
• Check-In tools
• Transfer tools to another store
• Maintain tools
• Fulfill Tool Requests from Field
• Delete One Item from a Tool
• Delete All Items from a Tool
• Tool Group/Folders
• Kits

Add Tools

There are multiple ways to add tools:

Snap To Add

Add new tool using AI.

1. Navigate to Tools tab and click Add Tool.
2. Upload, drag and drop or Snap Photo of tool you want to add. Our AI driven vision will process the photo and generate tool details. Tool Details are shown to verify / edit.
3. Click Add to save the new tool

Bulk Add

The Bulk Add Tool streamlines the process of adding multiple tools or equipments with shared characteristics. When you receive a shipment containing multiple units of the same tool, you can utilize this feature to efficiently create records for each individual item.

1. Navigate to Tools tab and click Bulk Add.
2. Enter the details of the item you want to add

• Tool Name
• Comma Separated list of barcode or provide Prefix, Start, Suffix and quantity to add.
• Optionally select Inventory Type, enter Manufacturer and Model and upload a Photo.

3. Click Add to save the new tools.

Bulk Upload

Bulk Upload allows you to upload a CSV file with tool details. You can download template file from Tools tab > Bulk Upload. Bulk Upload is great way to enter lots of tools and auto generate all the related fields. Upload will auto create Locations, Category/Sub Category and Vendors.

You will need to upload a CSV file with the following columns:

Fields	Is Required	Description
Tool Name	Required	Name of Tool in the Catalog.
Catalog Number	Optional	Number used to identify tool in the Catalog.
Catalog Description	Optional	Tool Description.
Inventory Type	Required	Type of Asset, Tool (aka Serialized), Bulk, Consumable, Equipment.
Inactive Flag	Optional	If the tool is no longer active, enter Yes
Unit Of Measure	Optional	Unit of Measure for Quantity of Tool
Category Name	Optional	Tool Category
Category Code	Optional	Code for Tool Category
Category Description	Optional	Description for Tool Category
Parent Category Name	Optional	Name of Parent Tool Category for hierarchial list of tool categories
Manufacturer	Optional	Name of tool manufacturer.
Model	Optional	Model number of tool
Barcode	Required	Unique identification number for Tool.
Serial Number	Optional	alternate identification number
Aisle/Row/Bin	Optional	Location where the tool is kept
Lat	Optional	GPS Latitude
Lon	Optional	GPS Longitude
Vendor Name	Optional	Name of vendor from whom tool was procured
Purchase Date	Optional	Date of tool procurement. Date must be in YYYY-MM-DD format
Warranty Date	Optional	Date till tool is under Warranty. Date must be in YYYY-MM-DD format
Purchase Price	Optional	Price of tool
Price Currency	Optional	Currency for Price
Is Rental	Optional	Owned or Rental. Enter Yes for Rental
Rental Rate Unit	Optional	Daily/Weekly/Monthly/Quarterly (etc)
Tool Status	Optional	Available, Repair, Retired
Total Quantity	Optional	Quantity of Tool for Bulk and Consumable (always 1 for Equipment and Tool/Serialized)
Location Name	Optional	Tool Store Name
Start Date	Optional	Date from which tool will be Available, useful for Equipment. Date must be in YYYY-MM-DD format
End Date	Optional	Date till when tool will be Available, useful for Equipment. Date must be in YYYY-MM-DD format

💡 You can download template file to start with from the Tools tab > Bulk Upload

Steps to Upload

1. Navigate to the Tools tab. [shift-t]
2. Click Bulk Upload and select CSV file to upload or drag and drop the file.
3. View the parsed file. Once you are satisfied with the data, click Upload.

Assign Tools to user

1. Navigate to Tools tab. [shift-t]
2. Find tool and click Add To Cart. (repeat for each required tool)
3. In the Cart, click Assign, enter user and click Checkout to assign tool custody to user.

For reserving equipments, click Reserve in the Cart.

Check-In tools

1. Navigate to Tools tab. [shift-t]
2. Find tools to check-in and click Check In (->]) for each tool you want to check-in.
3. In the Cart, click Check In, enter user and click Check In to return tools.

Transfer Tools to another store

1. Navigate to Tools tab. [shift-t]
2. Find Tool and click Add To Cart, for all tools that need to be transferred
3. In the Cart, click Transfer, enter store details and click Transfer to transfer tool to another store.

Maintain Tools

1. Navigate to the Tools tab. [shift-t]
2. Locate tools and/or equipments that need maintenance and click Add To Cart.
3. In the Cart, Click Maintain to create maintenance order and enter the details.

• Select Type of Maintenance
• Enter Start and End dates
• Assign User that will perform the service (optional)
• Enter notes for maintenance personnel (optional)

4. Click Schedule to schedule maintenance order. Alternatively, click Check Out to assign equipment custody to user and start the work order.

Fulfill Tool Requests from Field

1. Navigate to the Tools tab. [shift-t]
2. Locate request tools and click Fulfill.
3. Pick requested tools and click Ready. This will notify users that tools are ready to be picked up.
4. Once you have given tools to user, click Complete to complete the request.

Tools provides a centralized location to manage tools, maintain tools, check-in tools, and fulfill tool requests from field. Just Add To Cart and take action.

Delete One Tool

1. Navigate to the Tools tab. [shift-t]
2. Find tool and click to view details, and then click Delete.
3. Click OK to confirm.
4. If tool is deleted, you will be redirected to Tools tab.
5. If tool is not deleted, you will be shown error message. If you still want to delete, please change status to Retired and then click Delete again.

Delete All Tools from a Tool Group/Folder

1. Navigate to the Tools tab. [shift-t]
2. Find tool and click on Tool Name (group/folder) to view common group details, and then click Delete.
3. Click OK to confirm.
4. If tools are deleted, you will be redirected to Tools tab.
5. If tool are not deleted, you will be shown an error message.

💡 This will delete all tools for the selected tool group/folder, effectively removing the tool. It may not work if one or more tool is already assigned or checked out to user or have audits. In those cases, if you still want to delete, please change status to Retired on individual item and delete each of them.

Tool Group/Folders

ToolWorks does automatic grouping of similar tools based on the Tool Name. This grouping allows you to easily see how many tools of a given type are in the inventory. So if you have 20 tools of type 20v Cordless Drill, you can see them under "20v Cordless Drill" folder and when you expand folder you will see 20 individual tools, they may be from different manufacturers or models, but essentially they are the same tool. This also makes it easy to setup common properties for the group, like "Restock Quantity", which will trigger "Out of Stock" and/or "Low Stock" notifications.

Here are properties of the automatically created tool group/folder:

• Tool Name
• Catalog Number
• Description
• Inventory Type
• Unit of Measure
• Restock At Quantity
• Category
• Is Inactive
• Is Kit
• Photo
• Documents

You can also think of them as entries in a Catalog and tools as actual inventory for each of those entry in Catalog!

Kits

Kits are special type of tools that can contain or group other tools, acting as tool boxes designed for specific purposes. Learn how to create kit, add tools to kit and transfer kit.