Adding Assets

Users with Asset Manager or Asset Admin user roles can add asset records to GLOBAL. GLOBAL allows you to add as much detail as you need to each asset record. There are four ways to add assets to GLOBAL:

Adding Multiple Assets

You can use the data import process to add multiple Assets simultaneously. This allows you to upload large numbers of detailed asset records quickly. To add multiple Assets using the data import process you will first download and complete the Assets Template spreadsheet, then import the spreadsheet to GLOBAL. You can continue working in GLOBAL while data is being imported or exported and receive notifications in GLOBAL and via email when the import or export is complete.

To download and complete the Assets Template:

  1. To navigate to the Assets page, do one of the following:
    • On the Home Page, select Manage Assets Manage Assets homepage button.
    • On any page, select Assets from the left navigation menu, then select Assets.

    The Assets > Assets page opens.

  2. Select the data import icon . The data import window opens.

  3. Select Download Assets Template. The Excel file named Assets.xlsx downloads to your computer.

    Note: Data export times are approximately one minute for each 25,000 records exported.

  4. Open Assets.xlsx, then select Enable Editing. At the bottom of the page select the Assets sheet. Enter the Asset information in the columns on the spreadsheet. Columns marked with an asterisk are required.

ClosedNOTES
Note: The Assets template includes multiple sheets that allow you to upload a variety of asset details. Only the sheet named Assets is required to create Asset records in GLOBAL. You can fill out the additional sheets to include the information they contain when you upload the Assets Template. Columns marked with an asterisk are required. The other sheets on the template correspond to the following items in GLOBAL:
  • Information about individual assets. Each individual asset record i n GLOBAL includes several tabs that allow you record and access details about the asset across several categories. For more information see Assets Menu and Asset Page Sections.
  • Assets menu items. The items in the Assets menu seen on the left side of the screen. For more information see Assets Menu .

Note: Some of the columns in the Assets template correspond to items in other modules in GLOBAL such as Inventory and Directory. In addition to Asset Manger or Asset Admin user role required to upload Assets, you must have the appropriate user role(s) required to be able to add items to modules other than Assets. For more information see User Roles and Work Order Permissions.

Note: Most fields in GLOBAL are limited to 50 characters, with the exception of Description fields. If your completed data import template includes more than 50 characters in any one of these fields, the data import upload will fail.

  1. Save the file.

To import the completed Assets Template:

Note: It is recommended that the data import include Site data and that the data import process take place when the user is logged into the Root Site.

  1. To navigate to the Assets page, do one of the following:
    • On the Home Page, select Manage Assets Manage Assets homepage button.
    • On any page, select Assets from the left navigation menu, then select Assets.

    The Assets > Assets page opens.

  2. Select the data import icon . The data import window opens.
  3. Select Import from Template. The Import from Template window opens.
  4. Select Choose File, navigate to the completed Assets Template and select Open.

  5. In the Import from Template window, select Upload. The Assets > Assets page refreshes and the new Assets appear in the Assets list.

    Note: Data import times are approximately one minute for each 1,000 records imported.

Note: Data categories and items are not available to users while the categories and items are being imported to GLOBAL. For example, users are not able to access the Assets page or add Assets to tasks while Asset data is being imported to GLOBAL. Users see a progress bar on these pages that lets them know when the import process is complete.

Adding a Single Asset

  1. To navigate to the Assets page, do one of the following:
    • On the Home Page, select Manage Assets Manage Assets homepage button.
    • On any page, select Assets from the left navigation menu, then select Assets.

    The Assets > Assets page opens.

  2. Select the Create a New Asset button. The Assets > Assets > New page opens.
  3. Enter the appropriate information in the fields on the form. Only fields marked with an asterisk are required.
  4. Select Save. The Assets > Assets > Asset Name page opens. The Asset has been added to GLOBAL.
  5. (Optional) Select the tabs on the asset page to add more information about the asset. For more information see Asset Page Information Sections

Cloning an Existing Asset

You can use the Clone feature to quickly create a copy of an existing asset record. The new asset record will include all the information in the original asset record. You can edit the new asset record as needed after it has been added to GLOBAL.

  1. To navigate to the Assets page, do one of the following:
    • On the Home Page, select Manage Assets Manage Assets homepage button.
    • On any page, select Assets from the left navigation menu, then select Assets.

    3. The Assets > Assets page opens.

  3. Locate the asset you want to clone. Select Clone on the line that holds the asset you want to clone. The verification window opens. Select OK. The page refreshes and the new cloned Asset page opens.
  4. (Optional) Edit the information on the Asset page as needed. Select the tabs on the asset page to add or edit information about the asset. For more information see Asset Page Information Sections
  5. Select Save to close the Asset page and return to the Assets list.

Adding an Asset on the Fly

The on the fly feature allows you to add items to GLOBAL while completing other tasks without interrupting workflow. Users with Asset Manager or Asset Admin user roles can add assets while working on the following forms:

  • Work orders.
  • PMs.
  • Tasks.

New asset records added on the fly include some basic information based on your site's default GLOBAL settings. You can add or edit this information later by choosing the Asset on the Assets page. To add an asset on the fly:

  1. While working on a work order, PM, or task, select the Asset field.
  2. Enter the name of the Asset.

  3. Select Add New. The item is added to the form and the name you entered is added to the Assets list.

  4. Continue to work on the work order, PM, or task as needed.