Assets

An “asset” represents a part or component, equipment assembly, facility, or hierarchy node.  An asset can exist at any level and is required to capture relevant data, such as work orders, documents (SOPs, manufacturer certificate), and maintenance plans.

Search for an asset

1. Expand “Assets” on the sidebar navigation.
2. Select one of the list options:
   • “My Favorites” will display the list of assets that you indicated as your favorites.
   • “Active” will display the list of assets with a status of Active.
   • “Search” will allow you to populate the data filter fields where applicable, or leave blank to view all asset records. Select “Search Data” upon completion to view results.

Search Tips

• Expand the “Data Filters” section to limit the results based on specific fields.
• Select “Refresh List” to load an updated list; alternatively, select “Reset” to clear all of the filters.
• Select the “copy” icon to copy a search URL to your clipboard for bookmarking or later use.
• Select column headers to sort by column, alphabetically.

Add a new asset

1. Expand the “Assets” menu on the sidebar navigation.
2. Select “New” to add an asset.
3. Select the type of asset that you are creating.
4. Populate the fields.  Data fields with an asterisk (*) are required.
5. Select “Save” upon completion.

For instructions on how to bulk load assets, see Asset Import.

Basic information

Populate the fields:

• Name*: Enter the asset name.
• Alternate Name: Enter an alternative identifying name.
• Status*: Defaulted to Active. You may change the status when assets are no longer actively managed.
• Model: Select the asset’s make and model combination. This field will appear only if manufacturers and models are loaded for this asset type.
• Serial Number: Enter the asset’s serial number (if known).
• Tracking Code: Enter the asset’s tracking code (if known). Assetas will display a QR Code specific to this asset which encodes the tracking code information. If no tracking code is provided, the system will display a QR Code directing the user to the record’s URL.
  • After entering and saving a Tracking Code, the Encoder tool will become available to Asset Administrators to generate varying formats.
  • If “Auto-Number Tracking Code” is toggled on at the asset type level, this field will auto-populate with the next available unique sequential number across all asset types.
  • When searching for an asset, enter a full or partial Tracking Code to return all records that contain the criteria.
• In-Service Date: Enter the date the asset was placed into service.
• Retired Date: Enter the date the asset was taken out of service, if applicable.
• Description: Enter a text description of the asset.
• External Identifier: Enter a unique identifier that represents this record in an external system.
• Tags: Enter keywords to quickly describe the asset.  Tags can be used to create searchable connections to your record.
  • Tags can be used to create searchable connections to your record.  For example, tag a vendor with helpful descriptions.
  • Press “Enter” after each tag to create multiple tags.
• Comments: Enter your comments or notes for the asset.  Comments are intended for your internal use.

Asset Tips

• Choose a name that is unique throughout your company.  The asset name is referenced in asset dropdown menus, which are sorted numerically and then alphabetically.
• Some of the fields above (like the service dates) may not appear for every asset type. These are controlled at the Asset Type level in the Configuration menu under Lists & Types. This also applies to the following sections, such as the  Coordinates and Address sections.

Photo

Upload a photo of the asset.  This can be used for identification and verification.

• Upload the photo: Choose the image to upload.
  • Acceptable photo file types are determined by the browser. Generally, the following files types are typically accepted: JPEG, GIF, PNG, and BMP.
• Also Attach as Document: In addition to using as the asset photo, also attach as a document associated with the asset. Defaults to yes.

Manage asset details

1. Locate the asset record and select the View/Edit button for the desired asset.
2. Select the “Edit” button in the Details section.

Address

Optionally, enter the address of the asset.

• Type: Select the address type, such as physical or mailing.
• Street Line 1: Enter the street number and name as registered with the post office.
• Street Line 2: Optionally, enter the second line of the street address.
• City: Enter the city name.
• State: Select the state from the drop-down list.
• Postal Code: Enter the postal code.
• County: Select the county.
• Country: Defaulted to the United States of America.

Manage addresses

1. Locate the asset record and select the View/Edit button for the desired asset.
2. To the right of each address, under the Address section’s Actions menu, you may:
   • Map this address.
   • Geocode this address into a new location.
   • Edit this address.
   • Delete this address.

Locations

Optionally, enter the GPS coordinates of the asset.  GPS coordinates are helpful for driving directions to a remote location or new developments where the street names may not be available yet.

