1. Introduction

1.1 What is an Asset?

Assets are the core focal points of inspections, observations, and monitoring activities within the Decent platform.
They represent what is being inspected, monitored, audited and act as the bridge between planning and field execution. It can be physical, technical, or procedural.

An Asset can be anything, some examples include:

Physical Equipment

• Fire Extinguisher
• Fume Hood
• Emergency Exit Door
• Electrical Panel

Operational or Procedural Elements

• Training Course
• Waste Management Process
• Infection Control Procedure
• Emergency Evacuation Drill

Each Asset is always linked to one Activity, which defines how that asset will be inspected or monitored or audited etc.

1.2 Creating Assets

Module: Project Setup → Assets

⚠️ Important: Asset–Activity Relationship

Before creating an Asset, at least one Activity must already exist in the system. Activities are created using Templates via the Template Manager (Project Setup → Activities), ensuring consistency and compliance. An Activity represents a structured action such as: Inspection, Observation, Recording, Monitoring.

Why this is required?

• Activities define what action will be performed
• Each Asset must have a predefined structured action
• This ensures consistency, compliance, and structured execution

👉 When a team member scans an Asset’s QR code, the system automatically loads the linked Activity for completion.

Prerequisite

Before proceeding, ensure that:

• At least one Activity has been created using the Template Builder. Without an existing activity, you will not be able to save or link an Asset.

By properly creating and mapping Assets, you enable field teams to scan QR codes (VIDs) and complete/execute activities with full traceability.

Example Asset Structure

• Project: Ministry of Health
• Site: General Hospital
• Asset: Fire Extinguisher #12
• Linked Activity (Structured action to be completed): Fire Extinguisher Inspection Checklist

Once created, the Asset can later be linked to a QR code (VID), allowing inspectors to access it instantly in the field.

2. How to Create an Asset and Associate It with an Activity

Step 1: Navigate to the Assets Module

1. From the sidebar, go to:
   Project Setup → Assets
2. Click + New Asset
3. You will be redirected to the Asset Create page

Step 2: Fill in Asset Details

Field	Description
Asset Name*	Provide a unique and descriptive name (e.g., Fire Extinguisher – Building A, Floor 2)
Site*	Select the Site where the asset physically exists (e.g., General Hospital)
Activity*	Choose the activity that applies to this asset (e.g., Fire Extinguisher Inspection)
Asset Description	Optional details such as model, serial number, or location notes
Attachment	Upload supporting files (e.g., certificates, photos, maintenance records)

Step 3: Manage Asset Parameters (Optional)

At the bottom of the page, you can define custom parameters for the asset. These are optional but useful depending on the scenario.

Field	Description
Key	Parameter label (e.g., Inspection Interval, Manufacturer, Capacity)
Value	Corresponding value (e.g., 6 Months, ABC Co., 5kg)

Step 4: Save the Asset

1. Review all entered information
2. Click Save

Once saved:

• The Asset appears in your Assets List
• The link between the Asset and the selected H&S Activity is established
• The Asset is now ready for QR code (VID) mapping

Next Step: Link the Asset to a QR Code (VID)

After creating the Asset, proceed to:

Project Setup → Asset Mapping

This step connects (associates) the Asset to a physical QR code that can be placed on-site.

3. What Are QR Codes (VIDs) and Why Is Mapping Required?

QR Codes (also referred to as VIDs – Product Identifiers) are unique digital identifiers generated by the Decent system. When printed and physically attached to an asset (e.g., fire extinguisher, machinery, equipment), the QR code becomes a digital access point.

Why QR Code Mapping Matters

Mapping ensures that:

• The system instantly recognizes which asset is scanned
• The correct Activity loads automatically
• Geo-location checks validate physical location
• Inspection results are stored under the correct asset
• Full traceability and compliance reporting are maintained

In short, QR code mapping connects the physical world with the digital record, making inspections:

• Faster
• More accurate
• Fully traceable

Summary

Creating Assets correctly is essential for:

• Structured inspections
• Reliable execution in the field
• Physical Location validation
• Accurate reporting and audits
• End-to-end traceability

Once Assets are created and mapped, teams can seamlessly move into Execution & Tracking using web or mobile devices.