Components and replacement forecast

Manual — Assets · chapter 5 of 12

The Components tab lists the parts tracked inside the asset — filters, belts, batteries, bearings, seals — and tells, for each one, when to replace it. The forecast can be by time (date), by usage (hours, kilometers, cycles: the reading of a counter) or by both, and each replacement recorded restarts the cycle and stays in the part’s history.

Figure 11. Components tab of the generator set: each component with quantity, registration status and the replacement forecast badge (On time, Due soon, Overdue). The row buttons appear on hover.

1. 1Add (new component).
2. 2Forecast badge — hover to see “in N day(s)” or the usage left.
3. 3Component linked to another asset: the name opens its record.
4. 4Row buttons: replacement history, Record replacement, edit and remove.

Registering a component

1. In the Components tab, click Add.
2. Choose the mode: Standalone component (only name, serial, manufacturer and model) or Link existing asset — in that case choose the Asset type, type at least 2 letters in Search asset (name, serial or tag), press Enter (or click the magnifier) and click the asset; H2O confirms “Asset #N selected”. The asset’s own type is not in the list, and an asset cannot be a component of itself.
3. Fill in Name (required), Serial, Quantity and Status (Active, Inactive, Maintenance or Discarded).
4. In Replacement forecast, choose No tracking, By time, By usage or By time and usage and fill in the fields that appear (table below).
5. Click Add.

Figure 12. The New Component form with the By time and usage forecast (the alternator belts): Installation, Lifespan (months), Next replacement, Alert (days before), Unit, Lifespan (usage), Reading at install, Current reading and Alert (before).

1. 1Standalone component and Link existing asset modes.
2. 2Replacement forecast — “Due at whichever comes first — time or usage.”
3. 3Next replacement — “Blank: computed from install date”.
4. 4Fields of the usage tracking.

Forecast	Fields	When it becomes Due soon / Overdue
By time	Installation, Lifespan (months), Next replacement and Alert (days before) (default 30)	Blank next replacement = installation + lifespan (01/31 + 1 month gives 02/28). Due soon when at most the alert days remain; Overdue after the date.
By usage	Unit (default h), Lifespan (usage), Reading at install, Current reading and Alert (before)	Left = reading at install + lifespan − current reading. Due soon when what is left is less than or equal to the alert (blank: 10% of the lifespan); Overdue when it has passed.
By time and usage	Both groups	The worse of the two applies — “250 h or 1 year, whichever comes first”.
No tracking	—	No forecast badge.

Tip

The Current reading of a component tracked by usage is typed here (or in the app); update it at each counter reading for the forecast to move. The status is calculated when the record is opened — nothing is “stuck” waiting for a routine.

Recording a replacement

1. Hover over the component row and click Record replacement (arrows icon).
2. Choose the Type: Replacement, Removal or Installation; the Reason (Preventive, Corrective, Upgrade, Defect, Warranty or Other) and, if there is one, the ticket number in Ticket (optional).
3. For a Replacement, enter the New component — Name (required), Serial, Manufacturer and Model. If tracking is by usage, enter the Counter reading at replacement (“Becomes the new cycle baseline. Blank: keeps current reading.”).
4. Write the Notes, if you wish, and click Record.

Figure 13. Record replacement — Oil filter: Type Replacement, Reason Preventive, Ticket (optional), Counter reading at replacement and the new component data. Below another row, the Replacement history open.

1. 1Type and Reason of the replacement.
2. 2Counter reading at replacement (usage tracking only).
3. 3New component data.
4. 4Record.
5. 5Replacement history: the old name struck through → the new one, date, who recorded it and the notes.

Type	What happens to the component
Replacement	It takes the name, serial, manufacturer and model of the new one and goes back to Active. With a forecast configured, the cycle restarts: the installation becomes the replacement date, the next replacement is recalculated from the lifespan in months (without a lifespan in months, the next replacement is left blank for you to enter) and the reading at replacement becomes the new usage baseline.
Removal	It becomes Inactive and stays in the list, with its history.
Installation	Only records the installation in the history; the registration does not change.

Tip

The clock icon of the row opens the Replacement history of that component. The trash can (Remove component “…”?) takes the component off the list; use Removal when you want to keep the reason.

System rule

A replacement sent from the app that reaches the server twice (for example, when the connection dropped before the response) is recorded only once and is not reapplied — it does not undo a later replacement or reactivate a removed component.

The same replacement forecast appears in the reports: the ticket’s RAT (service report), the checklist report and the inspection report list the components of the assets with the status of each one.

Used as a component in

When the open asset is a component of another one, the tab shows, at the end, Used as a component in with the “parent” asset (name, type and tag). Click to open its record.

Replacement e-mail alert (switched off by default)

H2O has two notification rules for components — Componente: troca a vencer (due soon) and Componente: troca vencida (overdue) —, but they come inactive and without recipients: until they are switched on, nobody receives an e-mail. To switch them on (administrator, Notifications right):

1. Open System › Notifications, Notification Rules tab, and click the rule Componente: troca a vencer (rule names are shown in Portuguese).
2. In Recipients (0), click Add, choose the type — Specific group, Specific user or By role —, select who receives it and click Add.
3. Click the Inactive button at the top of the rule: it changes to Active.
4. Repeat for Componente: troca vencida.

Figure 14. The rule Componente: troca a vencer open in System › Notifications: the Summary (“When […] → Notify: nobody”), the configuration and the empty Recipients section, with Add; at the top, the Inactive button.

1. 1Inactive / Active button — switches the rule on and off.
2. 2Recipients — with none, nobody receives it.
3. 3Add recipient.

System rule

Once the rules are on, the server’s daily maintenance plan routine alerts once when an Active component becomes Due soon and again when it becomes Overdue; it only alerts again if the status changes or after a replacement. The component is only marked as “alerted” when an e-mail was actually queued: those that were already due soon or overdue before you switched the rule on (or added recipients) are alerted at the next run of the routine.