What is an asset?
Assets are pieces of equipment that are installed at a customer or work address. These can be anything from boilers to fire alarms and anything in-between. You can configure your assets settings from the assets section of your system settings:
What is asset structure?
Asset settings allow you to configure the way in which your assets are stored, displayed, and configured.
The structure means that asset "types" fall under asset "groups", for example, an asset group would be "batteries" and beneath that, there could be various asset types such as "AAA batteries". This allows you to be more specific with your configuration.
Standard asset fields
The "Standard asset fields" setting allows you to set up the various fields you want to be displayed when you're creating new asset groups or types. Once set up, these will be applicable to all new assets that you add to the system.
You can edit these "standard asset fields" and the way in which they appear by using the drag and drop functionality to design their setup using the various field types that are included. Once you've chosen a name and filled in the field text, click "save" to add.
Dynamic drop-down fields
Choosing the "Dynamic drop-down" question type means you will also have to configure this in the "Asset dynamic fields" section afterwards.
You can set up the options you want to appear in a drop-down when adding an asset that uses dynamic fields for example location, make, fuel type etc. Select the default field from the left of the screen and add options to this drop-down on the right of the screen.
The list on the left is compiled from asset fields when you select "dynamic drop-down" as a question type. You can add options to those drop-downs here.
Add an asset to a Customer record
Once set up, these assets can easily be added directly to a customer's profile page - use the assets tab to bring up a list of any existing assets already associated with the customer. If there are none, or you would like to add additional ones, simply click "Add new asset".
From here, you'll be able to select the correct asset group, which will then provide you with a form with which you can configure the specifics on whichever assets you are adding.
You can use the links (highlighted blue) to add new makes and models from here as well if they do not already exist in your system.
Asset Types
Purpose: While general asset grouping might occur at a broader level, asset types allow for a more detailed classification, allowing specific sets of data fields to be associated with them. This designates a more detailed and specific way of organizing and managing different kinds of assets within a group or framework.
Add new asset type
- Profile icon > Settings > Assets > Asset types > View > Choose Asset group from drop-down > Enter Asset type > Add asset type.
Configure assets
You can customise the fields displayed when selecting an asset group.
- Click "Configure assets".
- Drag and drop the required fields from the Sections and columns to begin configuring your asset types.
Use the below options to input related information:
- Options - Possible options related to the inquiry.
- Defaults - The default value setting for the inquiry.
- Validations - Choosing whether the inquiry is mandatory or not.
- Dependencies - Should this inquiry be dependent on other inquiries in this same survey.
- Delete - Delete the entry.
Once the setup is completed, click "Convert draft to active" > Type "Save" > Save draft as active.
After saving, if you attempt to edit the setup, a popup will ask if you want to create a new version due to the form design already being used. Choosing "yes" generates a new version with recent changes; choosing "no" applies changes to the current version.
Edit asset type
- Edit > Amend the asset type > Save asset type.
Delete asset group
- Delete > Type "Delete" > Delete.
Asset Groups
Purpose: Asset groups provides an organized framework for efficiently managing assets. This will allow you to categorize and structure assets based on common characteristics, streamlining workflows and facilitating focused reporting. It also enhance the efficiency and effectiveness of asset management within your Commusoft account.
Please note:
- You cannot delete the asset group when it is already used in asset type.
- Draft version of asset group can also be used in asset type.
Add new asset group
- Profile icon > Settings > Assets > Asset groups > View > Enter "Asset group" > Click "Add asset group".
Configure assets
You can customise the fields displayed when selecting an asset group.
- Click "Configure assets".
- Drag and drop the required fields from the Sections and columns to begin configuring your asset group.
Use the below options to input related information.
- Options - Possible options related to the inquiry.
- Defaults - The default value setting for the inquiry.
- Validations - Choosing whether the inquiry is mandatory or not.
- Dependencies - Should this inquiry be dependent on other inquiries in this same survey.
- Delete - Delete the entry.
Once the setup is completed, click "Convert draft to active" > Type "Save" > Save draft as active.
After saving, if you attempt to edit the setup, a popup will ask if you want to create a new version due to the form design already being used. Choosing "yes" generates a new version with recent changes; choosing "no" applies changes to the current version.
Edit asset group
- Edit > Amend the asset group > Save asset group.
Delete asset group
- Delete > Type "Delete" > Delete.