Changelog

Follow up on some of the latest improvements and updates on the Collective Data platform. 

Quartermaster: Default Queries for Item Issue/Return

The Item Issue, Item Return, and Single Item Issue views now include a Last 30 Days query to improve performance by limiting the number of loaded records. To find older records, simply remove the query.

Quartermaster: Serializing Inventory on Receive

You can now serialize inventory when receiving items through Purchase Orders!

These serial numbers can either be set to auto-increment after the first one entered, or you can enter them manually.

Once an item is serialized, you can assign its specific serial number to an employee.

Ellipsis Icon Change

To better align with industry standards, the ellipsis icon located on fields has been replaced with a pop-out icon. It will now be referred to as the “Go To” icon, while maintaining all existing functionality.

 

Quartermaster: Employee Inspection Updates

We’ve made some key updates to Employee Inspections to improve efficiency and accuracy:

View Issued Inventory Quantities – The Perform Inspection view now displays the quantities of issued inventory, so you can easily see how many items an employee should have.

Quickly Add Issued Items to Inspections – Creating inspections for issued items is now easier than ever. With just one click, all issued inventory items will automatically be included in the employee’s inspection.

New “Performed by” Option – Employee Inspections now support a “Performed by” field, allowing you to specify who conducted the inspection. This means you can track both the inspecting employee and the inspected employee within the Inspection Management view.

These enhancements streamline the inspection process, ensuring greater accuracy and ease of use.

Fleet: Additional VIN Decoding Options

Collective Data is proud to offer VIN Decoding for assets, automatically populating key fields in the application with data sourced directly from the National Highway Traffic Safety Administration (NHTSA) VIN Decoder. If an invalid VIN is detected, a warning message from NHTSA will be available by clicking the button next to the VIN field.

We’ve recently expanded this feature to include even more details! Now, if the information is available in NHTSA, it can be seamlessly imported into our application. Here are all the fields that can be brought in:

  • Year
  • Asset Make/Model
  • Asset Type/Subtype
  • Engine Manufacturer
  • Engine Model
  • Engine HP
  • Fuel Type
  • Gross Vehicle Weight Rating (GVWR)

Enjoy more comprehensive asset details with this enhanced VIN Decoding update!

Fleet: Asset Registration Import

We now have an Asset Registration Import! No more manually entering in, one by one, when multiple vehicles had their registrations updated; you can simply import these in via the import process! This also works to get initial registrations for your fleet in. If this isn’t something you’ve been tracking, now is the perfect time to start!

Quartermaster: Inventory Catalog Book

We’re excited to introduce the Inventory Catalog Book, complementing the Asset Catalog Book released in November!

This new feature allows you to print a catalog of your inventory, complete with corresponding barcodes, making scanning easier and more efficient.

Fiscal Year Option

A new setting in Organization Settings now allows you to select a Fiscal Year option for viewing Work Order Counts in Mission Control. This is useful for organizations that do not run on a January-December calendar year. If your organization does have a fiscal year of January-December, you do not need to change anything in your application.

Quartermaster: Require Inspection Before Re-Issuance

We’ve introduced a new feature designed to enhance the item issue workflow! You can now ensure that specific Asset Categories must be inspected before being re-issued. This addition improves safety and accountability by requiring inspections to be completed and reviewed before assets are put back into circulation.

 

Asset Attachments

We’re excited to share an update to the Asset Attachments workflow, making it easier and more intuitive to manage asset attachments. For a detailed walkthrough, check out the User Guide: Asset – Attachments topic.

Highlights include:

  • A dedicated Attachments tab is now available on the Asset view. If an asset has attachments, a badge will display the total number of attachments.
  • Attached assets now have a clear callout on the main tab, showing which asset they’re connected to.
  • Clearly visible buttons for attaching and detaching assets make the process quicker and more user-friendly.

Preventative Maintenance Thresholds for Work Orders

We’re excited to introduce a new level of flexibility for your Preventative Maintenance scheduling. Now, you have the power to define exactly when you’d like PM services to start appearing on Work Orders – before they’re due. Set your preferred threshold in days or meters, and ensure your team gets a head start on upcoming maintenance. Prefer the current setup? No problem. If thresholds aren’t set, your system will continue to function as usual, prompting your shop to add services only when they’re due or overdue. It’s your maintenance – your way.

Improved Recalls Functionality

Our Recalls feature has been updated with a new visual enhancement to help you better manage recall progress. A completion graph is now displayed in the Recalls view, providing a quick overview of how many vehicles still require attention. You can easily manage vehicles within a recall by: Adding vehicles to work orders or maintenance requests directly from the Recalls view. Removing vehicles that no longer apply to the recall. These actions help streamline the recall resolution process and ensure accurate tracking. As a reminder, Collective Data integrates with the National Highway Traffic Safety Administration (NHTSA) to automatically import recall…

Fleet Health Report

We are excited to announce a new report available for Fleet, called Fleet Health. This report aims to give fleet managers clarity, control, and foresight by turning raw fleet data into meaningful insights supporting smarter maintenance planning, reduced downtime, and cost optimization across the fleet. With this report, you’ll be able to: Identify at-risk vehicles – determined by factors such as overdue services, unplanned repairs, and maintenance cost ratios. Depreciation information – see your capital costs and depreciation values Work and Inspections performed – see at a glance how many work orders were performed for a vehicle over a year,…

Fleet: Scheduling Tab Badge Update

The badges on the Asset View → Scheduling tab have been updated to give even more information on what items are past due, so you can see at a glance what needs to be taken care of for your vehicle. Now, it takes into account expired registrations and will give the total number of expired services.