Welcome to Lesson 11 of the self-guided onboarding program!
If you do not see this module or features discussed in this article in your eCompliance instance and are interested in adding them, please contact your Customer Success Manager or shared email:firstname.lastname@example.org
Lesson 11 - Asset Setup & Workflow Video
Watch the below video on the eCompliance asset module. Detailed instructions follow the video.
By the end of this lesson, you will learn how to:
- Setup assets
- Link assets to forms
Asset Groups, Asset Types, & Assets
Assets in your account are organized by Asset Groups and Asset Types. Asset Groups are the parent folders, while Asset Types are the subfolders within Asset Groups to further organize your assets.
Click on the Asset Groups button & click Create Asset Type Group to create your asset groups.
Example: As this is the asset parent folder these names will likely be generic such as Vehicles or Safety Equipment.
Click on Asset Types, then Add Asset Type to begin creating your asset sub-folders within the asset parent folders.
Example: For an Asset Group of vehicles, you would likely have Asset Types of Trucks, Vans, Forklifts, etc. The Asset Group of safety equipment could have Fire Extinguishers, Safety Goggles, Eyewash Stations, etc.
In the Asset Type builder, you will be prompted to Name the asset sub-folder as well as select the Asset Group this belongs under.
There is the ability to upload a default picture and description which is to give an example of this type of asset (not the individual asset).
Adding attributes allows you to set the fields that you want to capture when a new individual asset of this type is added. Click on the Add Attribute field to add a new attribute row, to a max of 100 attributes per asset type.
- Attribute Name - Name of the attribute being captured such as model, make, year, size, color, etc.
- Data Type - Determine how the attribute data should be captured;
- Text - Free text field to type in the answer
- Date - Allows you to select a date from a calendar
- Required - Toggle ON (check box) to make this attribute mandatory
- Default Value - Pre-fill the attribute
Tip: Adding the default value will allow you to save time when creating new assets. The default value can be removed in the use case that the asset doesn't have the typical attribute value.
Creating an Asset
In the Assets module, create an asset by clicking on Create New Asset. This will trigger a drop-down of the asset types you have created, select the type that this new asset belongs to.
The asset builder provides the ability to upload the image of a single asset as well as:
- Name - Name of the asset
- Asset ID - Unique identifier for the asset (The Asset ID & Name can be the same, but this gives you two ways to look up the asset)
- Type - The asset type that this asset belongs under
- Site - Where the asset lives in the site tree, to upload it to a specific site, select the site in your site tree before creating the asset
- Reference # - Another identifier for searching for assets
- Status - This is a drop-down to set the current status of the asset, the different statuses are:
- In Service
- Out of Service
- In Need of Repair
- In For Repair
- Location - This allows you to specifically identify where the asset can be found at the site
- Assigned to - If assets are owned by a particular employee you can add them to this field for reporting purposes
Tip: Attaching multiple documents to an asset can be done by putting all the documents together in a Zip file & uploading it in place of the image.
Answer each attribute in the field labeled value. Each attribute is determined by the asset type this asset belongs to.
Click Create to save & add the asset.
On the asset page, which display all assets, click on the magnifying glass icon beside the asset you want to edit.
Mass Asset Import
The system allows for bulk uploads of assets to either mass create or mass edit existing ones by clicking on the Asset Import and Export button.
The Asset Import and Export section allows you to export and import Asset Groups, Asset Types, and Assets. Clicking on Export will download an excel template to populate and import back in by following the instructions listed. If you have asset info already in the system, the export will already be populated.
Tip: Add a few assets into the system manually to give an example of how to populate the excel template.
Once you have created assets, they can be interacted with by employees via two methods:
- Header Field
- Question Attachment
Using the Header Fields feature, discussed in Lesson 7, you can add a header field with the type Asset Lookup.
This header type will give the Link Assets button in the form when filling it out. Clicking on that button will bring up the assets to link the asset(s) to the form.
When filling out a form, the question will give the option to Add Asset, displayed by the Truck Icon. This allows you to attach an asset to a specific question.
That wraps up Lesson 11 on the Assets Module. This lesson walked through the setup of your assets and how employees can interact with them through forms.
Top 3 key takeaways from this lesson are:
- Asset Groups & Asset Types are used to organize your assets
- Asset Name & Asset ID can be the same, but it is recommended to have two different identifiers to make searching for an asset easier
- To interact with assets, you can link them to forms by making use of the header field function or question attachment
Homework: Before proceeding to the next lesson please complete the following:
- Create your Asset Groups & Asset Types
- Upload one type of assets