The kinds of document that expire and have to be renewed: insurance, road tax, a vehicle bluebook, a licence. Every compliance record you keep against an asset picks one of these.
When to use it
While setting up asset and fleet tracking, and again whenever you start tracking a new kind of renewal.
Before you start
You need an admin role. Decide what to call the type before you save it, because the name is used word for word in the reminders staff will read.
Where to find it
Setup > Fixed Assets Setup > Compliance Type.
The fields on this screen
How it works
A type saved here appears in the Type list on the Compliance screen, and as the Type filter on the Fleet Compliance Tracker report. Those are the visible effects.
The effect that matters comes from compliance records with an expiry date. The system turns each one into a dated entry on the calendar, and it uses the Type Name word for word. The entry reads as the type name followed by the word renewal and the asset. Its description says that the same type name expires on that date. That wording lands in the reminder people receive.
A type called Ins produces reminders saying Ins renewal. Renaming it to Insurance changes the wording of everything generated from then on. Entries already produced keep the old wording until they are rebuilt.
The Applies To setting is copied onto those calendar entries as a tag, which is what lets you tell renewals apart by what they belong to.
Default Lead Days does not set the reminder timing. It is recorded against the type, but the days reminders actually go out are worked out from the reminder settings for that kind of calendar entry, not from this box. Changing it does not move a reminder.
Tips and common mistakes
- Name the type the way you want to read it in an alert. This is the rare setup box whose exact wording reaches an end user.
- Set Applies To correctly. A type marked for vehicles but used on a building leaves the calendar entry tagged wrongly.
- Do not delete a type that compliance records still point at. Move the records to another type first.
Related guides
See also Compliance, Fleet, Fixed Assets and Fleet Compliance Tracker.