In Spotilla, devices, machines and other assets are called Spots. When you add a device as a Spot, its information is available in one place, and you can link tasks and service requests to it, for example.
These instructions apply to the browser interface. You need permission to create Spots and access to the folder you select. The Android and iOS creation forms let you enter a name, description and folder; the more extensive creation options described here are available in the browser.
Open the creation form and enter the basic information
- Open Assets, devices, tools from the menu and select Create new spot in the top bar of the page.
- In the Basic info section, enter a Name that makes the device easy to identify. A good name includes, for example, the make, model and a unique identifier: Grundfos CR 10 pump – P-042. Multiple Spots can have the same name.
- If needed, add a Description, such as the device's purpose.
- Select a Folder. You can search for a folder by name. Select a folder that has no subfolders.
- Check the Status. The default is Active.
Name, folder and status are required. Select the folder before filling in the device card: changing the folder rebuilds the data fields, so check and enter their values again.
Active means the device is in use. Inactive is suitable for a device that is not currently in production use, and Faulty for a device that is out of use due to a fault. Disabled retains the Spot's information; it does not permanently delete the Spot. A disabled Spot may be excluded by the default list filters. Later status changes and their effects on tasks are described in Spot status and deletion.
Fill in the device card
The Device card section below the folder selection opens when you select a folder. The device card brings together the device's properties, such as its manufacturer, model or serial number, in separate fields. The fields and their order are determined by the selected folder's device card.
Enter the information you have in the corresponding fields. For a Spot that uses a device card, the data fields belonging to that card are saved: custom fields that do not belong to the card are not retained.
If the folder has no device card, you can add individual data fields using the Add new attribute button in the same section. Select an attribute and enter its value. You cannot add the same attribute to a Spot twice. If an attribute you need is missing, ask your administrator to check the data field definitions.
Select operating hours tracking
Hourly maintenance in use in the Basic info section opens the Running machine hours field. Enter the current number of hours shown on the device's meter. This is the device's operating hours meter reading, not an employee's logged working time.
If the feature is enabled for the folder, it is also enabled for the Spot, and you cannot clear the selection in this form. Otherwise, you can enable the feature separately for the Spot. Changing the folder resets the selection according to the new folder. A reading left blank is saved as zero.
Complete the optional selections
You can leave the following information blank if it is not needed when using the device.
- Tag is in the Basic info section. Search for the identifier by its number and select the correct tag. Saving links the tag to this Spot. Carefully check the identifier on the physical device; linking a tag does not grant the user any new access rights. See linking a tag to a Spot.
- Default service request type is in the same section. This selection sets the Spot's default type for creating service requests; it does not create a service request. The type selected for the Spot overrides the folder's default. If the selection is left blank, the folder's default type is used, or, if that is not set, the service's default type. The contents of the types are described in service request types and additional fields.
- Open Set fixed location in the Additional info section if you want to save the device's geographical location. Click the correct point on the map or use the address or coordinate fields. Check the map marker. This location is separate from placement on a site map. See Spot location and default image.
- Open Reservation cost in the same section and select a cost definition in the Select reservation cost field. Create new reservation cost opens a form for a new definition. This selection links the cost definition to the Spot but does not create a reservation. If a reservation cost has been defined for the folder, it is used instead of the Spot's own definition. See reservation costs and billing.
Set up current value calculation if needed
Open Current value in the Additional info section. You can leave all calculation inputs blank. If you enter even one input, fill in all three: Invest price, Purchase date and Depreciation years. Enter the depreciation period in years; use a positive number of years.
The default Depreciation type is Amortization. The alternative is Residual expenditure. The current value is calculated based on the complete 365-day periods elapsed from the purchase date to the present, rather than by calendar year or prorated daily.
- Amortization: for each complete period, the purchase value divided by the depreciation period is deducted. The calculation continues after the depreciation period ends, and the value is not limited to zero: the current value can become negative.
- Residual expenditure: for each complete period, 25% of the remaining value is deducted. The depreciation period does not change this percentage or stop the current value calculation, but it is still a required input.
For example, with a purchase value of €1,000 and a depreciation period of five years, the current value after two complete 365-day periods is €600 with Amortization and €562.50 with Residual expenditure.
The form's depreciation table shows the annual calculation for the entered depreciation period and rounds monetary amounts to two decimal places. It does not show the present Current value: the current value is calculated based on time and the saved inputs, and its calculation does not apply the same rounding to two decimal places.
Add files and save
The form's Files section is below the Additional info section. Select Add files or drop the files into the upload area. You can attach an operating manual or a photo, for example. Check the file type and size limits shown in the upload area.
Select Create new spot at the bottom of the form. The Spot is saved first, and uploads of the selected files then start separately. Once the Spot has been created successfully, its details open.
Check the name, folder, status, device card values, operating hours meter reading and any additional selections you made. Wait for the file uploads to finish and check each attachment in the Spot's files. If adding an attachment fails, the Spot may already have been saved: add the missing attachment to the existing Spot by following adding files to a Spot.
Why can't I add a Spot?
The folder cannot be selected. A folder containing subfolders cannot be selected. Expand the folder tree further and select a suitable folder without subfolders.
The folder is missing or you do not have sufficient permissions. Ask your organization's administrator to check your access rights and the correct folder for saving the Spot.
The form reports missing or invalid information. Check the name, folder, status and the indicated fields. If you use current value calculation, fill in all three of its inputs.
It is unclear whether saving succeeded. Check the error message and search for the Spot by name before trying to create it again, so you do not add the same device twice. Also check the folder and unique identifier, as the name is not unique.