Assets Support Records

Retrieval metadata

feature_group: "Assets"
record_count: 7
approx_page_tokens: 5005
recommended_chunking: one Knowledge Record section per vector chunk

Feature group overview

This page contains chatbot training records for Assets sub-features. Retrieve one ### Knowledge Record: chunk at a time when possible.

This section contains chatbot training records for Assets sub-features.

Knowledge Record: Assets / Custom Fields

record_id: LFS-assets-custom-fields

primary_intents:

how_to_setup
when_to_use
workflow_design
troubleshooting
quickbooks_sync

Sample user utterances

How do I set up Custom Fields in Lexul?
When should we use Custom Fields?
Why is Custom Fields not working or not showing?
Can Lexul handle Custom Fields for our workflow?

Entities to extract

user_role
workspace
feature_area
quickbooks_version
sync_status
source_of_truth
customer_name
asset_name
billing_contact

Custom fields capture asset/location-specific information that standard asset fields do not cover. Use it when properties, equipment, sites, or locations need extra attributes like lockbox code, equipment model, or site notes. Before giving exact setup steps, confirm: Should this field follow the asset/location across all future work orders. Then explain the recommended configuration, test with a sample record, and note this guardrail: Keep operational asset custom fields separate from accounting fields unless they need to sync or report.

Configure when

properties, equipment, sites, or locations need extra attributes like lockbox code, equipment model, or site notes.

Ask before answering

Should this field follow the asset/location across all future work orders?

Dependencies

Customer records
asset/service-location structure
user permissions
QuickBooks version confirmed
integration settings checked
source-of-truth rules defined

Role workflow

Office/admin maintains records; dispatcher selects records for work orders; technicians view relevant details; accounting uses billing data.

Permissions and visibility

Confirm the user role before giving edit instructions. Provide view-only guidance to technicians unless the customer has granted edit rights.

Known limits and guardrails

Keep operational asset custom fields separate from accounting fields unless they need to sync or report.

Escalation rule

Escalate if data is missing after sync, accounting source-of-truth is unclear, or the user asks for accounting treatment.

Source URLs

Default response pattern

For questions about Custom Fields, first identify whether the customer is asking about setup, fit, workflow design, troubleshooting, permissions, or QuickBooks sync. Use the approved answer basis above, ask only the listed clarification question when needed, and end with the escalation rule when the issue cannot be resolved from documented checks.

Knowledge Record: Assets / Optionally sync to QuickBooks

record_id: LFS-assets-optionally-sync-to-quickbooks

primary_intents:

how_to_setup
when_to_use
workflow_design
troubleshooting
quickbooks_sync

Sample user utterances

How do I set up Optionally sync to QuickBooks in Lexul?
When should we use Optionally sync to QuickBooks?
Why is Optionally sync to QuickBooks not working or not showing?
Can Lexul handle Optionally sync to QuickBooks for our workflow?

Entities to extract

user_role
workspace
feature_area
quickbooks_version
sync_status
source_of_truth
customer_name
asset_name
billing_contact

Approved answer basis

Explains whether a Lexul asset should become a QuickBooks sub-customer. Use it when a serviced location must support QBO invoicing, job costing, or customer hierarchy. Before giving exact setup steps, confirm: Should this asset be synced to QuickBooks Online as a sub-customer. Then explain the recommended configuration, test with a sample record, and note this guardrail: If not synced, it can still support Lexul operational history but may not appear as a QBO job/sub-customer.

Configure when

a serviced location must support QBO invoicing, job costing, or customer hierarchy.

Ask before answering

Should this asset be synced to QuickBooks Online as a sub-customer?

Dependencies

Customer records
asset/service-location structure
user permissions
QuickBooks version confirmed
integration settings checked
source-of-truth rules defined

Role workflow

Office/admin maintains records; dispatcher selects records for work orders; technicians view relevant details; accounting uses billing data.

Permissions and visibility

Confirm the user role before giving edit instructions. Provide view-only guidance to technicians unless the customer has granted edit rights.

Known limits and guardrails

If not synced, it can still support Lexul operational history but may not appear as a QBO job/sub-customer.

Escalation rule

Escalate if data is missing after sync, accounting source-of-truth is unclear, or the user asks for accounting treatment.

Source URLs

Default response pattern

For questions about Optionally sync to QuickBooks, first identify whether the customer is asking about setup, fit, workflow design, troubleshooting, permissions, or QuickBooks sync. Use the approved answer basis above, ask only the listed clarification question when needed, and end with the escalation rule when the issue cannot be resolved from documented checks.

Knowledge Record: Assets / Create sub-assets (nested-assets)

record_id: LFS-assets-create-sub-assets-nested-assets

primary_intents:

how_to_setup
when_to_use
workflow_design
troubleshooting
quickbooks_sync

Sample user utterances

How do I set up Create sub-assets (nested-assets) in Lexul?
When should we use Create sub-assets (nested-assets)?
Why is Create sub-assets (nested-assets) not working or not showing?
Can Lexul handle Create sub-assets (nested-assets) for our workflow?

