Asset Series – 3 of 3 – Asset Preferences and Configuration

In this third post in the Asset Series, we will take a peek at some valuable preferences that can be used to configure the display and behavior of the Asset Module. These sometimes overlooked preferences can be used to suppress PM generation for out of service assets, define the convention to automatically build Asset IDs, and trigger an alternate display for large asset nodes.


Suppress PM Generation for Out of Service Assets

This preference determines whether or not a work order should be created for an asset if it is marked as “out of service” at the time it is due to generate under a PM Schedule. When set to “yes”, the work order will not generate, and all scheduling information on the PM Asset will remain as last specified (last generated/completed or last meter readings). Whether or not the work order will generate upon the asset’s return to service is dependent on the PM Schedule definition. A schedule based on meter readings or elapsed time (e.g., x months) would likely generate a work order, whereas a fixed schedule would not generate a work order until the next specified date occurred.



ID Builder for New Assets

There are two preferences that determine ID creation for new assets. The first preference determines whether or not the AssetID will be predefined when a new asset is created. If the preference is set to “No”, no values will be populated into the new Asset’s ID and Name fields; the user will be completely free to enter any value desired. If set to “Yes”, the system will assist in generating an ID and Name to facilitate maintenance of a consistent naming convention.

If the new record is a “location”, upon specifying the Classification, the AssetID field will be populated with the Asset’s ParentID, followed by a “dash”, prompting you to add additional info for the node. This ensures that AssetIDs on all locations include valuable information from the location hierarchy. In the following example, when creating a ROOM in the Basement, the AssetID will identify the path for the newly created room, allowing you to add additional definition such as “EQUIP”, “CONF”, etc.:

If the new record is an “asset”, upon specifying the Classification, the AssetID field will be populated with the Asset’s Classification, followed by a “dash” and the next number to assign. Depending on the second preference shown, this will either automatically display the next available number, or indicate (Auto-Number) in parenthesis. If the second preference is set to “Use Auto-Number”, upon saving the new Asset the next available number will automatically be assigned:



Max Nodes to Read in Asset Tree Hierarchy

The preference that determines the “Max Nodes to Read” is very helpful in organizations with extensive equipment inside Asset Nodes. As nodes are opened in the Asset Tree, the system will present the results in the hierarchical tree, up to the specified number of records (default is 500). If the specified number is exceeded, the system automatically switches the display to “search mode” when the node is opened, allowing for a more efficient presentation of larger data sets. The search mode (shown below right), is faster for large result sets as it is displaying only the specified node (vs. the full tree).


In addition, with the “search mode” you have the added benefit of using available pagination to more efficiently navigate through records. In our example, there are over 500 “bearing” records, which have now been paginated for faster and easier navigation:


Note: There are also a set of preferences that allow for custom formatting of records displayed in the Asset Tree, such as showing assets with open work orders in a particular color. For further information on setting these preferences, see the previous blog on Explorer Preferences.


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