Assetas support

Assets

In Assetas, 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 order, file documents (SOPs, manufacturer certificate), and maintenance plans.

Search for an asset | Add a new asset | Add attributes | Add associated records | Add telemetry tagsManage assetsRelated topics

 
  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 display the full list of every asset.

Search for an asset

Tips for searching

  • Enter text into the Search box to see results dynamically update.

  • 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 columns headers to sort that field alphabetically.

  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.

Add a new asset

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

 
Basic Information

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. 

Populate the following fields:

  • Name*: Enter the asset name.   

  • Alternate Name: Enter an alternative identifying name.

  • Status*: Defaulted to Active.  (Change the status when assets are no longer actively managed.)

  • Model: Select the asset's make and model combination. 

  • 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, a unique system-generated QR Code will be assigned.  

  • 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.  

  • Tags: Enter keywords to quickly describe the asset.  Tags are included in search results. To enter multiple tags, press Enter after each tag.  

  • Comments: Enter your comments or notes for the asset.  Comments are intended for your internal use.

Photo

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

  • Upload the photo: Choose the image to upload.  

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.

Coordinates

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 this option to automatically calculate the location data based on the address entered.

  • Latitude: Enter the latitude.

  • Longitude: Enter the longitude.

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.

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

If you have just finished adding a new asset, skip to Step 5.

  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 display the full list of every asset.

  3. Locate the asset record. 

  4. Select the View/Edit button for the desired asset.

  5. Select the "Edit" button in the Attributes section.

  6. Populate the fields.  Data fields with an asterisk (*) are required.

  7. Select "Save" upon completion.

Add attributes

For asset attributes that are a Date, Time, or Date Time data type, 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.

 

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

If you have just finished adding a new asset, skip to Step 5.

  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 display the full list of every asset.

  3. Locate the asset record. 

  4. Select the View/Edit button for the desired asset.

  5. Select the "Add" button in the desired Associated section.

  6. Populate the fields.  Data fields with an asterisk (*) are required.

  7. Select "Save" upon completion.

Add associated records

Asset ​associations can be created with other assets, contacts or documents.  Associations can be created at either record.  When parent-child relationships exist, ensure your primary record, secondary record, and association type are correct.  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 often track who is responsible for the asset in various roles, such as facility foreman, technician, and maintenance vendors.

  3. Associated documents can capture operational or regulatory documents such as permits, maintenance plans, and photos.

 
  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 display the full list of every asset.

  3. Locate the asset record. 

  4. Select the View/Edit button for the desired asset.

  5. Select the "Add" button in the Telemetry Tag section.

  6. Populate the fields.  Data fields with an asterisk (*) are required.

  7. Select "Save" upon completion.

Add telemetry tags
Create New Telemetry Tag

Populate the following fields:

  • 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.

 
  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 display the full list of every asset.

  3. 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.

Manage assets