How to set the default expiration period for digital handover

This article is intended for the administrator.

How to set default expiration values for asset issuance

In Aptien, you can use expiration settings for the digital protocol. In this case, expiration means the period during which an employee has an asset entrusted, or when the employee is entitled to acquire a new piece. We can best illustrate this on protective work equipment. In Aptien, you want to keep information about which employees received, for example, gloves size M from you, when they are entitled to request new ones. Thanks to the record in Aptien, you can then plan the purchase using the expiration date, so you always have enough pieces in stock.

Records in Aptien serve only as indicative and the number of pieces issued are not tied to stock levels.

How to set default expiration values for issuance

1. Open the desired record, for example "Protective aids"
2. Click on the pencil next to the record name
3. The record settings will open, click on the "Issuance" tab
4. To display the settings, you must have the Action button set, if you do not, set the button
5. Once you have the button set, Aptien will display the option to set default expiration values in the record
6. You can set the default value for the whole record and/or for individual categories

How the default value settings behave during transfer

• If you set a default value for individual categories, the default value for that category will always be displayed for you in the item in this category. If you do not change the default value setting for individual categories, the default value for the category will always be set for you when issuing.
• If you do not change the settings in the record, the basic value of the record is always "Unspecified", which means that "Without expiration" will automatically be offered to you during the transfer, if you confirm the transfer in this way, the expiration will not be set.

Expiration Calculation When Handing Over Tools

ATTENTION! The set expiration is always calculated from the day of handing over the tool, so if the default expiration value is 2 years, the expiration date is calculated two years from the date of transfer

• When entering default values, always consider what value is really most common for you
• The default value is automatically set when transferring, but it can be changed as needed. So one user may be entitled to a new piece for the default two years, but another worker may have a more demanding position, where he wears out the tool faster and his entitlement may be for example once every six months. In this case, you must manually set the expiration value when handing over the item to a specific employee.
• If you do not want to set default values automatically, we recommend that you record the default value for each item using the detail. The worker who will be handing over the item then has information about the period in which the item is usually handed over.