Search Asset

Introduction

From the Asset Search page, you can search for an Asset that is in the system, filter through contact or export a list of contact as a .pdf or an excel file, add tags to an asset, clone an asset, create a task for an asset, and set an asset as available & unavailable.

Asset Drill Down

Asset drill down allows you to filter down the asset that you see in the search table based on the category. E.g. clicking Electrical services will filter down the Asset search table to only show assets associated with Electrical services

Asset Sort

Sort Assets

You can also sort items by grouping them; to do this drag the column header that you wish to group into the blue box above the columns. This will sort the Assets into groups defined by the column header, an example is shown below. I chose to sort the Assets by Job Title so dragged it into the blue box above the columns, as you can see the Assets have now been grouped by Job Title.

To change the order that the Assets are displayed in click the column header that you wish to organise by. Clicking once will arrange them in alphabetical order defined by the information in that column; an example is shown below.

Functional Buttons

Functional Buttons

1. Column Selector, controls which columns are visible within the search results
   
2. Export allows you to export the search table to a number of file formats. When exporting to CSV, XML, and Excel (Import) all fields will be exported regardless of whether or not they appear in the search table; when exporting to Excel or PDF only columns displayed in the search table will be exported.
   
3. Select Classification utilises the Property Type filter in the right-hand pane. The pane can be open & closed by selecting this option
   
4. Custom Filters allows you to conduct a more detailed search of the property records; for more information on how to use this function see Custom Filters.
   
5. This will remove all column and custom filters, and restore any default search filters such as hiding obsolete records
   
6. User-Defined Columns allows you to add a column of your own design to the property record table; for more information on this function see UDC.
   
7. Shelve selected Asset
8. Clear Shelf and Shelve selected Asset Record 
9. Go to Shelf
10. Add Tags allows you to assign a tag to the currently selected asset so that users can search for related records by their tags; this button is only available after selecting an asset.
    
11. Clone allows you to create an exact copy of the currently selected asset; this button is only available after selecting an asset
    
12. Add Record Link allows you to link an asset to another record e.g. linking it to a certain contact; this button is only available after selecting an asset
    
13. Create Task for Asset allow you to create a task and assign it to the currently selected asset; this button is only available after selecting an asset
    
14. Add Child Asset allows you to create a child asset for the currently selected asset; this is only available after selecting an asset
    
15. Set as Unavailable will set the currently selected asset as unavailable; this button is only available after selecting an asset
    
16. Set as Available will set the currently selected asset as available; this button is only available after selecting an asset

Once you have selected a record (or multiple) you can click add tags which will bring up this menu;

Any tags that are associated with the asset record you have selected will be displayed before the add tag button . When selecting multiple records it will only display the tags that are already associated with all of the records that you have selected.

To add a tag simple click add tag and type in the tag you want to associate with that record. When typing, tags that are already being used in the system will appear in a dropdown beneath the text box. To remove a tag simply click the cross next to the tag. When you have finished adding the tags you want, click save to add the new tags to the record or cancel which will take you back to the search but will not apply the tags.

Once you have selected a record (or multiple) you can click create link which will bring up this menu;

From here you can create links between the asset record you selected and any other in the system. Any record links that are associated with the asset record you have selected will be displayed under the search box. When selecting multiple records it will only display the record links that are already associated with all of the records that you have selected.

To create a link simply search for the record in the search box and select it from the dropdown that appears. To remove a link simply click the cross next to the link. When you have finished adding the links you want, click Save to add the new links to the record or cancel which will take you back to the search but will not apply the links.

Once you have selected an asset (you cannot select multiple) you can click create a task. This will take you to the task creation page with the associated asset already filled in. Creating a task for that will set the asset as unavailable.

Once you have selected an asset (you cannot select multiple) you can click add detailswhich will take you to the add details page and will allow you to create a child asset of that asset. The add details page has the same format as the Create Asset page, however, the quantity is automatically set to one and cannot be changed. Also, the information from the Asset record is pre-populated into the relevant fields. When you have filled in the data and you are happy with it, you click save and it will create a child asset with a quantity of 1 and take 1 away from the total for the parent asset. If at any point you want to cancel this click cancel at the bottom of the page and it will take you back to the asset search.