Product Release 3.59: Asset import for uncaptured spend, bulk user import & planned work template deletion

This release is mostly about removing the little bits of friction that slow teams down: managing planned work templates, raising quote requests, spotting duplicate work orders, filtering dashboards, importing records, and handling compliance at scale.

It is the sort of work that makes expansive feel cleaner to use when you are dealing with lots of sites, contractors, assets, users, documents, and the odd suspiciously familiar work order.

Feature Updates

Easier planned work template management

We have improved planned work templates so they are easier to tidy up and manage.

You can now delete planned work templates where the associated schedules have not yet created any work orders. This gives teams a safer way to remove templates that were created in error or are no longer needed, without affecting work that has already been generated.

You can also remove sites and schedules from within the planned work template area more easily. Instead of editing the full template, you can select the cross at the end of the relevant record.

• What changed: templates can be deleted where schedules have not spawned work orders
• What changed: schedules can be removed directly from the planned work template area
• Why it helps: less digging around in template settings just to keep planned work records tidy
• Anything to know: deletion only applies where associated schedules have not created work orders

Quote requests can now be raised more like work orders

We have improved the quote process so users can raise quote requests in a way that feels much closer to creating a work order.

Teams can now create request types with “only offer quote requests” enabled. When that request type is selected on the work order create form, users will be asked to choose the relevant contractors, set a quote due date, and add the summary and description used in the quote request.

• What changed: quote requests can be started from the work order create flow
• What clients can do now: create quote-only request types and request quotes from selected contractors
• Why it helps: fewer secondary steps, fewer manual handoffs, and a cleaner route from “we need a price” to “the right contractors have been asked”
• Anything to know: teams will need the right request types and workflow configuration set up before users can follow this flow 

Similar work orders are easier to spot

We have added a banner to the work order view screen when a work order is in triage or sourcing and similar work orders exist at the same site with the same service type.

From the banner, users can see how many potential duplicates exist, open a pre-filtered list of similar work orders, dismiss the banner, or mark the work order as “Not a duplicate”. When a work order is marked as not a duplicate, this is recorded in Activity.

Similar Work Orders is also available from the work order actions menu.

• What changed: a duplicate-check banner now appears for relevant work orders
• What clients can do now: quickly review similar work orders at the same site and service type
• Why it helps: fewer duplicate jobs slipping through, better triage, and a clearer audit trail when something has been checked
• Anything to know: the banner appears when the work order is in triage or sourcing

Bulk import uncaptured spend against assets

Uncaptured spend can now be imported against assets.

Previously, users had to add asset-related spends individually. This update makes it easier to bring larger volumes of spend data into expansive without the slow manual entry bit.

• What changed: uncaptured spends can be imported against assets
• What clients can do now: add asset-related spend records in bulk
• Why it helps: saves time and makes asset spend records easier to keep up to date

Bulk user import

Users can now be added in bulk.

Teams can download a template, populate it, and re-upload it to create new users. This should make onboarding new teams, sites, or client groups much quicker than adding each person one by one.

• What changed: users can be imported in bulk using a downloadable template
• What clients can do now: prepare user details outside expansive and upload them together
• Why it helps: less repetitive admin when setting up multiple users

Auto-complete compliance pass

We have improved the compliance workflow for high-volume compliance work orders.

On a statutory planned work template, users can turn on “Auto-complete compliance pass”. When this is enabled, if a contractor submits a compliance document as “Pass” or “Pass with recommendations”, the system can automatically close the work order.

This is useful where teams manage a large number of compliance PPMs and do not need to manually review every single passing document before closure. Some teams may still choose to audit a sample afterwards, depending on their process.

• Toggle on + correct workflow: auto-close works
• Toggle on + workflow missing that step: the option still appears, but the work order will not auto-close

The compliant date is set on closure through the workflow action class.

RAMS can now be disabled

RAMS can now be disabled when they are no longer in use.

Users can do this when managing RAMS against a work order, or from the contractor record within the RAMS tab.

• What changed: RAMS can be disabled
• What clients can do now: retire RAMS that should no longer be used
• Why it helps: keeps available RAMS cleaner and reduces the chance of selecting outdated documents

Parts order numbers added to supplier notifications

Parts ordering notifications now include parts order numbers.

This gives suppliers a clearer reference when identifying the requested part, which should make the order easier to recognise and process.

• What changed: parts order numbers are included in notifications
• What clients can do now: give suppliers a clearer reference automatically
• Why it helps: fewer back-and-forth checks when suppliers are matching requests to orders

This release is about making the everyday jobs a bit less manual: fewer clicks, cleaner records, better visibility, and less time spent nudging processes along by hand. Good FM software should not make you feel like you have taken on a second admin job.