Asset Record

Introduction

When you have selected & created an Asset you will be taken to that Asset's information page. On that page there are 7 tabs; General, Documents, Photo gallery, Questionnaires, Issues, Links and Tasks.

 

General Details

When you have selected & created an Asset you will be taken to that Assets information page.

To add a new profile picture for an Asset click on the ‘Image Coming Soon’ box; this will open the page shown below. Please note, you will only be able to add a picture to an asset record that is not obsolete.

Before uploading the document you must choose a library that the document will be stored in; to select a library simply click the tick box next to the library in which you wish to store the document, you can select as many libraries as you require. You will be unable to click on the ‘Add’ button until you have selected a library in which to store the document.

Once you have selected your library click on ‘Upload Document’; this will open a link to your PC from which you can choose an image to upload. You can give the image a version number to let other users know which version of the image you are using. You may wish to add a link to the image; to do this start to type the name of the link that you wish to add into the ‘Search Records box, this will generate a drop down menu from which you can select the link. Once selected the links will appear below the search bar; to delete the link click on the red cross next to the link that you wish to remove.

When you are ready to upload the image click on ‘Add’, this will update your profile picture to the new image and store the image in the library that you selected. Clicking on ‘Cancel’ will return you to the asset record without changing the profile image.

Asset Record Tabs

On the top of the Asset Record page there are 8 tabs; General, Documents, Photo Gallery, Audit, Questionnaires, Issues, Links and Tasks.

Under the General tab, you can see all of the information on that Asset as well as any tags that are assigned to that Asset. You can also add a tag to that Asset which allows them and anyone else to be looked up by searching based on that tag. To add a new tag simply click Add Tag and then start typing the tag you want to assign and select it from the dropdown that appears or to create a new tag type out the new name that you wish that tag to have.

Functional Buttons

At the top right-hand corner of this page there are the function buttons;

1. Edit Record allows you to edit the currently selected record

2. Add linked records widget allows you to create a widget on the asset general details tab which compares any entity on the site against the record you are currently viewing via the dropdown.
3. Create a Task for the Asset
4. Replacement specification
5. Set as unavailable will allow you to set a current asset as unavailable for a duration of time
6. Create Service request
7. Favourite Record will favourite the record so that it will show up under favourites on the top bar
8. Add child asset allows you to add additional child assets to the current asset record
9. Clone asset will clone the asset with its own unique identifiers
10. Export to file will export the Asset to CSV, EML or Excel (import)
11. Obsolete the record

Add record search widget

Clicking will allow you to add a search record on to the widget which will allow you to see a table of all related records of a specific type e.g. all related contacts (you can also have a generic search widget which will show you all of the records of that type, not just the ones linked to this record).

To delete a Search widget from an asset record click in the top right-hand corner of the widget

Set as unavailable

Clicking  will bring up a pop up menu like this:

Once you have given the date which the asset will be available again and reason for its unavailability you can click save and it will set the item as unavailable. This will be shown on the general details tab and the button will become allowing you to set the item as available early.

Add child Asset

Clicking 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.

Clone

Clicking will take you to the asset clone page with all the details of the previous asset filled out (with the exception of the name having “-copy” at the end). Clicking create on this form will create an identical copy of with all of the same links, Tags etc.