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Learning Objectives:
1. Recall how to import asset data.
2. Describe how to add an asset type.
3. Explain how to create a custom field.
Video Script
Welcome to the Asset Management: Setup Page Overview. In this video we will demonstrate how to create asset types, add custom fields, and import asset data.
To get started, select Setup from the welcome menu. Then, select Asset Management from the main menu. This will open the asset management settings page when you can configure asset types and fields for your building.
Begin by selecting the Asset Types tab. Asset types are categories used to group unit and user assets. To create a new asset type, select Add New. Then, enter the name for the asset type. To see a list of existing asset types, click View All Types. If applicable, enter a barcode Prefix and Suffix for the asset type.
Next, add introductory text to the asset type. This text will appear at the top of the page when creating or editing an asset. After entering the introductory text, determine if owner details are required for the asset type. If you select no, the asset type will be connected to the unit as opposed to a specific user in the unit.
Then, determine if residents can edit the asset details. And decide if default emails should be sent to residents when assets are created or revised on their behalf. If applicable, add a tool tip for the description field on the new asset form. For example, you may want to explain what details you require in the description field for the asset type.
Once completed, click Save. You will now see the new asset type on the asset types list. To revise an asset type, select Edit. To remove an asset type from the system, select Delete.
If the asset type requires specific information, you can create a custom field. To do so, select the Custom Fields tab and then select Add New. Begin by entering a label for the custom field. Then, select the asset type the field should be added to.
If applicable, add an explanation for the field in the Tool Tips box. Then, select the appropriate field type and if required, enter the response options. In this example, we want residents to enter the license plate number of their vehicle, so License Plate is the appropriate option.
Next, determine if the field is mandatory and if you want to prevent duplicate information. Meaning, if the information is already logged elsewhere, like a license plate attached to another vehicle, you will be alerted. If you select Yes, determine if you want the rule applied to archived assets. Meaning, an archived asset and active asset cannot have the same custom field value.
Then, determine Resident Permission for the field as well as staff group permissions for the field. Only staff groups with asset permissions are listed in this section. To see the excluded staff groups, click See details. Each staff group can have No Access, View Access, or Full Access to the custom field.
Next, decide if you want the field to appear on the asset print report. This report can be accessed from the Unit File. Once completed, click Save. You will now see the new field in the custom fields list. To revise a custom field, select Edit. To remove a custom field from the system, select Delete.
After creating your asset types and custom fields, import the asset data for your building. Select the Import Assets tab and then click Download Template. Select the appropriate template from the drop-down menu and click Download.
Some custom fields, like license plate or attachments, will not display on the template and will need to be manually added after the upload. Asset Type and Unit Number are mandatory fields on the template. Enter the relevant information and upload the document to the system by selecting Choose File. Once completed, click Save. You will now see a message that the data was successfully imported.
User group permissions will dictate who can access the asset data. There are different permissions for viewing, editing, and creating unit and user assets. Configure your permissions accordingly.
This concludes the Asset Management: Setup Page Overview. For more information on the asset management feature, please refer to our user guide.