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Master data forms the foundational elements within any IWMS (Integrated Workplace Management System), serving as the backbone for organizational operations and decision-making processes. It comprises essential information that remains relatively static and holds significant importance is importantfor the organization's day-to-day activities.
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Master data, in this case, assets, serves two main purposes:
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Requests: Connecting requests to specific assets (E.g., a broken laptop , or a malfunctioning coffee machine) helps the Service Desk to find more related date data on the assets (e.g., uploaded manuals or supplier contact details), helping to quickly identify and resolve issues. Additionally, tracking open or total requests per asset assists in resource and maintenance management.
Reservation Management: Reserving equipment (e.g., a beamer) becomes easier, ensuring efficient use of equipment and better asset availability.
Contracts: Linking assets to contracts makes sure the cost and responsibilities can be tracked per assetsasset. leading Leading to better and more data-driven strategic decision-making and supplier management.
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By default, every user can select every asset in other processes , if linking an asset is enabled for that module (e.g., every user allowed to create a request is by default able to select every asset when creating a request as long as assets are used in the request module). The same applies to users authorized to create and edit assets, as by default, this system group (3. Edit assets) is assigned to a user overall, thus applying to every asset.
if If this should not be the case (e.g., user should only be able to see/select specific assets or only be able to edit specific assets (e.g., all assets of a specific building), contextual access should be enabled via Module settings → Assets: Contextual access to assets (or directly via the module activation). For more information, see: contextual access.
Additional categories
If the default asset categories (described in the Master data Asset module are not sufficient, additional categories can be added. See Master data Asset module for more information on this.
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Contextual access to assets: This will enable the contextual access for assetto the assets. See before and contextual access
After starting the module activation, the assets-related imports become available to download in the next step. For more details, see further down (Data imports).
Starting the module activation will also enable the relevant user groups, and these can be assigned to user profiles via the User profile management dashboard, which can be found on the admins admin's startboard. For more details, see further down (User groups and profile suggestions).
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Relevant data imports become available in the module activation after the activation has been started. Default data imports can also be found on the admins admin's startboard (only for level 2 and level 3 administrators).
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Reference | Name | Description |
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FMB-F-023 | Import assets | This can be used to import the assets of the customer. |
4.4 User groups
When a module is activated, system groups become available that System groups can be assigned to user profiles when a module is activated. These system groups will give users access to (a subset of) navigation menu options, startboard tabs, and tasks in the relevant workflow(s).
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Reference | Name | Description | License needed |
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GOB-G025 | 2.View assets | Group The group gives access to the navigation menu to search assets and the group gives view rights on assets. the later Is The latter is only relevant if contextual access is used, otherwise, all system groups give access to select assets in other processes. | Requestor |
GOB-G008 |
| Group The group gives edit rights on assets. if If contextual access is enabled, this can also be given in the context of specific buildings or assets to users. | Full user |
FMB-G141 |
| If contextual access to assets is used (Settings, master data), this group can be assigned to users to access the navigation menu option "Assets." . Access to specific Assets should be given via the "View assets" or "Edit assets" group (in the context of a building or specific asset). If users are given the group "View assets" or "Edit assets" overall, they already have access to the navigation menu option "assets" with that group. | Limited user |
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Navigation menu option | Available to system groups | Description |
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Assets |
| The option to search for all assets. |
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It is not necessary to have access to the navigation menu option(s) for master data , in order to be able to select these objects in other processes. E.g. end users most likely do not need to search for assets via the navigation menu, they only need to be able to select an asset in a new request or reservation. if contextual access to assets is NOT used (default behavior), users that have the authorization to create a request, reservation, visitor, purchase order, or any other process , can also select any asset in those processes (if applicable in that process) |
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For some modules, additional settings can be configured after the initial module activation via the 'Module settings' option on the administrator startboard. A module is always activated with the most used settings pre-defined. After the module is activated, the module may have more advanced settings available, which can also be managed via the Module settings as well.
To navigate to all asset settings, go to Module settings → tab Assets. Hover over the available settings to get more information:
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