Schedule equipment maintenance in Asana and send work orders to the field
Set recurring maintenance tasks in Asana, send the linked mobile work order to a technician, and return the completed service record to the matching task.
Schedule recurring maintenance and assign the technician
Create the maintenance task in Asana for the cooling-tower fan motor, pump, boiler, rooftop unit, or other equipment. Set the due date, assign the technician, and repeat the task on the schedule your team uses.
Connect the task with the QR Mobile Data work order built for that service job. The technician gets the planned work on a smartphone without carrying a separate paper packet into the equipment area.
Send the maintenance task to the technician's phone
The Asana task provides the schedule and assignment. The linked mobile work order provides the instructions and fields needed at the equipment. The exact dispatch rule and available forms depend on the configured connection and user access.
- 01Schedule in AsanaCreate the one-time or recurring maintenance task.
- 02Assign the technicianChoose the worker and due date for the service.
- 03Send the mobile work orderLink and dispatch the QR Mobile Data form.
- 04Record the maintenanceCapture the work, readings, findings, repair, and photos.
- 05Return the service recordAttach the configured PDF to the matching task.
Scan the equipment and record the service work
At the job, the technician can use a smartphone to scan an available equipment QR code. The scan identifies the item and opens the information and maintenance form available for that user.
The code gets the technician to the right equipment record. It does not prove the maintenance was done. The entered answers, readings, photos, signature, and submitted record document the work.
Record readings, problems, repairs, and photos
Build the work order around the service your crew performs. Include lubrication, belts, filters, electrical checks, pressure or temperature readings, condition notes, problems found, repair details, parts entered, photos, and customer or supervisor sign-off where needed.
Configured alerts can flag an out-of-range value or another condition your office needs to review. The useful result depends on the limits, recipients, timing, and follow-up rules your team sets.
Return the completed service record to Asana
After all linked form work is finished, the configured connection can create a PDF service record, attach it to the matching Asana task, and mark that task complete. Authorized staff can also search and review the submitted QR Mobile Data record.
- Task details
- The scheduled job, assigned technician, due date, and work requested
- Equipment ID
- The equipment selected or scanned at the service location
- Work performed
- The maintenance, service, or repair the technician records
- Readings and findings
- Measurements, problems, photos, notes, and follow-up entered in the field
- PDF service record
- The configured document attached to the matching Asana task
Questions from the job
Frequently asked questions
Can I schedule recurring equipment maintenance in Asana?
Yes. Your team can create recurring maintenance tasks in Asana, assign the technician and date, and connect the task with the QR Mobile Data work order used in the field.
Can a technician scan an equipment QR code before starting maintenance?
Yes. A technician can use a smartphone to scan an available equipment code, identify the item, and open the maintenance form available for that job and user.
What happens after the maintenance form is submitted?
The configured process can create a PDF service record, attach it to the matching Asana task, and mark the task complete after all linked form work is finished.
Talk through the work
Talk with AHG about equipment maintenance in Asana
Tell us what your crew needs to capture. We will help map the current process and the next practical step.