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Mapping

An Asset / Component Group Mapping document controls which templates, check types, and configuration options are available when working with a particular type of asset. Understanding mapping documents is important for anyone configuring daily drivers, requests, work orders, or risk assessments in Formbird FLEET.

Asset Groups

Every asset in Formbird FLEET is created from an Asset Template — for example, Passenger Vehicle or Heavy Vehicle - Truck. All assets created from the same template belong to the same asset group, and share a single mapping document that controls their configuration. For more on asset templates, see Asset Templates.

Within each template, assets can be further organised by category — for example, the Passenger Vehicle template might include categories such as Sedan, Utility, and 4WD. Each category can have its own mapping document that adds checks specific to that category, on top of the base template mapping. For example, a Utility category mapping might include tray and load area checks that are not relevant to a sedan. Category-specific checks appear in addition to those on the base template mapping — not instead of them.

You can identify which group an asset belongs to by looking at the Asset Type field on the asset. The Asset Type is a combination of the asset's template and its category — for example, a Passenger Vehicle template with a Utility category would appear as Passenger Vehicle - Utility. Categories are configurable per organisation, so the exact values will vary between environments.

[SCREENSHOT: The Asset Type field on an asset, showing the group name]

Every asset template must have a corresponding mapping document. If an asset's group has no mapping document, features that depend on it — such as Daily Driver checks or repair types — will not work correctly for those assets.

What a Mapping Document Controls

A mapping document determines what options are available to a user when they are working with an asset in that group. Specifically, it controls:

Area What it configures
Repair Types Which repair types are available when raising work against an asset in this group. Repair types can also have their own checklists.
Daily Driver Checks Which pre-start checks appear on the Daily Driver check sheet for assets in this group.
Risk Assessment Checks Which checks are available on Risk Assessment work orders or questionnaires for assets in this group.
Asset Verification Checks Which checks appear on Asset Verification Inspection work orders for assets in this group.
Allocation Checks Which checks appear on allocation checklists for assets in this group.

For instructions on configuring each area, see: - Configuring Daily Drivers - Creating and Scheduling Requests - Completing a Work Order

Finding a Mapping Document

  1. From the System Administrator Menu, open the Configuration dropdown and select Asset / Component Group Mappings.
  2. The page lists all mapping documents. Use the column filters to search by name.
  3. Select the document name to open it.

To identify which mapping document applies to a specific asset, check the asset's Asset Type field and look for the matching document name.

Creating a New Mapping Document

The base mapping documents included with Formbird FLEET cover each asset template — one document per template type. You can create additional mapping documents for specific categories within a template to add checks that apply only to assets of that category.

Creating a Category Mapping Document

A category mapping document adds checks for all assets that share the same template and category. For example, a Passenger Vehicle - Utility mapping could include tray inspection and load area checks that are not relevant to a sedan.

The category must already exist in the system before the mapping can be created. See Tags for information on creating categories.

Note: If a category is used across multiple asset templates, a category mapping will apply to assets from all of those templates. Check which templates use the category before configuring checks, to avoid unintended changes to other asset types.

  1. From the System Administrator Menu, open the Configuration dropdown and select Asset / Component Group Mappings.
  2. Select New Document.
  3. Select the Asset Template the mapping applies to (e.g. Passenger Vehicle).
  4. Select the Category the mapping applies to (e.g. Utility).
  5. Configure the relevant checks.
  6. Save the document.

Checks on a category mapping appear in addition to those on the base template mapping.

Creating a Mapping for a New Template

A new base mapping document is required whenever a new Asset Template is added. This is an advanced configuration task typically performed as part of initial setup. Contact Formbird Support for assistance.

Single Asset Mapping Documents

In addition to the group-level configuration, individual assets can have a Single Asset Mapping document that extends the group's configuration for that asset only. Single Asset Mapping documents are created from within the group's mapping document.

Single Asset Mapping is currently used for Daily Driver checks. Checks configured on a Single Asset Mapping document appear on the Daily Driver in addition to the group's checks — not instead of them. See Configuring Daily Drivers for details.

Published: April 2026 · Formbird FLEET 4.2.8