Once you have created a list of asset types and assets in Asset Manager, you need to associate your assets with an issue list in Dashboard. Assets added to a dashboard become selectable when you are creating a service request.
In order for assets to receive proper maintenance or repair, connecting all assets to the issue list is vital. The dashboard is able to recognize and support the process of creating a work order for an asset. You can connect assets to the issue list by:
- Asset Type Name
- Asset Type ID
- Asset Type Trade
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Connecting Assets by Asset Type Name
Connecting assets to the issue list requires the Asset Type Name to be added onto the issue list under the equipment column. This allows the issue list to identify the equipment added as an asset when work orders are created. For example, if a dishwasher is one of the assets that may require a work order, dishwasher would be added on the equipment line on the issue list.
Connecting Assets by Asset Type ID
A system generated an Asset Type ID has been added to all Asset Types. This added feature strengthens the connection between the assets and the Issue List. Most of the what the feature does happens in the background, out of site sight of most users. However, for those who use languages other than englishEnglish, you will be able to associate an asset type to a problem code by the asset types equipment id type ID rather than its the asset type name.
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| title | ⦿ How to Associate an Asset Type to its Equipment ID on an Issue List |
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- Navigate to the Assets (Equipment) > Manage Asset Types.
Click the Export Asset Types button.
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Info:Save this file as you will need it later in this process to associate assets with an issue list. |
Navigate to your dashboard, click the main menu in the upper-left corner, and select Convert Issue List. - Locate the Issue List you want to modify, and download it. Then open the file.
 Image Removed Image Added - Open the Issue List in your preferred spreadsheet reader.
- In the column before Troubleshooting, add a column and name it EquipmentID.
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Using the Equipment (Asset Type) column On the Issues tab of the issue list, add a new column before the Troubleshooting column, and name it EquipmentId.
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- Using the Equipment column as a guide, enter the corresponding Equipment Type asset type ID from the Asset Typeasset types file you downloaded into the EquipmentID columnEquipmentId column. Your resulting file should look like this:
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 Image Added - In the EquipmentEntry column, specify whether users must always associate work orders with assets or this step should be optional for them.
- Enter Optional to allow users to skip the step of linking a work order to an asset.
- Enter Required to make this step mandatory.
- Save the file issue list as an . XLSX formatted file.
- Navigate back to the Convert Issue List page, and click Upload New Issue List.
 Image Removed Image Added - Click Select File on the modal that opens.
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- Click the Upload button , to upload the file. Once the file has been validated by the system, drag it close the modal.
- Drag the file to the appropriate dashboard on the right side.
 Image Added - Navigate to the Edit Dashboard Settings section > Request tab, and ensure that the Enable Asset checkbox is selected.
 Image RemovedThis checkbox allows you to make the assets list visible during the work order creation process. Image Added - (When applicable) Select the Enable Asset Replacement Flag on the Request tab of your dashboard settings to activate the Replace option (in addition to the Repair option) on the assets list during the work order creation process.
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You have associated assets with your issue list and now can start creating work orders linked to assets in your dashboard. |
As you update your Issue List remember to add the Asset Type ID, which ensures that the correct assets appear when you are creating a service request.
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Tip: Test creating a work order for the asset types where the equipment ID has been added to ensure that it is working as expected. |
When you are creating a service request, you will be asked to associate your work order with an asset.
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Connecting Assets by Asset Type Trade
Alternative to using a specific numeric ID, you can associate an asset to a work order by Trade. As you add assets to your inventory, this will allow you to not have to update the Issue List every time because it will already be accounted for by Trade association—Primary only or Primary and Secondary Trades.
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| title | ⦿ How to Associate an Asset Type to its Equipment ID on an Issue List |
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- Select the Issue List you would like to modify. See Modifying the Issue List if you need a refresher.
- On the Issues tab of the issue list, add a new column before the Troubleshooting column, and name it EquipmentId.
Image Added - In the EquipmentID Column, enter either Primary Trade or Trade.
When you choose Primary Trade, all assets that have the same primary trade that is listed in the Trade column for this issue will populate.
Alternatively, enter Trade and all assets that have the same trade listed as the Primary or additional trade will populate as asset choices to choose when creating a work order.
Ex: The hot water heater has Primary trade listed in the Equipment ID. The Primary Trade listed is Electrical. So all assets that have Electrical as the primary trade will populate during work order creation.
If we choose Trade, any assets that have Electrical listed as primary or additional trade will populate.
 Image Added - In the EquipmentEntry column, specify whether users must always associate work orders with assets or this step should be optional for them.
- Enter Optional to allow users to skip the step of linking a work order to an asset.
- Enter Required to make this step mandatory.
- Blank will not pull up any assets.
- Save the issue list as an XLSX file.
- Upload New Issue List. If you need further details see Modifying an Issue List.
- Navigate to the Edit Dashboard Settings section > Request tab, and ensure that the Enable Asset checkbox is selected. This checkbox allows you to make the assets list visible during the work order creation process.
You may also want to check Asset Not Listed in the event that the asset that needs repair is not showing in the list. This will allow the you to still create the work order and add in the asset later.
 Image Added - (When applicable) Select the Enable Asset Replacement Flag on the Request tab of your dashboard settings to activate the Replace option (in addition to the Repair option) on the assets list during the work order creation process.
You have associated assets with your issue list and now can start creating work orders linked to assets in your dashboard.
Test creating a work order for the asset types where the equipment id ID has been added to ensure that it is working as expected. |
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