ASSETS

The Assets page is a comprehensive tool designed to help you manage and track all your assets effectively. Here, you can view detailed information about each asset, add new assets, and ensure all assets are maintained in optimal condition.

Below is a detailed guide to help you navigate and utilize the assets menu effectively.

Key Sections:

1. Add Asset
2. View/Edit Asset
3. Create Work Order from Asset Page
4. Import Assets 

The top panel consists of a Search field, an Add Asset button to add new assets to the system. The three vertical dots next to the button gives options to view/edit/delete, see the history of an asset in the system, or import assets(.csv file) to the system. 

Lets dive into each of the options in detail.

Search for an Asset:

The Search Field(1) allows you to search for any asset using a keyword from any of its fields. The keyword can be part of name, type, category, location, status, or any other relevant asset detail (such as type, description, serial number, manufacturer – which are not displayed in the list but can be viewed in asset details). The results will automatically update to show assets that match the entered keyword.

In the example below, you can see that 'EMEA' is in the search field and the list displays results with 'EMEA' in any of the fields as marked in green box.

Add an Asset

Click on the 'Add Asset' button located on the top right to create a new asset in the system. This will open the Add Asset form.

Step 1: Upload an Asset Image (Optional): Click on the “Select an image” placeholder, choose an image file from your computer to visually represent the asset being added. You can either drag and drop an image file or choose ‘Click to Browse’ and upload from a folder on your computer.

Step 2: Fill in Asset Details

• Name*: Enter the name of the asset.
• Description: Provide a detailed description of the asset, including any specifications.
• Serial Number: Enter the unique serial number (if available) of the asset.
• Type: Specify the type of asset (e.g., machinery, equipment, software).
• Category: Select the category from the dropdown menu (Categories created in Administration > Categories).
• Model: Enter the Model name or number of the asset.
• Manufacturer: Specify the manufacturer of the asset.
• Location: Click on '+ Locations' to open the tab with list of locations and their respective sublocations to choose from.

*- Required Fields

Locations Tab:

You can expand any location to see its sub-locations, click on the location you want to choose and click 'Select'.

Step 3: Users and Teams (Optional)

• Go to the ‘Users and Teams’ tab if you need to assign the asset to specific users or teams.
• Click on ‘Add User’ or ‘Add Team’ button to select the users or teams from the list.

You can click on the '-' next to the user or team name to remove them.

Step 4: Attach Files (Optional)

• Go to the ‘Files’ tab to upload any relevant documents related to the assets, such as manuals, maintenance records, or purchase receipts. 
• Click ‘Add a File’ to upload documents from your computer. You can either drag and drop a file or ‘Click to Browse’ to find a file on your computer and upload it.

Note: We currently support all file formats. Any changes in the future will be notified. 

View Asset 

You can click on any asset in the list to see more details about the asset and create a work order for the asset directly. 

You can view a total of 6 tabs when you view an asset.
1. Details: Here you can view the information about the asset such as its description, serial number, the status of its alarm, etc. 
2. Users and Teams: You can view the users/teams assigned to this asset (if any).

3. Work Orders: All work orders (open/completed) assigned to the asset can be viewed here. Click on the 'eye' icon next to the work order to view more details about the tasks attached to the work order.

4. Files: Any files associated with the asset can be viewed here. 

5. Routes: If the asset is assigned to any active route, you can view the details here.

6. Notes: This can be used as a means of documented communication between the administrator and field operators regarding the asset.

Edit Asset

To ensure information in your asset inventory remains accurate and up-to-date, you can easily edit asset details. 

Check the box next to the asset you want to edit. Click the three vertical dots located at the top right corner next to the 'Add Asset' button and select 'Edit' from the dropdown menu. 

You can also open edit mode by clicking on the required asset and selecting 'Update' on the top left of the tab. 

When you enter edit mode for an asset, only certain tabs are available for modification. Here's what you can do in edit mode.

1. You can update fundamental information about the asset to keep it accurate and relevant.

2. You can add or remove users and teams associated with an asset.

3. You can view all the work orders associated with the asset.

4. You can view, add or remove files attached to the asset.

Click on the '-' to remove the file from this asset.

5. You can view previous notes(if any) about the asset and add more comments if needed.

Once you click 'Submit', the new note is added with the account user's name and timestamp.

After reviewing/making changes to the asset, click on 'Update' on the bottom right of the menu to save changes. 

Create Work Order from Asset Menu

You can create a work order from asset page directly. When you find out that the asset might be alarmed, or you find any notes from the field operators about the condition of the asset prompting for a work order.

Click on the asset and click 'Create Work Order' which will redirect you to the Work Orders page with the Work Order form opened on the right. 

You would then fill out work order details and add tasks as required. You can review Create a Work Order section for more detailed explanation.

Import Assets

The import asset feature allows you to add multiple assets quickly and efficiently by uploading a CSV file. 

To do this, click on the three vertical dots located on the top right corner next to the "Add Asset" button to open the dropdown menu and select "Import" from the options.

A file upload dialog opens asking you to browse and select the desired CSV file. Choose the CSV file from your computer that contains the asset data you want to import.

Ensure your CSV file has the following columns:

1. Name

2. Description

3. Serial Number

4. Type

5. Model

6. Manufacturer

After selecting the file, a confirmation dialog will appear, asking you to confirm the import of assets. 

Review the number of assets to be imported and click 'Yes' to proceed or 'Cancel' if you need to make changes. Once the import is complete, navigate back to the Assets page to verify that the assets have been successfully added to your inventory.

Tips for Using Assets Menu

1. Quickly locate specific assets by using the search bar to enter keywords related to the asset's name, type, category, location or status.
2. Update asset information to ensure all relevant data is up-to-date and accessible to the right personnel.
3. Easily access Work Orders attached to a specific asset.
4. Save time by using "Import" feature to add multiple(up to 1000) at once via a CSV file.
5. Keep a detailed log by adding comments or observations in the "Notes" tab. This can include maintenance history, performance issues or any relevant updates.