• Type: Select the type of location data, such as front or center.
• Geocode:  Toggle on to automatically calculate the location data based on the address entered.
• Latitude: Enter the latitude.
• Longitude: Enter the longitude.

Coordinate Tips

Find GPS coordinates using Google Maps.  While viewing a Google Map of the desired location, click once to create a location pin drop and click a second time to convert the pin drop to display the coordinate data.

Manage locations

1. Locate the asset record and select the View/Edit button for the desired asset.
2. To the right of each location, under the Location section’s Actions menu, you may:
   • Map this location.
   • Edit this location.
   • Delete this location.

Correspondence

Correspondence records capture communication and serve as an audit trail for decision points and discussion notes. 

• Date*: Enter the date and time of the correspondence.
• Type*: Enter the type of correspondence (e.g., Phone, Email).
• Contact*: Select the correspondence contact.
• Description: Enter the description of the correspondence.

Manage locations

1. Locate the asset record and select the View/Edit button for the desired asset.
2. To the right of each correspondence, under the Correspondence section’s Actions menu, you may:
   • Edit this correspondence.
   • Delete this correspondence.

Lock or unlock an asset

A locked asset allows users with appropriate access to view the asset details, while users with appropriate access can both view and edit an unlocked asset.

1. Locate the asset record and select the View/Edit button for the desired asset.
2. Toggle the “Lock” or “Unlock” button in the Details section.

Change photo

This tool allows the user to change or remove the thumbnail used for an asset. It also allows the user to upload the new photo as a document associated to the asset.

1. Locate the asset record and select the View/Edit button for the desired asset.
2. Select the “Change Photo” button below the thumbnail or default icon.
3. Populate the fields. Data fields with an asterisk (*) are required.
   • Choose the new photo to use*: Choose whether to not use a photo (default icon instead), upload a photo of the asset, or use a camera to take a photo of the asset.
   • Photo to Upload: Choose the photo to upload. This is only visible if ‘Upload a photo…’ is chosen above.
     • Note, acceptable file types are determined by the browser. Generally, the following are accepted: JPEG, GIF, PNG, and BMP.
   • Also Attach as Document: In addition to using as the contact photo as a thumbnail, toggle to also attach to the contact as a document. Defaults to yes.
   • Take Photo: Takes a photo using a device camera. Can be repeated before saving a photo. This field is only visible if ‘Use your webcam…’ is chosen above.
4. Select “Save” upon completion.

Add attributes

Attributes are custom fields to capture additional data points, such as operating parameters, physical characteristics, or operational guidance.

1. Locate the asset record and select the View/Edit button for the desired asset.
2. Select the “Edit” button in the Attributes section.
3. Populate the fields per the data type validations.  Data fields with an asterisk (*) are required.
4. Select “Save” upon completion.

Attribute Tips

For asset attributes that are configured for data types of Date, Time, or DateTime, double-clicking (or double-tapping if on a phone or tablet) the calendar or clock icons to the right of the question will auto-fill the data to the current date and/or time.

Edit attributes

1. Locate the asset record and select the View/Edit button for the desired asset.
2. Select the “Edit” button in the Attributes section.

Depreciation

The depreciation section calculates the depreciation expense throughout the asset’s useful life. Toggle between Chart and Table view to visualize the depreciation over time.

1. Locate the asset record and select the View/Edit button for the desired asset.
2. Select the “Add” button in the Depreciation section.
3. Populate the fields.  Data fields with an asterisk (*) are required.
   • Depreciation Method*: The depreciation method for this asset. Select from Declining Balance, Straight Line, and Sum-of-the-Years’ Digits methods. 
   • In-Service Date*: The date this asset was placed into service. This defaults to the Active Date of the asset.
   • Purchase Price*: The purchase price of the asset.
   • Salvage Value*: The salvage value of the asset after its useful lifetime.
   • Useful Life*: The estimated number of years the asset is likely to remain in service. 
   • Depreciation Factor: The depreciation factor at which an asset is depreciated across its useful life. For example, 1.5 for 150%, 1.75 for 175%, 2 for 200% (double-depreciation), etc.
     • Note: This field only appears after selecting Declining Balance as the Depreciation Method.
   • Convention*: The convention to use when prorating the depreciation for the in-service year.
   • Round Dollars: Toggle on to round the depreciation schedule amounts to the nearest dollar.
   • Comments: Any comments pertaining to the depreciation schedule.
   • External Identifier: A unique identifier that represents this record in an external system.
4. Select “Save” upon completion.

