Piko – User Manual
Piko configuration
Introduction
The configuration of the fleet, in Piko, usually occurs by sending table files with all the information to Alias2k. Alternatively, Piko can be integrated with an ERP and independently collect all fleet information. Nonetheless, it is possible for users to manually create and configure their fleet. Let’s see how in the next sections.
The fleet is organized on Piko on two levels:
- Model: consisting of the manufacturer’s brand + the model code (e.g. Caterpillar 300.9).
- Asset: the single serial number corresponding to the actual machine or equipment. Each asset will always be part of a model.
The fleet can be consulted via the list Models on the main menu. All models and assets are searchable using the search field at the bottom left.
Creating or editing a model
Click on Models and click on the button Add top right. In the window that opens, enter the name of the model you want to add to the fleet.
By entering the name, Piko will search all the models in its database. If the model in question is not present in the database, click on the link Click here present in the subtitle of the window, as shown in the image.
Another window will open where you can select the brand of the model you want to add by searching in the “Brand” window.If the brand is present in the database, select it and proceed to write the name of the model in the “Name” window, then click on Add.If the brand is not present in the database, contact Alias2k.
Once the model has been created, it will be possible to edit the following fields:
- Identification name: a speaking code or other internal reference to the company.
- Families: start typing to select a pre-existing family, or add a new one by writing it directly and clicking on the “+” icon that will appear in the drop-down menu under the entry field.
In the lower section of the screen yes will display la tab Assets it’s on the tab Documents. The first will contain the list of assets (see below); the second will contain the list of documents associated with the model.
To manually add one or more documents, click New Document, drag one or more files into the window that appears or choose it from the folders on your computer by clicking on Choose file.
Once you have selected one or more files, yes will display a list of the same; click on the button Change settings next to each file. It will be possible to set:
- File visibility (public or private)
- Function Replace (if the file we are uploading was replacing an old file uploaded previously; the replacement occurs based on the document category)
- Category: choose from the proposed document categories. These categories correspond to those that Piko’s artificial intelligence knows and is able to interpret when performing the AI import of documents; the list also includes custom categories (see below).
- Expiration date: enter the expiration date of the document, if any.
After entering the desired information, click on Confirm to confirm the upload of the documents.
Creating or modifying an asset
Open an existing model or a newly created one. Click on the button New asset, on the right in the “Assets” section.
A new asset tab will open on the right side of the screen. Fill in the fields Numero seriale (obligatory), License plate (if the added asset has a license plate) e Internal Id (the identifier can be used to rename the asset with a speaking code or other internal reference to the company). Save.
Once the new asset has been saved, it will be possible to manually add documents: click on New Document, drag one or more files into the window that appears or choose it from the folders on your computer by clicking on Choose file.
Once you have selected one or more files, yes will display a list of the same; click on the button Change settings next to each file. It will be possible to set:
- File visibility (public or private)
- Function Replace (if the file we are uploading was replacing an old file uploaded previously; the replacement occurs based on the document category)
- Category: choose from the proposed document categories. These categories correspond to those that Piko’s artificial intelligence knows and is able to interpret when performing the AI import of documents; the list also includes custom categories (see below).
- Expiration date: enter the expiration date of the document, if any.
After entering the desired information, click on Confirm to confirm the upload of the documents.
Category management
By clicking on the item Categories from the main menu, you access a list of document categories, divided into two tabs:
- Default: these are the categories registered and recognized by Piko (e.g. operating manual, certificate of conformity, etc.), which the AI automatically assigns to the documents during import (see below).
- Customized: these are the categories that the user can create independently by clicking on the button at the top right Create. Once clicked, you can give a name to the document category and define whether the document
Import with artificial intelligence
From the menu main click on New import to start a new document import.
Select one or more documents using the button Open file path or by dragging the files directly into the area outlined by the dotted line.
There is no need to rename the files in any particular way. Files must be in .pdf or .jpg or .png image format.
Once the files are selected, the system will be ready to load.
And will display a list of files, for each of which, on the right side of each line, it will be possible to decide the division settings. Splitting files is useful in the case of a .pdf file that contains different documents on multiple pages. The typical case is that of a file with multiple documents of the same type (e.g. a file with numerous insurance certificates). Piko does not guarantee optimal results in the case of files that contain multiple documents of different types.
The split options are as follows:
- Smart division: Piko will decide autonomously whether and how to divide the file.
- Divide the document yourself: it will be possible to establish a range of pages to divide the document (e.g. divide every one, every two, every three pages, etc.)
- Keep merged: Piko will keep the document merged, interpreting it as a single document to be associated with a single asset or model.
The default setting is smart division. If you upload single documents we recommend leaving the setting on “Smart Split”.
Once you have set the division parameters, click on the button Upload “n” files bottom right.
AI processing will start. At this stage it is not necessary for the software to remain used. It will be possible reconnect at any time and check the import status by clicking on the item Imports in the main menu.
Once the import is finished, the software will display a list of proposed actions. Each action concerns the association of a document (or part of a document with multiple pages) to an asset or a model.
Each action is marked with a status.
- Reliable: the AI is 100% sure of the proposed association (in very rare cases it has been found that the AI recognizes a different type of document, but does not make errors in associating it with the correct model or asset).
- Worth checking: AI is not 100% safe and requires manual review
- Error: The AI did not find necessary information on the document, such as the asset serial number or identifier.
You can filter the list of actions by state using the filters at the top right.
For each action, by clicking on the button View document you can have a preview of the document itself.
In the case of actions to be checked or in error, click on Edit to review and fill in missing information:
- Actions: you can change the action, deciding whether to assign the document to an asset, to a model or whether to create a new asset or a new model to add to the fleet.
