Equipment Dialog

Edit Equipment Records

Use the Equipment dialog to edit all data related to the tool / test equipment.  Change the name of any field to continue using words that make sense to your organization.  If the field name* is in a shaded box, click on it to add new values in the drop-down list of available values (combos).

Equipment Dialog Fields

  • Equipment ID:  The unique identification given to your own tools / test equipment and is often referred to as an Asset Number.  This is the only required field for a new record.
  • Serial Number:  The unique identification the manufacturer gives their tools / test equipment.  (You may periodically find that some manufacturers do not assign serial numbers or that a serial number label has fallen off.)
  • Model*:  The model number of the tool / test equipment usually assigned by the manufacturer.
  • Size/Range*:  The size or range of the equipment.
  • Description:  Description of the tool model number, which automatically changes to reflect the description of the model field (above).  After a Model number is selected, the Description field can be edited.
  • Manufacturer*:  The company that made the equipment/tool.  This field is also automatically set if an existing Model Number from the Model combo box is chosen.
  • Equip Type*:  Classification system developed by you, the user of Calibration Control.  (Examples of Equipment Types include Caliper, 6" Caliper, Thermatron, Oven, etc.)  This field will automatically populate if an existing Model Number is chosen and has a Type field assigned.
  • Alternate ID:  This is a second ID field, the Equipment ID being the first.  Use this field to record a company Asset number, if it is not the same as the Equipment ID, or a customer's Equipment ID.
  • Site*: Company field for a geographic Site or Company for this Equipment.
  • Department*:  The department in the organization where the tool is currently located.
  • Location*:  The location within the department where the tool is currently located.  (This could be a specific work area or even an engineer's desk.)
  • Custodian*:  The individual who has custody or possession of the Equipment/Tool.
  • Status*:  The status of the tool / test equipment (e.g., Accepted, Active, Lost, Removed from Service, Failed Calibration, or any other custom Status Code as needed).
  • Notes:  Like the User fields, use the short text Notes field for whatever purpose needed.
Edit Equipment

Calibrations Tab of Equipment Record

  • Calibrations Panel Grid:  Click on the [+] button at the bottom of the dialog to create a new Calibration Event.
  • [Calibration] Last:  The date of the last calibration is set automatically when entering a new Calibration Event with a Status of Pass.  The Calibration Last date can be set manually, which automatically updates the Calibration Next field based on the value of the Frequency field.
  • [Calibration] Next:  The date of the next calibration is calculated automatically when entering a new passing calibration event or when manually updating the Calibration Last field.  In either situation, the next calibration date is calculated based on the chosen Frequency and Units.
  • Override Calibration Next [check box]:  Manually extend or otherwise override the Calibration Next date by checking the box to the right of the Calibration Next field.
  • Received [for calibration]:  The date when equipment is received for Calibration.  Refer to Status Change Dialog to automatically set this field.
  • [Print Certificate] button:  Click this button to send a Calibration Certificate worksheet straight to your default printer.
  • Frequency / Units:  The required frequency between calibrations, like yearly or semi-annual.  If choosing a frequency that requires a unit multiplier (e.g., weeks, days, or months), the Units field will enable to adjust the number of units (weeks, days, or months, etc.).  The 'Month of' and 'Week of' frequencies set a general due date of an entire month or week.
  • Calibration Standard [check box]:  Check this box if the current equipment is used as a calibration standard for other equipment.
  • Company*:  The organization (Calibration Company) that regularly calibrates this instrument.  This is a useful field when wanting to create a report of all the equipment due in a given period for a specific calibration resource.
  • Technician*:  The person who normally calibrates this equipment.
  • Certificate:  Number of the certificate issued by the organization responsible for the last calibration event.  Used primarily to aid in traceability back to a national measurement standard, especially if this equipment is a Calibration/Test Standard.

    Note: If the Certificate field remains blank in a Standard Equipment record, then the Certificate Number remains empty if that Standard gets linked in a Calibration Measurement Group and prints a blank cert number on a certificate.  There is an option for how the Certificate Number is referenced.  You can change the settings in Options > Advanced tab > Calibration > Certificate Reference Method.
  • Template:  Calibration Template used when creating new calibration events.
Equipment Calibrations


Use the Maintenance tab to create or link maintenance requests to an Equipment record.  Keep track of Equipment Maintenance Due with grid highlight colors and/or view the Equipment Maintenance Due grid (right-click the Equipment grid or press F12).  The Maintenance Events are formatted as note records for routine inspections cycles.  Set a Frequency, enter Notes, select Results (e.g., In Tolerance/Passing), assign a Technician or Company, etc.

Maintenance Tab

Attachments|Documents|Notes|Parts Tab

Use these panel grids to add, link, and edit the Attachments, Documents, Notes, and Part Numbers records related to an Equipment record.

  • Attachments:   Attach a certificate PDF provided by an external calibration company, cal worksheets, or link other existing Attachments to this Equipment record.
  • Documents:   Attach your Procedures to this Equipment record.  This also links to the Calibration Event(s) for this Equipment record.
  • Notes:   Link existing Note records to this Equipment record or add a new Note.
  • Part Numbers:   Link more information from Part Number records to this Equipment record.

Panel Grids Tab

Misc (Miscellaneous) Tab

The Miscellaneous tab contains groups of data that help organize information related to the Equipment record.

  • Miscellaneous Group:
    • Owner*:  The Owner (Person field) of this tool / equipment, if not the organization.  A [Personal Property] check box is also available.
    • System*:  View or assign anEquipment System to which this Equipment belongs.
    • Barcodes*:  Additional or custom barcodes that may already be provided on the tool / equipment.  This field is especially useful if printing new barcode labels are unnecessary, and Calibration Control can recognize the custom barcode labels already affixed to this tool / equipment.
    • Equip Cost:  Record the purchase price of this Equipment.
    • Acquired:  Record the Acquisition date of this Equipment.
    • In Service:  Record the In-Service date for this Equipment.
    • Cal Cost:  Record the standard (normal) cost of calibrating this Equipment.
    • Time:  Record the standard amount of time required to calibrate this Equipment.
    • Procedure:  View or select a Procedural Group from the combo-box to link this Equipment.
  • Check Out Group:  Using the Check In/Out dialog automatically populates the following fields:
    • By*:  The Checked Out By field shows the person who has checked out the Equipment, if assigned.
    • Date:  The Checked Out Date field shows the most recent date this Equipment was checked out, and only populates if it is currently checked out.  When not checked out, this field is blank.
    • Use Count:  Number of times this Equipment was checked out since its last Calibration.
  • The Uncertainty Studies panel grid allows you to add or link and Uncertainty group to the equipment record.
Miscellaneous Tab

Other Tabs in the Equipment Dialog

There are some extra tabs within the Equipment dialog that help organize data related to Equipment records.

The Custom tab contains extra fields available in text, date, number, and checkbox format to easily rename and use for whatever needed.

The Image tab allows you to select one main image that represents that specific Equipment record.

The Overrides tab contains the selections for optional label and report overrides.  Default labels and reports are defined at a global (application) level in the Options dialog, while the override selections for Labels and Reports applies for this specific Equipment record.

The Meta tab is a READ-ONLY information tab used as a reference to view which user created the record and which user was the last to edit it, including the dates and times these occurred.

Last Updated:  25 May 2021