Calibration of tools

Manual — Assets · chapter 4 of 12

Measuring instruments and tools need periodic calibration, with a certificate. In H2O this lives in the Calibrations tab of Tools: each calibration recorded keeps the date, the next date, the laboratory, the numbers and the PDF certificates, and the record shows the status of the current calibration.

Registration field (Tools)	Effect
Calibration Interval (months)	When you record a calibration, the Next Calibration is filled in with the calibration date plus this interval (it can be changed before saving).
Alert (days before)	How many days before the next calibration the status changes to Expiring. Blank means 30 days; with 0, the calibration is Expiring only on the day of the next calibration itself.
NBR ISO/IEC Standard	It is pre-filled in the NBR ISO/IEC field of each new calibration. If you enter another standard in the calibration, it becomes the asset’s standard.
Requires Calibration	Informative flag: the Calibrations tab and the status work with or without it.

Figure 9. Calibrations tab of a tool with an expired calibration: the status card (Expired, “Overdue by N days”), the total of calibrations, the Up to date and Expired cards, the Current Calibration and the Calibration History with the certificates.

1. 1Status of the current calibration and the days left (or overdue).
2. 2New Calibration.
3. 3Current Calibration card: last, next, standard, laboratory, code and certificate number.
4. 4History row with the status badge.
5. 5Certificate column: click the name to download; Attach PDF adds another one.
6. 6Pencil (edit) and trash can (remove) of the calibration.

1. Open the tool and the Calibrations tab. Click New Calibration (or, if there is none yet, Record First Calibration).
2. Fill in Calibration Date — the Next Calibration is calculated from the asset’s interval; adjust it if the laboratory gave another date. Both are required, and the next date must be after the calibration date.
3. Enter, if you wish, NBR ISO/IEC, Calibrated By (company or laboratory), Calibration Code, Certificate # and the Notes.
4. In Certificate, choose one or more PDFs (up to 20 MB each). The attachment is optional and is only uploaded after the calibration is saved.
5. Click Save. The calibration goes into the history and the record shows the new status.

Figure 10. The New Calibration form: Calibration Date and Next Calibration (calculated from the interval), NBR ISO/IEC, Calibrated By, Calibration Code, Certificate #, Notes and the Certificate field for PDFs.

1. 1Calibration Date (required).
2. 2Next Calibration (required) — filled in with the date + the asset’s interval.
3. 3Certificate: “Optional — PDF only, up to 20MB. Multiple files allowed.”
4. 4Save.

System rule

The status is recalculated every time the record or the list is opened, from the Next date of the most recent calibration (by calibration date): Expired from the day after the next date; Expiring when at most the days of Alert (days before) remain; Up to date before that; No Calibration when no calibration has been recorded. The days left (or overdue) are counted by calendar day: on the next calibration day itself 0 days are left and the status is still Expiring. The badge of each history row follows the same rule, with that row’s next date.

Tip

If the certificate upload fails, the calibration remains saved and H2O warns: The calibration was saved, but the certificate upload failed. Try attaching it from the list. Use Attach PDF in the history row.

Correcting, removing and who receives the alert

• Correct: the row’s pencil reopens the form (Edit Calibration). Changing the next date recalculates the status immediately.
• Remove: the row’s trash can asks for confirmation (Remove this calibration?) and deletes the calibration permanently; the asset’s status becomes that of the most recent remaining calibration. The X next to a certificate (it appears on hover) removes only that PDF.
• E-mail alert: a daily check on the server sends an e-mail 30, 15, 7 and 1 day before the next calibration and on the day itself, through the notification rule Ativo: vencimento próximo (validade, inspeção, calibração, seguro, CA) (rule names are shown in Portuguese). The asset’s technician and technical group and the administrators receive it. These days are fixed — Alert (days before) only changes the status shown on screen. The rule comes switched on and can be adjusted in System › Notifications.

Action	Tools right
See the tab and download certificates	Read
Record a calibration and attach a certificate	Create
Edit a calibration	Edit
Remove a calibration or certificate	Trash

System rule

Calibration is recorded and consulted only on the web. The app shows the tool, but it has no calibration tab. In Metering, the instrument’s calibration dates are registration fields (Last Calibration, Next Calibration), without history; the Next Calibration also generates the e-mail alert.