Entities to extract

user_role
workspace
feature_area
quickbooks_version
sync_status
source_of_truth
customer_name
asset_name
billing_contact

Approved answer basis

Nested assets support multi-level location/equipment structures. Use it when customers have parent sites with child areas, equipment, units, or departments. Before giving exact setup steps, confirm: How many levels are needed and what should be the parent asset. Then explain the recommended configuration, test with a sample record, and note this guardrail: Use only when hierarchy helps service history; avoid over-nesting simple one-location customers.

Configure when

customers have parent sites with child areas, equipment, units, or departments.

Ask before answering

How many levels are needed and what should be the parent asset?

Dependencies

Customer records
asset/service-location structure
user permissions
QuickBooks version confirmed
integration settings checked
source-of-truth rules defined

Role workflow

Office/admin maintains records; dispatcher selects records for work orders; technicians view relevant details; accounting uses billing data.

Permissions and visibility

Confirm the user role before giving edit instructions. Provide view-only guidance to technicians unless the customer has granted edit rights.

Known limits and guardrails

Use only when hierarchy helps service history; avoid over-nesting simple one-location customers.

Escalation rule

Escalate when the user reports unexpected system behavior, requests a workflow not documented in sources, or needs custom development.

Source URLs

Default response pattern

For questions about Create sub-assets (nested-assets), first identify whether the customer is asking about setup, fit, workflow design, troubleshooting, permissions, or QuickBooks sync. Use the approved answer basis above, ask only the listed clarification question when needed, and end with the escalation rule when the issue cannot be resolved from documented checks.

Knowledge Record: Assets / Work Orders

record_id: LFS-assets-work-orders

primary_intents:

how_to_setup
when_to_use
workflow_design
troubleshooting
quickbooks_sync

Sample user utterances

How do I set up Work Orders in Lexul?
When should we use Work Orders?
Why is Work Orders not working or not showing?
Can Lexul handle Work Orders for our workflow?

Entities to extract

user_role
workspace
feature_area
quickbooks_version
sync_status
source_of_truth
customer_name
asset_name
billing_contact

Approved answer basis

Shows work tied to a specific asset/site/equipment record. Use it when office users need location-specific service history or technicians need asset-specific context. Before giving exact setup steps, confirm: Is the user looking for work under the customer or under one asset. Then explain the recommended configuration, test with a sample record, and note this guardrail: If work is missing from an asset, confirm the work order was assigned to that asset.

Configure when

office users need location-specific service history or technicians need asset-specific context.

Ask before answering

Is the user looking for work under the customer or under one asset?

Dependencies

Customer records
asset/service-location structure
user permissions
QuickBooks version confirmed
integration settings checked
source-of-truth rules defined

Role workflow

Office/admin maintains records; dispatcher selects records for work orders; technicians view relevant details; accounting uses billing data.

Permissions and visibility

Confirm the user role before giving edit instructions. Provide view-only guidance to technicians unless the customer has granted edit rights.

Known limits and guardrails

If work is missing from an asset, confirm the work order was assigned to that asset.

Escalation rule

Escalate when the user reports unexpected system behavior, requests a workflow not documented in sources, or needs custom development.

Source URLs

Default response pattern

For questions about Work Orders, first identify whether the customer is asking about setup, fit, workflow design, troubleshooting, permissions, or QuickBooks sync. Use the approved answer basis above, ask only the listed clarification question when needed, and end with the escalation rule when the issue cannot be resolved from documented checks.

Knowledge Record: Assets / Documents

record_id: LFS-assets-documents

primary_intents:

how_to_setup
when_to_use
workflow_design
troubleshooting
quickbooks_sync
permissions_visibility

Sample user utterances

How do I set up Documents in Lexul?
When should we use Documents?
Why is Documents not working or not showing?
Can Lexul handle Documents for our workflow?

Entities to extract

user_role
workspace
feature_area
quickbooks_version
sync_status
source_of_truth
customer_name
asset_name
billing_contact

Approved answer basis

Asset documents keep site/equipment-specific files with the relevant location. Use it when manuals, site maps, photos, warranties, or access documents should follow a property or piece of equipment. Before giving exact setup steps, confirm: Should technicians see this document on every work order for this asset. Then explain the recommended configuration, test with a sample record, and note this guardrail: Inherited asset documents are visible on work orders based on permissions and are edited at the asset record.

Configure when

manuals, site maps, photos, warranties, or access documents should follow a property or piece of equipment.

Ask before answering

Should technicians see this document on every work order for this asset?

Dependencies

Customer records
asset/service-location structure
user permissions
QuickBooks version confirmed
integration settings checked
source-of-truth rules defined

Role workflow

Office/admin maintains records; dispatcher selects records for work orders; technicians view relevant details; accounting uses billing data.

Permissions and visibility

Confirm document visibility level. Technicians may view assigned/inherited documents but should not manage sensitive account-level files unless allowed.