Manage depreciation

1. Locate the asset record and select the View/Edit button for the desired asset.
2. Under the Depreciation section you may:
   • View the depreciation schedule in a Chart or Table view. 
   • Print the depreciation schedule.
   • Export the depreciation schedule in a formatted report or a data-only export.
   • Edit the depreciation schedule.
   • Delete the depreciation schedule.

Add associated assets, contacts, or documents

Associations allow you to link records in various combinations to capture relationships.

1. Locate the asset record and select the View/Edit button for the desired asset.
2. Select the “Add” button in the desired Associated records section.
3. Populate the fields.  Data fields with an asterisk (*) are required.
4. Select “Save” upon completion.

Associated Records Tips

Asset associations can be created with other assets, contacts, or documents.  Associations can be created at either the parent or child record. Here are common uses of association records.

1. Associated assets capture the varying ways assets are related to each other, such as how product flows from one point to another or operational relationships, such as meters, drivers, and control devices.
2. Associated contacts track who is responsible for the asset in various roles, such as facility foreman, technicians, and maintenance vendors.
3. Associated documents capture operational or regulatory documents such as permits, maintenance plans, and photos.

Manage associations

1. Locate the asset record and select the View/Edit button for the desired asset.
2. To the right of each association, under the corresponding Actions menu, you may:
   • Download this association. (Available only for Associated Documents)
   • Edit this association.
   • Delete this association.

Add telemetry tags

Telemetry tags allow you to link telemetric data to an asset record. By setting a telemetry tag, you may import telemetric data automatically through a Scheduled Job or manually via a Data Import.

1. Locate the asset record and select the View/Edit button for the desired asset.
2. Select the “Add” button in the Telemetry Tag section.
3. Populate the fields.  Data fields with an asterisk (*) are required.
   • Tag: Enter a tag name that is unique to the asset and the type of telemetry being captured (e.g., ElmWell01.DailyGasVolume).
   • Telemetry Type:  Choose the appropriate type of data being captured. Please note that an asset cannot have two tags with the same telemetry type if the units are also the same. For example, if collecting a daily temperature range with two telemetry tags, set one with a telemetry type of ‘High Temperature’ and the other with a telemetry type of ‘Low Temperature’.
   • Unit of Measure:  Choose the corresponding unit for measuring the telemetry data.
   • Time Zone:  Choose the appropriate time zone that will be used for dates of all reported telemetry.
   • Comments:  Enter your comments or notes for the asset.  Comments are intended for your internal use.
4. Select “Save” upon completion.

Manage telemetry tags

1. Locate the asset record and select the View/Edit button for the desired asset.
2. To the right of each telemetry tag record, under the Telemetry Tag section’s Actions menu, you may:
   • View the most recent telemetry using this asset’s telemetry tag.
   • Edit the telemetry tag.
   • Delete the telemetry tag.

View all telemetry

To view all existing telemetry, select the thermometer icon to the left of the ‘Add’ button in the Telemetry Tag section. This will open a new window of recent telemetry for this asset, including all telemetry associated with a telemetry tag and without a telemetry tag. To view telemetry for individual telemetry tags, select the icon in the Actions menu to the right of the telemetry tag.

Add telemetry anomaly detection

The Telemetry Anomaly Detection section allows users to define univariate or multivariate anomaly detection analyses for each telemetry type related to the asset.

Assetas detects anomalies in time series data, given a set of parameters defined by the user. Assetas recommends the following best practices for a successful anomaly detection analysis:

• At least 12 data points are required for an anomaly detection analysis, with a maximum of 8,640 data points allowed in a single analysis run. If a wider range of data is selected, only the most recent 8,640 data points will be analyzed.
• If the data are seasonal, for an accurate analysis, please supply at least 2 periods of seasonality. For example, if the data are on a weekly cycle, please provide at least two weeks’ worth of data. If the seasonality is annual, please provide at least two years’ worth of data.
• The data should be periodic and evenly dispersed; for example, hourly data should be supplied at every hour throughout a 24-hour period, rather than 5 data points at 1:00 AM and 2 data points at 5:00 AM.
• Over the range of data, up to 10% of data points may be missing. If a larger proportion of data are missing, the analysis likely will not be accurate.

