How do I use the Assets Module? (Feb 2023)

An enhanced version of the Asset module is introduced with additional options to record observations, site inspections and support trees as assets. 

The pre-requisites include – configuration of Type, Subtype (1), Site and Subsite information (2) as, while creating a new asset or updating an existing asset, these options shall appear in the dropdown list. All of these have their own guides below:

(1.) How to add Type & Subtype for Assets?

1. Go to Administration —> Assets —> Type

2. Click on the Add button to create Type.

3. Enter the type, code and description details and enable it to use. Click on Save button.

4. In the Type section, click on the edit icon to create the Subtype.

5. In Asset - Type detail region, you can manage to search, add and/or edit values for Sub-type. 

Note - The Type and Subtype items added here, shall appear in dropdown list while creating the assets. So, it is necessary to configure these values to use them against assets.

(2.) How to add Site & Subsite for assets?

1. Go to Administration —> Assets —> Site

2. Click on Add to create a new Site item.

3. Enter the values for site name, code and description as needed. Click on the Save button to create a new Site.

5. In the Asset - Site detail, you can search, edit and/or add values for Subsite as required.

Note - The Site and Subsite items added here, shall appear in dropdown list while creating the assets. So, it is necessary to configure these values to use them against assets.

What are the new features for Assets creation?

A separate section for Classification is added to filter the assets as per their types and sites -
 

1. Go to Assets module —> Click on Add or use the Search and Filter options on the left-side menu

2. Along with other required details now you can select the Type, Subtype, Site and Subsite information.
3. You can now add the Installation date along with the Creation, Checked and Expiry date.
4. Click on the Continue button to create a new asset.
5. Click on the edit icon to update the information of any existing asset. 

How to configure an Observation item?

The process of creating Observation requires a few list of values, so first create the required list of values and then move further in the observation creation process.

You need to complete the following steps to create the observation items:

Part-A: Create list of values

Part-B: Add observations

Part-C: Add or Update Concerns, Causes, Actions and Components

Part-A: Create list of values

1. Go to Administration —> General —> List of values

2. By using the Upload or Add button create a list of values.

3. Click on the edit icon to search, edit and/or add the list of values then Save it.

4. These list of values will be used while creating observations. Observations can be configured against Subcategory of assets (as shown below).

1. Go to Administration —> Assets —> Category
2. Click on the edit icon of any category.
3. Edit an existing subcategory or add a new subcategory.
4. Admin can configure observations as needed.

Part-B: Add observations

1. Go to Administration —> General —> Observation

2. Click on the Add button to create Observation.
3. Enter the Observation detail and click on Save button.
4. Click on the edit icon to add Further.
5. Click on the Add button to create Further.

7. Click on the edit icon to create Concerns, Causes, Actions and Components.

Part-C: Add or Update Concerns, Causes, Actions and Components

1. Click on the Add button to create Concerns.

2. Select concern from the list of values created earlier and end date. The description will pre-populate as provided while creating list of values. Click on the Save button.
3. On clicking the edit icon, you can update, enable or disable Concerns.

4. Similar to Concerns, you can update Causes, Actions and Components.

5. After submitting complete details, click on the Save button to successfully create Further and then click on the back arrow adjacent to the Delete button to go back.

How to add and/or modify observations for assets?

1. Go to the Assets module and click on the edit icon to modify any particular asset.
2. Click on the Observation tab in the sidebar menu.
3. Enter the required details such as Name, Date and select the appropriate options in which Concern, Cause, Action and Component are dependent on the selection of Further.
4. Condition is an independent selection.
5. You can also add notes and tasks, which will be added towards the asset and linked to the observation.
6. Click on the Save button to create an observation.

View Observation

Scroll down on the Asset detail region, in the Observation section, you can view the submitted observations along with all the information.

How to configure and assign manufacturing, tree details and observations against assets?

The manufacturing, tree and observations details for an asset are configured at their sub-category level.

1. Go to Administration —> Assets —> Category
2. Create a new category or click to edit an existing category.
3. Click on the edit icon to add the Subcategory and other details.
4. Click on the Add button to create a Subcategory.
5. In the Subcategory detail region, Tree, Manufacture and Observations sections are introduced.
6. The administrator can check the ‘Tree’ and/or ‘Manufacture’ boxes to allow the asset category to be treated as tree or have the relevant manufacturing details recorded against it. 
7. The administrator can also select the observations from the pre-configured list (as per above configuration) that would be then available against this particular sub-category of assets. 

View Tree and Manufacture Region

1. Scroll down on the Asset detail page to update the information in the Tree and/or Manufacture region.
2. Click on the Save button to reflect the updated information after making changes.

With an enhanced version of the Assets module for mobile apps, admin can configure options for mobile workers to record observations while going out for inspection and related tasks.

Note – Our technical team will enable the ‘Inspections tab’ and related configuration on Mobile Worker app based on request made by the customer as it requires license. 

1. Once ‘Inspections’ tab is available, the user can click on the tab on their MW app as shown in the screenshot.

2. The values for Site, Type and Category must be configured through the MCS portal (Refer to the article here <insert portal config link>. Check the relevant box to view and select the values for Site information region and/or Type information region and/or Category information region and click on the Submit button.

3. All the inspections will be visible as per search criteria from Site and/or Type and/or Category. Switch from List View to Map View and vice versa through Map icon in header. The following icons can be used to perform various actions such as:
    

This will show Visited in recorded observation as below.

On clicking the eye icon observations can be recorded. Admin can configure Observations, Further, Concerns, Causes and Components through the MCS portal. Users can add attachments, notes and tasks which will be recorded against the asset and can be viewed under observation region.

Click on the Red pin icon to view the location and navigate to it on the map.

Click on i icon and view all the information against asset.

       4.     Add Observation and View Observation options are available on MW and configured by the technical team.

The admin can access and use these options to record and view observations against the asset as below-

• Go to Asset.
• Click on asset against which you want to view or add observations.
• Click on the Hamburger button in the header to Add or View Observation as needed.