How to register PPE

Practical workflow to register PPE types and PPE in Smartosh. The complete functional manual details each field.

PPE Type versus PPE

• PPE Type: generic record (template / family). Every specific PPE is linked to a type.
• PPE: specific record (brand, model, etc.); it may share the name with the type, but the type remains the logical parent.
• For any PPE issue, a size defined in the PPE is required.

Summary in three steps

1. PPE Type (if it does not exist): register it and Save.
2. In that type, tab PPE → New → complete the PPE → Save.
3. In the PPE, tab Sizes → Assign sizes → select one or more → Accept → Save.

Register a PPE type

Paths:

• Organisation → PPE Types → New.
• Or PPE → Settings → PPE Types → New.

Complete the mandatory fields and Save.

Commonly used fields

Field	Use
Category / Type of protection	Classification.
Code / Name	Identification.
Features	Brief description.
Employees	Calculated: how many have this type.
Active	If unchecked, deactivation logic applies (see below).
Tags	Additional grouping.

Uncheck Active in the PPE type

• The type becomes inactive: it cannot be linked to positions, roles, activities, etc.
• The PPE of that type become inactive and are not offered for issue in requirements.
• Minimum stock controls for the sizes of those PPE are deactivated; the SmartStatus for purchase due to minimum stock stops being generated.
• No new automatic requirements or their SmartStatus are created for employees covered by that type.
• Existing requirements remain but become inactive (no new automatic renewals or SmartStatus); in filters like “View active” you will see Inactive status, except Not started, which is removed.

Re-check Active in the type

• Type and PPE of the type become active again and can be linked / issued according to rules.
• Minimum stock and purchase SmartStatus are reactivated when appropriate.
• Automatic requirements and SmartStatus are generated again where applicable.
• Requirements in states Requested, Issued, Cancelled, Completed and Closed become active again with their renewal logic and visibility in “View active”.

Tabs of the PPE type

Tab	Function
PPE	Registration and consultation of specific PPE of this type.
Responsibilities	Issue, inspection, maintenance, renewal.
Relations	Positions, roles, activities, equipment, chemical agents, employees; view All entities.
Applicable standards	Regulations associated with the type.
Reports and attachments	Documentation and images.
Courses	Training linked to the type.

Register a PPE

Paths:

• PPE → PPE → New.
• Or Organisation → PPE Types → open the type → tab PPE → New.

Complete and Save.

Common PPE data

PPE Type (mandatory in the manual’s logic), Name, Code, Brand, Model, Active, Unit cost, Usage conditions / particulars, Features / protection level. The rest is completed in tabs.

Uncheck Active in the PPE

• PPE becomes inactive; it does not appear for issue in the detail of a requirement.
• Minimum stock of its sizes is deactivated; no SmartStatus for inspection, maintenance, renewal and purchase linked to that PPE are generated.

Reactivate Active in the PPE

• PPE active again and available for issue.
• Minimum stock of sizes active again; when appropriate, SmartStatus for purchase due to minimum stock.

Tabs of the PPE

Tab	Function
Sizes	Assign sizes to the PPE. Essential for issues.
Responsibilities	Who purchases.
Documentation	CE, declaration of conformity, technical sheet, manual.
Applicable standards	Regulations in the PPE.
Reports and attachments	Files and images.
Relations	Company, centre, section, position, employee (scope of the PPE).

Caution

Without an assigned size in the PPE, a PPE issue cannot be registered.

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Source: DM-SO-22-076 “How to register PPE”, version 1.1, 12/11/2025.