Creating a Telemetry Anomaly Detection configuration will automatically create a Scheduled Job with a type of Telemetry Anomaly Detection, which will default to run manually. The analysis may be scheduled to run at a regular frequency at the Scheduled Job. Assetas recommends manually re-running analysis from the Asset details page rather than from the Scheduled Job.

• Locate the asset record and select the View/Edit button for the desired asset.
• Select the “Add” button in the Telemetry Anomaly Detection section.
• Populate the fields.  Data fields with an asterisk (*) are required.
• Choose the type of anomaly detection to use*: Select from Univariate or Multivariate. For Multivariate, a model needs to be defined in Configuration -> Lists -> AI/ML Models.
  • Anomaly Detection Model*: Select the model to use for the Multivariate analysis. This field is visible when Multivariate is selected as the type of Anomaly Detection.
  • Telemetry Type*:  The type of telemetry to analyze. This field is visible when Univariate is selected as the type of Anomaly Detection.
  • Date Range*:  The range of data to analyze.
    • Assetas recommends defaulting this field to the ‘All Dates’ selection so that the most recent 8,640 data points are analyzed on a rolling window as new data are added to the system.
  • Granularity*:  The granularity of the telemetry data to analyze. When selecting ‘Auto’, Assetas will automatically detect the data granularity. This field is visible when Univariate is selected as the type of Anomaly Detection.
  • Custom Interval:  The custom interval used to set a non-standard time interval that does not increment by a count of 1. For example, if the series interval is 5 minutes, you can set Granularity as Minutely and Custom Interval as 5. This field is visible when Univariate is selected as the type of Anomaly Detection.
  • Maximum Anomaly Ratio*: An advanced AI model parameter, between 0 and 0.5, that tells the maximum percentage of points that can be determined as anomalies. It is a mechanism to limit the top anomaly candidates. This field is visible when Univariate is selected as the type of Anomaly Detection.
    • Assetas defaults the Maximum Anomaly Ratio to 0.25.
  • Sensitivity*: This setting accepts integers between 0 and 99 and allows you to control the threshold for what is considered anomalous. Lower values will flag more anomalous data points and higher values will flag fewer. Assetas defaults the Sensitivity to 95. This field is visible when Univariate is selected as the type of Anomaly Detection.
  • Comments:  Enter your comments or notes for the analysis.  Comments are intended for your internal use.
• Select “Save” upon completion.

Manage telemetry anomaly detection

• Locate the asset record and select the View/Edit button for the desired asset.
• To the right of each telemetry anomaly detection record, under the Telemetry Anomaly Detection section’s Actions menu, you may:
  • View the telemetry that will be analyzed.
  • Run the analysis as soon as possible.
  • Edit the telemetry anomaly detection.
  • Delete the telemetry anomaly detection.

View associated work

When there are work items associated to the asset, they will appear in a dynamic tree view. Select the work item to navigate to that record.

View associated tasks

View tasks associated to this asset by selecting the button to the right of each record. If there are more than 5 associated tasks, select the “Full List” button to review a report of all associated tasks.

View change log

The Change Log captures who made changes, what the changes were, and when the changes occurred. New data will appear as “Added”, while other changes will display the original and the updated value.
For changes over 50 characters in length, hover over the text to see the full text string. For changes over 1,000 characters in length, please utilize the Asset Changes report to view the full text of the change.

Only the 5 most recent changes are shown. If there are more than 5 changes logged, select the “Full List” button to review a report of the full list of changes.

• Asset changes will be saved in the change log indefinitely. Enterprise accounts may choose to set a data retention period to purge data on a defined schedule.
• Generic action logs and non-asset data change logs will be saved for as long as set by your account administrator.
• You can review “Data Retention” values for each type of log data in the Account Settings.
• If the asset is changed by a workflow process, the name displayed in the Change Log will be the name associated with the workflow.

Manage assets

1. Locate the asset record.
2. To the right of each record, under the Actions menu, you may:
   • View detailed information or edit the asset.
   • Indicate record as a favorite.
   • Open the asset in the explorer view to visualize associations.
   • Copy this asset as a new asset.
   • Delete this asset and all associated data.