Step #3 – Build your Asset Hierarchy

Create Assets

154 views 10 January, 2017 10 April, 2018 Valuekeep 1

The creation of Assets is a critical step for the configuration of the system. These are the assets which will be subject to maintenance.

You can create a new asset from the following options:

  • Assets | Assets | Assets: displays the asset list;
  • Assets | Assets Explorer: displays the locations and assets tree.

After opening the asset list or the explorer, follow these steps:

  1. On the list, press the “Create new record” button from the asset list. A new tab named “Create Asset” will open in the work area. In the case of the explorer, use the context operation by right-clicking a location and select “Create Asset”;
  2. Fill in the asset data. The information to be filled in is organized into a set of tabs: 
    1.  General information: Fill in the code, keyword, description and location. If the structure is required, also fill in the structure and structure branch. The structure branch depends on the selected structure and the location depends on the selected branch. To add an image to the asset, hover over the area with the camera image and press the “Upload” button. The asset images are displayed on the lists, allowing you to easily identify them.
    2. Characterization: In this group, you can set the asset’s characteristics, such as parent asset, brand, model and asset family as well as the time schedule.
    3. Purchase: The purchase data allow for setting the asset manufacturer and supplier as well as the price and purchase date.
    4. Warranty: Here, you can set the asset warranty data, such as the warranty start and end dates, the end date of the warranty’s extension and the associated contract.
    5. Details: In this group, you can set the entities associated with the asset, such as the person in charge, customer and owner. You can also set the item this asset represents and its relevance. For assets used in maintenance processes, you can set whether these are tools or auxiliary equipment.
    6. Availability: In this group, you can set whether the asset is immediately available and its on service date.
    7. Spare Parts: In this group, you can set whether the asset includes spare parts and corresponding quantities.

When you are done filling in the asset data, press the “Create” button to save the information. Please note that all the data marked with “*” are required.

How to batch associate assets and locations with a work center?

You can associate assets and locations with an existing work center as a batch. To do this, select the “Work Center Asset Service” or “Work Center Location Service” to respectively associate assets or locations with the work center when creating a new batch load session.

The work center it will be associated with must be present and it can be created through the application or by batch load.

How to batch associate assets and locations with an access level?

You can associate assets and locations with an existing access level as a batch. For this, select the “Access Level Asset Service” or “Access Level Location Service” to respectively associate assets or locations with an access level when creating a new batch load session.

The access level it will be associated with must be present and it can be created through the application or by batch load.

How to associate locations with specifications?

To associate locations with specifications, follow these steps:

  1. Create or edit a location;
  2. In the “Specifications” tab, select one or more specifications;
  3. Enter the value for the associated specification or entity;
  4. Set whether you allow the specification to be copied to the associated entities;
  5. Click Accept.
It is only possible to select specifications of the “Location” type. The numbers and dates validation takes into account the user’s language. The allowed Boolean values are 0 for “false” and 1 for “true”.
The “Load Parent Specifications” option allows you to load the grid with the parent location and location function specifications, including their values if that data is empty for this location. Only specifications with the “Allow Copy” option are loaded. If the same specification exists in the parent location and location function with different values, the location will inherit the value of the parent location. When you duplicate location, the specifications for the location and associated entities (locations and assets) are also copied.

How to associate asset families with specifications?

To associate specifications with asset families, follow these steps:

  1. Create or edit an asset family;
  2. In the “Specifications” tab, select one or more specifications;
  3. Enter the value for the associated specification or entity;
  4. Set whether you allow the specification to be copied to the associated entities;
  5. Click Accept.

It is only possible to select specifications of the “Asset” type. The numbers and dates validation takes into account the user’s language. The allowed Boolean values are 0 for “false” and 1 for “true”.

When you edit it, if the family has associated assets and you add new specifications, you can select whether or not you want to copy new specifications to those assets.
The “Load Parent Specifications” option allows you to load the grid with the parent asset family specifications, including their values if that data is empty for this location. Only specifications with the “Allow Copy” option are loaded.

How to Associate Work Centers and Access Levels with Locations and Assets?

