Create New Assets

There are three primary ways to add new assets:

1. Create a Single New Asset: You can create a new asset manually at both the company and project levels.

2. Add Assets from Company Register: Assets that already exist in the company's register can be assigned to a specific project.

3. Bulk Create Assets via Excel: You can import multiple new assets at both company and  project level at once by uploading a completed Excel spreadsheet.

To manually create a new asset at both company and project level:

1. Navigate to the Assets tool at either the Company or Project level.

2. Click the Create Asset/Create button. This will open the asset creation form.

3. Fill out the form, starting with the General Information section. The rest of the form's sections and fields will appear based on the fieldset assigned to the asset's type.

4. Once you have filled out all the required information, click Save Changes to create your new asset record.

Standard Fields:

• Type: Select the asset's category or type from a dropdown list. You can only select a subtype at the very end of a hierarchy (a "leaf node"). Once you select a type, the form automatically updates to show additional fields based on the fieldset assigned to that asset type.

• Trade: Select the appropriate trade associated with the asset from the dropdown.

• Name: Enter a descriptive name for the asset.

• Code: Provide a unique alphanumeric code for the asset. This code must be unique across the entire company.

• Status: Select the asset’s current operational status from the dropdown. This field remains disabled until an asset type is selected. Once the type is chosen, the dropdown is populated with the statuses defined in the status group assigned to that asset type.

• Photo: Add a placeholder or representative photo. Uploading a new photo will replace the existing one.

• Location: Select or enter the physical location of the asset within the project’s location hierarchy.

• Latitude: Enter the latitude coordinate for the asset to support map-based positioning.

• Longitude: Enter the longitude coordinate for the asset to support map-based positioning.

Description: Add additional details or notes to describe the asset and provide further context.

You can pull assets directly from the Company's Asset Register and assign them to your project. This is a crucial function for projects that need to manage assets that are part of a company-wide inventory or were previously tracked at a higher organizational level.

To add new assets to a project from the company register:

1. Navigate to the Assets tool at the Project level.

2. Click on the Create button dropdown. Select Add from Company Register. This will open the list of all assets from the company level register.

3. Select the assets you want to include in the project and click Add.

4. Optionally, enter a note for context.

5. Click Add again to complete the assignment.

6. This action is recorded in the asset’s Change History for audit purposes.

Note:

• Users are required to have Company Level permission to create assets to perform this action at the project level.

• If attachments or related items are added to an asset at the company level, they will remain associated with the asset when it is added to a project.

You can import multiple assets simultaneously, at both the company and project levels by uploading a prepared Excel file in .xls or .xlsx formats. This feature is designed to streamline large-scale asset creation and ensure consistent data entry.

To create new assets in bulk:

1. Navigate to the Assets tool at either the Company or Project level.

2. Click on the Import button dropdown. Select Import From Excel option. This opens the bulk import page.

3. Choose the Create New option and select a template format from either the By Fieldset or By Asset Type tabs.

   • By Fieldset – Download a template containing all default and custom fields configured within the selected fieldset. The Asset Type column will contain all asset types associated with that fieldset.

   • By Asset Type – Download a template containing all default and custom fields configured for the selected asset type and its assigned fieldset.

4. Fill in the Excel file and click Attach File to upload or you can drag and drop the completed template. Only one file can be uploaded at a time.

5. Once the file is uploaded, a Job Status pop-up will appear to show import progress. You can minimize this pop-up, and it will remain available until closed manually.

Note:

• Imported assets appear in both the Project-level and Company-level Asset Registers once processing finishes.

• All Asset creation actions are recorded in the asset’s Change History for auditability.

• The following field types are currently not supported in Excel import and are excluded from the import templates: Project Directory User (Single Select), Project Directory User (Multi Select), Tool User (Single Select), and Company fields.

Import Results

When the import finishes, the Job Status pop-up displays:

• The number of successfully imported assets.

• The number of failed entries.

If any entries fail, you can download an error file listing all failed rows, with an Error Reason explaining the specific issue for each entry.

Concurrent Imports

Users may continue adding assets manually even while an import is running. If an asset code conflicts with a code being processed, a validation error will appear.

Multiple Excel imports can run at the same time. When duplicate codes appear across files, the first version processed is accepted; others are flagged.