Known limits and guardrails

Inherited asset documents are visible on work orders based on permissions and are edited at the asset record.

Escalation rule

Escalate when the user reports unexpected system behavior, requests a workflow not documented in sources, or needs custom development.

Source URLs

Default response pattern

For questions about Documents, first identify whether the customer is asking about setup, fit, workflow design, troubleshooting, permissions, or QuickBooks sync. Use the approved answer basis above, ask only the listed clarification question when needed, and end with the escalation rule when the issue cannot be resolved from documented checks.

Knowledge Record: Assets / Billing/Shipping address

record_id: LFS-assets-billing-shipping-address

primary_intents:

how_to_setup
when_to_use
workflow_design
troubleshooting
quickbooks_sync

Sample user utterances

How do I set up Billing/Shipping address in Lexul?
When should we use Billing/Shipping address?
Why is Billing/Shipping address not working or not showing?
Can Lexul handle Billing/Shipping address for our workflow?

Entities to extract

user_role
workspace
feature_area
quickbooks_version
sync_status
source_of_truth
customer_name
asset_name
billing_contact

Approved answer basis

Defines how asset addresses support dispatch, technician arrival, map view, and invoicing context. Use it when jobsite/location address differs from the billing customer address. Before giving exact setup steps, confirm: Which address should technicians drive to, and which address should be used for billing/shipping. Then explain the recommended configuration, test with a sample record, and note this guardrail: For QBO-connected assets, maintain the proper synced fields to avoid QuickBooks/Lexul mismatch.

Configure when

jobsite/location address differs from the billing customer address.

Ask before answering

Which address should technicians drive to, and which address should be used for billing/shipping?

Dependencies

Customer records
asset/service-location structure
user permissions
QuickBooks version confirmed
integration settings checked
source-of-truth rules defined

Role workflow

Office/admin maintains records; dispatcher selects records for work orders; technicians view relevant details; accounting uses billing data.

Permissions and visibility

Confirm the user role before giving edit instructions. Provide view-only guidance to technicians unless the customer has granted edit rights.

Known limits and guardrails

For QBO-connected assets, maintain the proper synced fields to avoid QuickBooks/Lexul mismatch.

Escalation rule

Escalate if data is missing after sync, accounting source-of-truth is unclear, or the user asks for accounting treatment.

Source URLs

Default response pattern

For questions about Billing/Shipping address, first identify whether the customer is asking about setup, fit, workflow design, troubleshooting, permissions, or QuickBooks sync. Use the approved answer basis above, ask only the listed clarification question when needed, and end with the escalation rule when the issue cannot be resolved from documented checks.

Knowledge Record: Assets / Visible in table view (Asset Name, Location, Contact Info, Phone, Email, Acti...

record_id: LFS-assets-visible-in-table-view-asset-name-location-contact-info-phone-email-acti

primary_intents:

how_to_setup
when_to_use
workflow_design
troubleshooting
quickbooks_sync
permissions_visibility

Sample user utterances

How do I set up Visible in table view (Asset Name, Location, Contact Info, Phone, Email, Acti in Lexul?
When should we use Visible in table view (Asset Name, Location, Contact Info, Phone, Email, Acti?
Why is Visible in table view (Asset Name, Location, Contact Info, Phone, Email, Acti not working or not showing?
Can Lexul handle Visible in table view (Asset Name, Location, Contact Info, Phone, Email, Acti for our workflow?

Entities to extract

user_role
workspace
feature_area
quickbooks_version
sync_status
source_of_truth
customer_name
asset_name
billing_contact

Approved answer basis

Explains asset list/map fields used to locate service locations and active/inactive sites. Use it when users need to search by asset name, location, contact info, phone, email, or active status. Before giving exact setup steps, confirm: Are they trying to find the billable customer or a specific service location. Then explain the recommended configuration, test with a sample record, and note this guardrail: Map view depends on complete and accurate location/address data.

Configure when

users need to search by asset name, location, contact info, phone, email, or active status.

Ask before answering

Are they trying to find the billable customer or a specific service location?

Dependencies

Customer records
asset/service-location structure
user permissions
QuickBooks version confirmed
integration settings checked
source-of-truth rules defined

Role workflow

Office/admin maintains records; dispatcher selects records for work orders; technicians view relevant details; accounting uses billing data.

Permissions and visibility

Confirm the user role before giving edit instructions. Provide view-only guidance to technicians unless the customer has granted edit rights.

Known limits and guardrails

Map view depends on complete and accurate location/address data.

Escalation rule

Escalate when the user reports unexpected system behavior, requests a workflow not documented in sources, or needs custom development.

Source URLs

Default response pattern

For questions about Visible in table view (Asset Name, Location, Contact Info, Phone, Email, Acti..., first identify whether the customer is asking about setup, fit, workflow design, troubleshooting, permissions, or QuickBooks sync. Use the approved answer basis above, ask only the listed clarification question when needed, and end with the escalation rule when the issue cannot be resolved from documented checks.

Assets Support Records

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