Assetas support
Assetas support
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Assetas support
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Assetas support

Quick Start

No need to struggle with deciding where to begin.  Follow this guide to begin your journey towards operational excellence.

Time-saving tips | Update your preferences | Dashboard | Global search | Assets | Manage documents | Submit a form | TasksRelated topics

Here are some key tips to save you time: ​​​​

Time-saving tips
 

1.

Save often!  This system is cloud-based, and you’ll never regret saving frequently.

3.

Required fields are indicated by an asterisk (*). Ensure you enter these as you populate data, but supporting information always helps.

5.

There are configurable security roles to ensure the appropriate people can complete the necessary actions for their function.  Please contact your system administrator if you have questions about your security role and system access.

2.

You can “favorite” reports, assets, contacts, and documents quickly by selecting the star icon in the list format.  Once selected as a favorite, you can quickly navigate to those records that are the most important to you using the Favorite lists.

4.

Access Assetas using a modern browser which includes the following: Chrome, Edge, Firefox, and Safari.

6.

Sometimes opening a new tab can be handy, especially after you've filtered data. Right-click to edit or manage items in a new tab from your filtered list, and retain your filter settings on the original tab. 

Preferences are settings unique to you. You can control how the application displays data based on what feels normal to you. 

 

Select your account icon. Your account icon will be either your picture, if uploaded, or your initials if no picture has been uploaded. Choose "My Preferences". You can update your Time Zone, how dates and times should be formatted, and how many rows should appear by default in tabular reports. You can also confirm if you'd like to receive the Email Task List and if so, when you'd like to get this summary by day and time.

Update your preferences
 

The dashboard module allows you to quickly gain insights into your assets, forms, and workflows.

 

The set of dashboard controls displayed the first time you log into Assetas are defaulted based on your Security Role. Each dashboard control can be configured for your dashboard and will not impact the default dashboard control.  The original configuration of each dashboard control is an individual report that can be accessed via the Reports module for further analysis.

 

Within each dashboard control, the top right toolbar has options that allow you to open the control as a report, configure that dashboard control, or collapse/expand that dashboard control. 

 

Select "Configure" at the top right of the Dashboard page if you'd like to add new dashboard controls, remove existing dashboard controls, or rearrange the dashboard controls to show the information in your preferred order. You may also import a pre-set Dashboard Template if any are applicable to your security role and database.

Dashboard
 

A global search is a search tool that allows you to enter any text and the system will return asset, contact, document, form, report, and task records whose detailed information contains that same text. 

 

This search does not return results from supporting data such as attributes, telemetry tags, addresses, email addresses, phone numbers, correspondence, locations, and change logs.

Global search
 

What are assets?

Assets are components, equipment, facilities, or regions that your organization is tracking. Associate assets to each other to capture process flow or parent/child relationships. Assets can store telemetric data, track associated contacts, and link to associated documents.

 

There are dedicated fields to add supporting information such as photos, addresses, coordinates, and telemetry tags. If you need to capture something specific that doesn’t already have a dedicated field, administrator(s) can easily create Attributes with defined data types to ensure high-quality data capture.

Find an asset

Expand the Assets section on the sidebar navigation and select "Search". Locate your asset by typing into the Search field and watch the table instantly reflect your search. You are also able to sort by selecting the column headers.

 

Expand the "Data Filters" control at the top to refine your search based on text, serial number, tracking code, type, status, favorites, and any searchable attributes. Select "Refresh List" to display assets that match your filters.

 

The "Favorites" and "Active" pages function similarly, except these are pre-filtered to display only your 'favorited' assets and assets that have an Active status.

Add an asset

Expand the Assets section on the sidebar navigation and select "New". Choose the appropriate Type and then populate the fields to create a comprehensive record of this asset. Be sure to select "Save".

 

After saving the record, the system will return you to the asset detail page. Select "Edit" to develop that asset further with additional information, such as location information, photos, telemetry tags, and associations.

Edit an asset

Locate an asset in an Asset List report and select "View”. This will return a summary of the asset's information. Select "Edit" on the relevant sections to develop that asset with additional information, such as location information, photos, telemetry tags, and associations. Be sure to save your work.

Assets
 
Manage documents

Upload a single document

Expand the Documents section on the sidebar navigation and select “Upload”.  Enter the information to define the type, status, and document date. Documents are intended to support existing records, so it is important to associate the document to related assets, contacts, or tasks. 

Bulk upload documents

Expand the Documents section on the sidebar navigation and select “Bulk Upload”. Enter the information to define the type, status, and document date for all documents being loaded. Add a tag or a description, as needed. Documents are intended to support existing records, so it is important to associate the document to related assets, contacts, or tasks.

 

When ready to import the files, confirm that the files are closed on your computer; open files cannot be imported into the system. Choose the files from your computer (hold the CTRL key to multi-select) or drag-and-drop them into the File Drop Area. Select “Upload All Files”. The files have been uploaded when the system returns you to the document list.

Submit a form

Expand the Forms section on the sidebar navigation and select "New".  If there is more than one form type, select the form type you will be submitting.  Answer each question and keep these tips in mind:
•    Fields with an asterisk are required and must be populated.
•    Hover over information icons to view recommendations or instructions.
•    Choose to add comments or a photo for questions with those indicators present.
•    Collapse or expand sections using the arrows.
•    Where you see the #1 tag next to a section or question name, this indicates a repeating section or question. Use the gray delete and add buttons to the far right to manage repeating sections or questions.

Tasks

Create a task

Expand the Tasks section on the sidebar navigation and select "New”.  Enter the required fields of task type, priority, status, summary, and assignee.  Develop the task further by providing the description, due date, tags, and comments; your assignee will thank you!  The assignee will be notified based on their Email Task List preferences.

After saving the task, view the task detail page and edit to provide additional information such as new assignees, associated assets, correspondence, and associated documents.

Close a task

Expand the Tasks section on the sidebar navigation and select one of the following lists:
•    "Search” returns a list of all tasks
•    “All Open” returns a list of open tasks, excluding closed tasks
•    “My Tasks” returns a list of tasks assigned to you

When you are viewing a list of tasks, view the detailed information using the first icon.  On the task detailed information page, select “Close” at the top right.  This button will set the closed date to the current date and the status to “Closed”.

 

If the task was incorrectly closed, select “Edit”.  Update the “Status” to an appropriate option and remove the “Closed on” date.  Once saved, the option to close will return for use.