Manage Assets

There are four primary ways to edit or update existing assets in the asset register:

1. Update a Single Asset: You can update an asset's information individually by navigating to its details page and editing the fields.

2. Bulk Edit from Asset List: If multiple selected assets belong to the same fieldset, you can update common default and custom field values for all selected assets simultaneously from the asset list.

3. Bulk Update Status from Asset List: If multiple assets have the same status group assigned to them, you can select them in bulk from the asset list and update their status simultaneously. 

4. Bulk Update via Excel: You can update a large number of existing assets at once by uploading an Excel spreadsheet containing the updated details.

To manually update a single asset's details:

1. From the Asset Register list view, click the hyperlinked name of the asset to open its Asset Details page.

2. Click the Edit button in the top-right corner to activate all editable fields.

3. Update the asset's information as required.

   • Changing the Asset Type: If you select a new type, the form will automatically update to show the fields that match the new asset type's configuration. This action will clear any old data that doesn't belong to the new asset type.

   • Updating the Code: If the asset's code is changed, the system will check to make sure the new code is unique.

   • Updating the Photo: You can upload a new photo, and it will replace the old one.

   • Similarly, any other default or custom field can also be updated as required.

4. Click Save Changes.

You can update multiple assets at once directly from the Asset Register's list view, provided all selected assets belong to the same fieldset.

1. From the Asset Register list view, select the checkboxes next to the assets you want to update.

2. If all selected assets belong to the fieldset, an Edit Assets button will appear at the top of the table.

3. Click Edit Assets, the bulk edit form will display all editable default and custom fields available in the shared fieldset.

4. Update one or more fields as required. Only the modified fields will be updated across the selected assets, while unchanged fields will retain their existing values.

5. Click Save.

You can update the status of multiple assets at once directly from the Asset Register's list view, provided they have the same status group assigned to them.

1. Select the checkboxes next to the assets you want to update.

2. If all selected assets use the same status group, a  Status dropdown will appear at the top of the table.

3. Click on Status action and a dropdown will appear showing the list of available statuses to choose from.

4. Choose the new status from the dropdown to apply it to all selected assets. 

5. A confirmation prompt will appear. Add an optional note and click Update. 

Note: Bulk status updates performed through the UI support a maximum of 500 assets at a time. For updating the status of more assets, use the Excel update option.

You can update multiple existing assets at once by uploading an Excel file with the updated information. This is useful when modifying large sets of assets. For example, updating statuses, changing field values, or correcting data across many records.

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

2. Click the Import button dropdown and select Import From Excel.

3. Choose the Update Existing option.

4. Fill out the existing template with updated values. To update an asset, the Code must match an existing asset in your company register.

5. Upload the existing completed Excel file using Attach File or you can drag and drop the file. Only one file may be uploaded at a time.

6. A Job Status pop-up will appear to show the progress of the update process. You can minimize the pop-up, and it will remain available until closed manually.

Once processing is complete, all valid updates will be applied to the corresponding assets. Any invalid entries will be included in a downloadable error file with detailed reasons for each failure.

Note: All Asset update actions are recorded in the asset’s Change History for audit purposes.

You can remove assets from the register when they are no longer needed. Deleting an asset is a permanent action and removes the entire asset record, including all metadata, attachments, related items, and its change history.

To delete a single asset:

1. Click the Delete button next to the asset in the Asset Register.

2. A confirmation prompt will appear. Click Delete to permanently remove the asset record.

To bulk delete assets:

1. Select the checkboxes for the assets you want to delete.

2. Click on the vertical ellipses  icon at the top of the table. 

3. Click Delete.

4. A confirmation prompt will appear. Click Delete to permanently remove the selected asset records.

Note: Assets that are created at the Company Level and assigned to a project cannot be deleted from the project level. They can only be deleted from the Company level Asset Register.