- Asset (or model): it is possible to select the asset or model, among those present in the fleet, to associate the document with it.
- Document visibility:
- Private: The default visibility of all documents assigned to assets (e.g. insurance, certificates of compliance, etc.). If you connect an asset to Piko with a QR code (see below), private documents will only be viewable by anyone who scans the QR code with a smartphone camera authenticating on Piko with your credentials.
- Public: the default visibility of all documents assigned to models (e.g. operating manuals). If you connect an asset to Piko with a QR code (see below), public documents will be viewable by anyone who scans the QR code with a smartphone camera without the need to authenticate.
- Category: change the category of the document, selecting from those available.
- Expiration date: enter, if necessary, the expiration date of the document.
- Replace: if the same type of document is already present on an asset or on a model, Piko’s default behavior will be to replace the old document with the new one just loaded. You can clear this option to keep both documents.
Once you have made the changes, click on Confirm at the top right to save them.
When you are sure that all of Piko’s actions are correct, click on the button Execute top right for confirm them. All uploaded documents will be associated with the corresponding models or assets.
QR codes
It is possible to associate a machine or equipment with the corresponding profile on Piko via QR code. Contact Alias2k to receive Piko dynamic QR codes.
Each QR code is neutral and can be attached to any asset. Once attached, frame it with your smartphone camera and visit the associated URL.
The web page that opens will indicate that the QR code still needs to be associated. Click on Link it now to start the procedure.
Piko will open in a mobile version. The first time, you will need to log in with your credentials.
After that the system will ask for access to the smartphone camera and will be required to take a photo of the serial number, license plate or asset identification tag. Take the photo making sure that the writing is clear and that there are no other writings that are more visible.
By taking the photo, Piko will read the code and associate the QR code with the asset.
From now on, any smartphone scans the QR code, will display the public documents of quell’asset.
By returning to Piko and opening the asset card that we have associated with the QR code, you will see that that QR code will be present at the top of the card. It will be possible to insert a label to give a name to the QR code (for example, “Inside cabin”, “Excavator arm”, etc.).
From the asset sheet it is possible to deactivate the QR code by clicking on the red icon at the top right.
It is possible to associate multiple QR codes with the same asset.
Families management
In the main menu select the item Families. A list of families on Piko will appear. Families can be added from this section or from a model tab (see above).
In the list you can check the quantity of models associated with each family (the quantity is indicated by the number in the column Associated models).
To add a new family, click on the button Create top right. To modify the settings of a pre-existing family, click on the family you want to modify from the list.
In both cases, a window will open on the right side of the screen, where you can enter or modify the following fields:
- Family name
- Mandatory documents
The mandatory documents are chosen from the categories of documents customized or registered by Piko. Select one or more document categories from menu drop-down.
Each of these categories will define the obligatory nature of the document on a model or on an asset belonging to the family you are working on. If, for example, the “Certificate of Conformity” document has been set as mandatory for the Telehandler family, all the models or assets that are part of the Telehandler family and which do not have a certificate of conformity will show an alert.
Furthermore, from the setting of mandatory documents, it is possible to decide whether the expiry date should also be mandatory for a mandatory document. If so, the system will send an alert both when there is an expired document on an asset or on a model of the family you are working on, and when there is a document whose expiration is approaching (the standard time value for a document to be considered expiring is 15 days).
To have more information on the models associated with each family, you can export a tabular filee: from the main menu select Models and click on the button Export top right.
Warnings
By clicking on the item Warnings In the main menu, you get the list of all assets or models that have one or more document problems. Problems with documents can be as follows:
- Missing document
- Expiry date missing
- Document expiring
- Document expired
It is possible to filter the list by type of problem, using the filters at the top right.
In all cases except when the document is missing, in the “Document” column of the table you can see a preview of the document by clicking on the eye icon.
These alerts are shown by Piko based on the settings on the mandatory documents discussed in the previous paragraph dedicated to managing families.
Depending on the type of problem, it will be present in the last column of the warning table the icon to perform a different function:
- If the document is missing, expired or expiring, it will be possible to upload it (the document upload function is similar to that explained in the section dedicated to managing models and assets).
- If the expiration date is missing, it will be possible to modify the document to insert it (the document modification function is similar to that explained in the section dedicated to the management of models and assets).
It is possible to export the list of alerts in table format by clicking on the button at the top right Export.
Sharing
By clicking on the item Sharing In the main menu, it is possible to manage access to all documentation (public and private) of the assets.
You can search for a previously set share using the search filter, you can filter the list of shares by status (draft, sent, active, expired shares), or you can create a new share by clicking on the button Create a new share top right.
By doing so, a window will open on the right side of the screen, where you can set the following.
The name of the share: a name that will allow the Piko user to recognize it among the others.
The expiration date: indicates the duration of validity of that share.
Assets to share: search for one or more assets by serial number or internal identifier.
Click on the results that appear in the drop-down menu to add the assets to the share.
Sharing contact: establish whether you want to send access to documents via email or text message. The text of the email or SMS can be configured in the “Message” section below.
Once the sharing has been set up, you can save it (it will be added to the list in “Draft” status) or send it to the contact.
The contact will receive a link with the following features:
- Once the link is opened on a given device (mobile or desktop), it will only be valid on this device.
- By clicking on the link you will be able to access the list of assets and models for which access to the documentation has been provided.
- If you have opened the link on a mobile device or in any case on a device on which it is possible to scan a QR code, if you then scan the QR code of a specific machine that is among those that have been shared with us, you have direct access to the complete documentation (public and private) of quell’asset.