Assets

A guide to Assets & their management.

Manage real-time inventory of all physical assets with critical, descriptive data for each asset such as manufacturer, model, expiration dates, procedures, and any important asset specifications. All the assets are linked to their primary owner(s) and their exact location.

Asset Types

Create Asset Types and link Assets to them to assign Inspection schedules for all the associated Assets for an Asset Type.

Asset type set up

Field	Description	Examples	Requirement
Asset Type Description	Input Asset type description as applicable	Fire Safety	Required
Inspection Required	Yes/No	Yes	Required
Inspection Cycle	0- 365 days	45 days	Required
Inspection Cycle Buffer days	No. of buffer days for scheduled inspections	5	Optional
Radiation asset	It is a Radiation Asset	Geiger Counter	Required
Custom Fields	You can add custom fields to display additional info about an Asset	Batch Date, Batch Date Code, Certificate Number	Optional
Asset Type Status	Active / Inactive	Active	Required
Asset User Tags	Assign tags to provide special permissions to View assets.	Asset Viewer	Optional

Asset Manufacturers

Add Asset Manufacturer information to appear in the dropdown during the set up of an Asset.

Add Asset Manufacturer information

Field	Description	Examples	Requirement
Manufacturer Name	Input Manufacturer Name as applicable	Orion Manufacturing Ltd.	Required
Manufacturer Code	Input applicable Manufacturer code	P01	Required
Manufacturer Contact	Input applicable Manufacturer contact	[e-mail]	Optional
Asset Manufacturer Status	Active / Inactive	Active	Required

Assets

Setup Assets and Inspect and maintain inspection histories for any Asset via the Inspections Module. Applicable permits associated with any asset can be seamlessly linked and managed via the Permit Management Module.

Setting up Assets

Field	Description	Examples	Requirement
Asset Name	Input Asset name as applicable	Fire Extinguisher	Required
Asset Code	Input unique Asset code as applicable	FE01	Required
Asset Model	Input Asset model number as applicable	FE89Tc3	Required
Asset Type	Choose Asset type as applicable	Fire Safety	Required
Manufacturer	Choose the Manufacturer's name from the catalog	Orion Fire Inc.	Required
Asset Status	Active / Inactive	Active	Required
Asset Contact	Input Asset contact	[e-mail]	Optional

Custom Fields

Custom fields can be set up to input additional information about Assets. Examples: Batch Date, Batch Date code, Battery Type, Certificate Number, etc.

Custom field set up

Field	Description	Examples	Requirement
Field Name	Input custom field name	Expiry Date, Issue Date	Required
Field Type	Choose the appropriate field type	Text, Numeric, Date	Required

FAQ :

Creating Asset

Q1. Can a user add assets but not remove the assets? Is there a review function for adding assets?

• An admin can both add assets and remove assets. There is not a way to split this between adding but not deleting. There is not a review function for adding assets.

Q2. Who can edit data in the Assets menu?

• The assets menu only allows us to view the assets. Neither administrators nor general users have the ability to edit in this section.

Q3. Who can only view data in the Assets menu? Can all assets be viewed or is the access restricted to what is listed under a PI?

• Both administrators and general users with the "asset viewer" tag can view the data of all the assets on the site, regardless of any restrictions imposed by the PI.

Q4. What happens when a “New Asset Type” is created? i.e., how can this new asset type be accessed for use?

• To create assets, we are required to associate that asset to their respective asset types. Once created, this new asset type will be listed in the asset inventory after a new asset is added.

Q5. How does the asset map feature work?

• To obtain the Geo location of a specific Asset Type, you must input the Geo Location of the corresponding Location or Building where the assets are situated. For this, choose an asset from an asset type, navigate to the building details for that asset, and input the Geolocation (refer to the attached file).

Q6. What is the value of Asset map view feature?

• The map view will show the count based on the filter(s) applied. For example, if we select a location, by clicking the location icon on the map it will show the count of assets in that location. Similarly true for building and asset type

Q7. What happens when a “New Custom Field” is created? i.e. how can this new field be accessed for use?

• These new custom fields can be associated with specific asset types and will be visible under the "User Defined" section for that particular asset.

Q8. Can we hide some of the UDF's from users ?

• No