Asset Series – 1 of 3 – Update Assets


In this three part series, we will review configuration options and features that are available in the Asset Module. In this first post, we will highlight the Update Assets feature that allows you to globally update assets based on changes made to Asset Classifications. Next we will discuss the utility that allows you to set the display order in the Asset Hierarchy. In the final post, we will summarize some valuable configuration options available through Asset Preferences.

 

Update Assets Using Classifications

The Asset Updater is a very powerful tool for updating existing assets with data defined for a given Asset Classification. The tool allows you to specify which fields or records should be updated, along with the rules to determine how affected records should be modified. In addition to updating basic data defined for the classification (such as icon, photo, or model info), the tool can be used to auto-populate specifications or other secondary records created on the Related Info Tab. Caution should always be exercised when using this feature as it performs a mass update to your data that cannot be undone!

 

The safest way to update an individual Asset Classification is to open the classification record and click the Update Assets button on the footer bar:

 

The Asset Updater tool will open with this Classification already specified in the first prompt.

Alternatively, the tool can be accessed from the Tools Menu (Asset Updater Using Classifications). When accessed this way it is very important to ensure that the proper Classification is specified in the first prompt (to ensure ALL Classifications are not updated). Next, it is important to specify if “All” locations should be updated, or only a particular node of the asset tree. If only a particular node of the asset tree should be updated, that should be selected from the Location dropdown control.

Once you have determined which assets should be affected, the remaining controls are used to determine the data that should be updated. The controls on the left are fairly straight forward, allowing you to update data that has been defined on the Classification Details, Meter or Risk Tab. In the following example, we are updating all Air Handlers with a new icon, photo and model information:

The controls on the right indicate which secondary records associated with the Classification should be updated. For each option, you can choose the type of update that should be performed. In the following example, we are merging Asset Specification records (adding missing records and updating existing records), synchronizing Asset Material records (adding missing records, updating existing records, and deleting those no longer specified), and finally, adding any Labor records that are not already populated. No changes are being made to Asset PMs or Asset Documents:

The bottom of the Asset Updater Dialog provides a legend ensuring you fully understand the impact of each choice:

When you are confident that the correct parameters for the update have been defined, you can proceed by clicking Save. Upon completion, a message will display in the lower left of the dialog indicating that the assets have been successfully updated.

 

The Asset Updater is a very powerful feature that is commonly used in the implementation process to more expediently populate asset data. Common uses, in addition to updating photos and icons, include setting assets of a particular classification to “use meters”, adding specifications and ranges to a set of assets, and auto-populating parts associated with the given asset classification. Although this feature is most commonly used in the early stages of implementation, customers find it very helpful for filling out asset data at later stages of the process as well. For assistance is using this powerful feature, do not hesitate to contact MC Support!

 

 

 

 

 

 

 

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