Anvil’s AiM Asset Search is a convenient way to look up assets catalogued in the AiM asset management system. Click on the box icon at the top-right of your screen to get started

If you’re at the job site where the asset is, you can scan the Barcode on the asset. Click on the barcode icon and aim the scanner at the asset barcode.

Another option is to enter a keyword in the Free Text field. Click Search to see what your text entry returns.

The third search option is the Asset Tag field. Users who are responsible for entering assets into AiM add relevant tags / keywords to them.

Once you’ve completed the search by any of the 3 methods above, a window will open up with your search results.

If you want to start your search over at any time, click on the search icon at the top-right corner of the window. Or click Cancel to back out of the screen.

Back in the search results / AiM Asset Search screen, click on any of your results to view the asset details.

Click on an asset listing from your search results to learn more about it. At the top of the asset details window, the asset number is included in the title. Scroll up / down in the left column tolearn more, including the floor, building, status, etc.

This section of the tutorial is about the AiM Asset Search feature, but it’s worth mentioning that there are a couple of other ways you can open up asset details, that don’t involve the asset search tool.

If you click on the Asset Number from the Work List, you will be able to view Asset Attachments, images, and add an Assessment Activity entry and Note to the phase. Note that not all phases link to an asset.

The same goes if you click on the asset link from the Phase Details view. Click on a phase linked to an asset to open it.

The asset details link is towards the top-right.

Clicking on the asset number from either the Work List or Phase Details window opens up a version of the asset details, with clickable Asset Attachments (e.g., relevant PDFs and images), as well as an interactive Assessment Activity feature.

There are multiple Work List sort options. In this section, we will cover each one. Click on the filter + up / down arrows icon at the top-right.

At the top of the filter window is a Filter Work List field. Below that, the window is split up into 2 sections, called Work List Sort Order and Work List Filters.

We’ll go over each section, below, starting with the Work List Sort Order options.

The first option, By Date Desc, puts the most recent Assign Dates at the top. Click on By Date Desc, and make sure the blue check mark appears by it.

The second option, By Date Asc., does the reverse, putting the most recent Assign Dates at the bottom.

The next option is called By Priority Desc., and puts highest priority phases at the top and lower towards the bottom.

This is the order By Priority Desc. would sort the Work List by:

1. High (Red)

2. Medium (Yellow)

3. Low (Green)

4. Annual (Blue)

5. Unknown & PM 30 Day (Gray)
   

By Priority Asc. does the opposite of By Priority Desc., with the lowest priority at the top of the list.

This is the order By Priority Asc. would sort the Work List by:

1. Unknown & PM 30 Day (Gray)

2. Annual (Blue)

3. Low (Green)

4. Medium (Yellow)

5. High (Red)
   

By Status sorts by the value that sits in the Status field.

This is the order By Status would sort the Work List by:

1. Assigned

2. Hold

3. New

4. Planning

5. Purchasing Hold

6. Work in Progress
   

By Location sorts alphabetically by the value that sits in the Location field.

At the top of the list would be those with the Location left blank. After that, they’re sorted in alphabetical order. The Locations with No applicable property would be sorted alphabetically, as N, followed by the rest of the alphabet.

This is the order By Location would sort the Work List by:

1. Blank

2. A-N

3. No applicable property

4. N-Z
   

The bottom section of this filter screen is Work List Filters. Below it are the options to toggle on/off PMs Only and/or Starred Only. The Work List Filters settings are combined with the Work List Sort Order.

If you toggle on PMs Only, the Work List will only show Preventive Maintenance (PM) tasks. With By Location also selected, the list only shows PM Phases/tasks, alphabetically by Location.

If you toggle on Starred Only, the list will only show the phases/tasks that you have bookmarked.

The screenshot above was covering the activated star icons. Below is a full shot of the search results for Starred Only.

All of these filter settings can be combined in various ways. Below, PMs Only and Starred Only are both toggled on. Also, the Work List Sort Order is By Date Desc.

Below is the full screenshot of the search results, showing phases that are PMs Only and Starred Only, By Date Descending.

The Filter Work List field is at the top of the search window and can also be combined with the other filter option settings.

These are the Phase values this search operates on

1. Phase Description

2. Location

3. Work Order Number

4. Phase Number

5. Phase Contact

These are the Phase values the search does not operate on

1. Created On

2. Assign Date

3. Status

4. Priority

Type in an exact word or phrase from the Phase Description or Location fields to view phases that contain them, combined with the criteria you set for the other filter options.

Unlike with the other filter settings, hit Apply at the bottom to run your search query.

You can also enter the work order or phase number. The search won’t work with the work order and phase numbers combined.

You can even enter a partial number to pull up work orders or phases that contain those digits in the order you entered them.

You can even search by the first and/or last name or phone number of the Phase Contact. In the screenshot below, I type in “debbi” then hit Apply. The search results include all the phases with “Debbi” included under Phase Contact.