The locations and assets allow for configuring, right from their file, the work centers and access levels they are associated with. It is also possible to set safety information such as hazards, and their precautions and materials.

To associate the location or asset with a work center:

  1. Create or edit a location or asset;
  2. Select the Work Centers tab;
  3. Add a new row and select a Work Center;
  4. Confirm the changes to the file.

When saving the changes to the location or asset file, the Work Center is changed to include this entity. It is also possible to remove the location or asset of a Work Center. For this, delete the corresponding row on the grid on step 3.

To associate the location or asset with an access level:

  1. Create or edit a location or asset;
  2. Select the Access Levels tab;
  3. Add a new row and select an Access Level;
  4. Confirm the changes to the file.

When saving the changes to the location or asset file, the Asset Level is changed to include this entity. It is also possible to remove the location or asset of an Access Level, to that end, on step 3, the row of the corresponding grid should be deleted.

How to associate warranty/customer/supplier contracts with assets or locations?

To associate a warranty/customer/supplier contract with an asset or a location, follow these steps:

  1. Create a warranty/customer/supplier contract and add the asset or the location in the “Maintenance” tab. The contract is submitted for approval;
  2. After the contract is approved, it can be associated with the asset or the location. To that end, edit the asset or the location, select the previously created warranty contract, and press the “Update” button.
Only approved warranty contracts with an asset or location associated in the “Maintenance” tab can be selected as the current warranty contract.
You can use multiple selection mode to easily add several assets and/or locations. When an asset or location is added individually or through multiple selection, if there are child assets or locations, the user will be prompted if he wishes to add all child assets/locations.

How to Associate Safety Information?

To associate safety information with an entity:

  1. Create or edit an entity with a Safety configuration;
  2. Select the Safety tab;
  3. Add a new row to the Hazards grid;
  4. Confirm the changes to the file.

When selecting one of the hazards on the grid, the precautions and associated materials are displayed.

The entities that can have a safety configuration are the locations, assets, tasks, maintenance plans and work orders.

How to create specifications for an asset, location or item?

To create specifications for an asset, location or item, access Assets | Configurations | Specifications or Materials | Configurations | Specifications, and follow these steps:

  1. Enter the specification’s name and description;
  2. Enter the value type for the specification (Number, Text , Date, Boolean or Entity);
  3. If it is a number type, set its unit;
  4. If it is an entity type, set its associated Entity;
  5. Enter the specification type;
  6. Click “Create“.
After creating a specification, you can only change its description. Number and Date type specifications are validated and saved according to the user’s language. You can associate user or system entities with entity type specifications.

How to Duplicate Assets or Locations?

In order to speed up the creation of new locations and assets, it is possible to duplicate these entities. To that end, access the assets explorer and follow these steps:

  1. Expand the locations and assets tree until the entity you want to duplicate;
  2. Right click the entity to be duplicated;
  3. Select the “Duplicate Location” or “Duplicate Asset” option. A new window is opened to create the location or asset with the information filled in.
  4. Make the necessary changes to the new entity and press the “Confirm” button.
  5. A message is displayed asking if you want to duplicate the child entities, meters and monitorings. There are two options:
    1. If you answer “Yes“, all locations, their child locations and all the assets inside these locations are duplicated. In the case of assets, it duplicates all child assets. In both cases, it also duplicates the meters and monitorings associated with all duplicated entities.
    2. If you answer “No“, it only duplicates the selected entity.

After closing the entity file, when updating the explorer tree, you can view the entities that were created in the duplication.

How to associate brand or family attachments with assets?

To make it easier to associate attachments to assets, you can load the brand or family attachments into the asset. To do this, follow these steps:

  1. Access your list of assets under Assets|Assets|Assets;
  2. Edit the desired asset;
  3. Select the “Entity Attachments” tab.
  4. Select “Load Brand Attachments” or “Load Family Attachments“.
  5. Lastly, select the “Refresh” option.

If there are attachments with the same name in the asset’s Brand and Family, it will not be changed when attachments are loaded into the asset. We suggest changing the name of the attachments before loading them into the asset to make it easier to tell them apart.

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