Assets

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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 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 Barcode Generator tool will become available to Asset Administrators to generate varying formats.
    • 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. 

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. 

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.

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. 

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.
    • 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.

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.

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