Below, entering a phone number brings up all of the phases that contain that number under the Phase Contact.

The Apply option is grayed out after running each search query.

To reuse the search field, either delete or type in a new entry. Here are the 2 scenarios:

1. Delete the value in the search field + hit Apply → Return to the original search results

2. Enter a new value in the search field + hit Apply → Run a new search query

The 3rd icon at the top-right is the map icon. Click this icon to view a map of your phases/tasks.

You can manually zoom in just like you would on a smart phone. Click on any map marker to learn more about the work that needs to be completed there.

When you click on a map marker, the Phase Details screen for the task opens up. At the bottom of the Phase Details screen is a more detailed map with nearby room numbers.

Click on the Clock icon at the top-right to open the Time Entry screen. This is where you enter holiday and other leave time. You can also enter time worked on a specific phase if you know the exact work order and phase number.

When you click on the large filter icon, Work List Options pops up, providing additional ways to filter your Work List.

In this section, we’ll go over the 2 modes of this filter: AiM Filters and Custom, and the characteristics of each.

At the bottom of the next screen, there’s a tab called AiM Filters. This is a list of filters that are set up in the AiM system by Work Control. Depending on the user, these will differ. Below are example example filters for the Technician role.

Below is an example of what a Lead/Supervisory role would see. The lists are grouped by category, starting with their personal list first (e.g., Ron).

Scrolling down, the other lists include filters for direct reports.

Here, we click on Admin - Ron Assigned. The blue check mark confirms our selection.

The window closes and applies the selection to the Work List. For the selected filter, Admin - Ron Assigned, the search results are set up in AiM to include phases that are:

1. Assigned to the user (Ron), and possibly other users

2. The location has “No applicable property” because it’s admin work, not maintenance or construction, etc.

3. Work Orders with ADMN in the number/identifier

Click on the filter icon again to make another selection. Here, we select New Plumbing Work Orders that Need Assigning (for the Supervisor/Lead roles).

The window closes and loads Plumbing Work Orders that Need Assigning. Notice the Status for all of these also are New.

Next to the AiM filters tab at the bottom is the Custom filters tab.But first, click Custom Query.

Info
Clicking on Custom Query is also how you reset your Work List/deselect any of the AiM filters to revert to the list you had before you selected any of them.

After clicking Custom Query in the AiM Filters tab, the window closes. Click on the filter icon again to continue.

Now that Custom Query is checked, we can click on the Custom tab.

Note
AiM Filters cannot be combined with Custom filter settings If another filter in the AiM Filters screen is selected instead of Custom Query, trying to run a query in the Custom tab will return an error reminding you that AiM created queries (listed in the AiM Filters tab) cannot be combined with custom settings.

The Custom tab is where you combine filters instead of using preset filter combos in the AiM Filters tab.

If you make more than one selection from a drop-down list, Multiple Items show up in the top field. Click on any option to toggle their check mark on/off. When all options are not selected, you can click on Select All in blue.

Clicking Select All checks all options and changes the top field from Multiple Items to All Items. Now the blue text above the field says Select None, which you can click to clear all selections.

Clicking on Select None clears all of the blue checks and the top field is is now blank/not in use. Where it once said Select None, it now says Select All.

Below, we select Work In Progress for the Phase Statuses field. This will combine with all of the other selected criteria. List of parameters for this search query:

1. Phase Statuses - Work in Progress

2. Sort List By - By Date Desc.

3. Display List With - Expanded List View

4. Selected Technician - Technician’s Name

5. Group List By - No Grouping

Click Apply at the top-left to view the resulting Work List.

The Phase Statuses for all of these are Work in Progress, as selected. The Sort List By are By Date Descending, with dates being farther in the past as we go down the list. The Selected Technician is assigned to all of these phases. When No Grouping is selected for Group List By, there are no headers separating phases in to groups. Instead, at the top-left, it says All Phases. And this Expanded List View shows all of the usual details.

Here, Phase Statuses of Assigned is selected, with Preventive as the Phase Category, and this time Group List By is set to Group by Work Order.

The other selections also apply as always, e.g., Selected Technician, Proposal Statuses, Sort List By and Display List With.

Click Apply.

In the resulting Work List for the Selected Technician, Phases of Status: Assigned are only showing for Proposal Status: Open.

The wrench icons on every listing mean these are Phase Category: Preventive. The dates are By Date Descending.

We also selected Group by Work Order. In this case, only one work order meets all the criteria. At the top-left, instead of it saying All Phases like before, it says Work Order, followed by its number. All of the phases grouped under it have the same work order number, followed by their unique phase number.

Info
If you get this error, it means there are no phases that meet the combined criteria of your selections. Click on Open Filters or the Filter icon and return to the Custom filters tab to try again. It’s best to keep your searches only as specific as necessary.