1. What is this module about

Assets is one of the master data modules of Workplace Management.

Just like the buildings and areas can be registered via the Buildings and areas module, assets within (or even separate from) these buildings and areas can be registered.

Assets are all the physical objects within or outside of a building. This can be anything from the coffee machines, fire extinguishers, chairs, desks, laptops, elevators, but also cars, bikes, or even art hanging on the walls. Any asset that is worth tracking (for instance, how many corrective work orders have been created for it, to plan (long-term) maintenance on it, be able to reserve it, or to track the location of the asset (by linking it to the building and area module)) can be added in the assets module.

The Asset module allows you to use asset information in other modules. More information about using assets in other modules is described in the chapter Additional options and use in other modules below.

Apart from the use in other modules, the Asset module can aid in managing your assets, as it helps to get insights into the organization's assets, including details like location, ownership, occupancy status, and maintenance history. This overview helps in resource allocation, cost-saving, and strategic decision-making.

2. Navigation menu

For the asset module, the following navigation menu options become available:

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3. Manage Assets

3.1 Searching Assets

Via the navigation menu ‘Assets’ the default keywords search option is opened. By default, the assets are directly shown in a list below the search bar. If the environment contains a lot of assets (+100), the search results will remain empty and the user needs to enter search criteria to get results.

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List of assets by default shown when opening the assets navigation option

Enter a keyword (e.g. name, reference, description, etc.) to search for the corresponding assets. Via the ‘Search' button or an 'Enter’ on your keyboard, the results are shown in a list below the search bar.

If a more extensive search for assets needs to be done, the advanced search option can be used. Via advanced search, search criteria can be entered per relevant field and can be combined. For example, searching on the name of the asset, the category and the building can be done via advanced search. Advanced search can also be done when searching on fields which are not a keyword, like the asset's category.

If there are assets with a hierarchy, the “child” assets will be shown indented beneath the parent asset.

3.2 Create and edit Assets

3.2.1 Create

Via the ‘Assets' navigation menu, a new asset can also be created from the search results overview. The option to create a new asset is only available for users with the system group 'Edit assets’.

When creating a new asset, an overview of all available categories is shown to choose a category from. By default a lot of categories are available for assets. The user can select the desired category and click on ‘Create' to create the new asset. It is possible that different categories also use different pages to display the asset. Some fields might be applicable for one category and not for the other category. For example, the field 'License plate’ is applicable for a car, but not for a laptop.

More general information about categories, see: Categories.

The user can now enter the asset’s details. Field with a * (asterisk) are required to fill in. If the user clicks on 'Save and return' or the floppy disk icon (Save) in the top right corner, and mandatory fields are not filled in, and error is shown.

3.2.2 Edit

Next to creating a new asset, an existing asset can also be edited with the system group ‘Edit assets'. After the user has searched for the applicable asset, the asset can be opened by clicking on the hyperlink. A hyperlink is usually shown in a different color as the rest of the asset’s information and the text will be underlined automatically, when hovering over the hyperlink.

The asset can now be edited and via the 'Save and return' or floppy disk icon (Save) the changes can be confirmed.

3.2.3 Delete and archive

If an asset is obsolete and is not used anymore, it can be deleted or archived. General information about deleting and archiving an object can be found via the Deleting and archiving article.

4. Additional options and use in other modules

4.1 Related modules

4.1.1 Reservations

Assets can be made reservable via the field 'Reservable' (Yes/No). If an asset is reservable, it can be reserved by users via Workplace Management and/or Workplace Experience (Workplace App, Go, etc.). More information about creating reservations, see Reservations.

4.1.2 Requests

Assets can be used in requests. There is no configuration necessary on the asset itself to be able to link the asset to a request. The problem type the user selects when creating a new request, determines if an asset can or has to be selected and linked to the request. For example, if the coffee machine is broken, the user can create a request and select the actual coffee machine asset to link to the request, instead of describing the location of the coffee machine in the request. When linking assets to requests, this information can also be used in overviews and analysis about how often an asset is linked to a request. More information about creating requests, see Requests.

4.1.3 Work orders

In the different types of work order processes, assets can also be used.

4.1.3.1 Corrective work orders

If an asset is linked to a request and a corrective work order is created from the request by the service group, the asset is automatically taken over to the corrective work order. Contractors with access to Workplace Management will be able to navigate to the asset and view possible history of the asset linked to other requests and work orders in the past. More information about creating corrective work orders, see Corrective work orders.

4.1.3.2 Preventive maintenance work orders

Assets can also be added to a preventive maintenance schedule, if the asset needs to be checked periodically. A monthly inspection of the elevators or a quarterly inspection of all desks is possible by linking the asset to a preventive maintenance schedule and generate the preventive maintenance work orders. More information about creating preventive maintenance work orders, see Preventive maintenance work orders.

4.1.3.3 LTMP work orders

Long term maintenance activities can be for buildings or assets. When a LTMP work order is generated for one or more activities, the related assets will be linked to these LTMP work orders. More information about creating LTMP work orders, see Maintenance Planning.

4.1.4 Contracts

Assets can be linked to contracts to keep track of monthly/quarterly/yearly costs involved around the asset. In a maintenance contract with a supplier, the periodic costs per asset can be registered. More information about creating contracts, see Contracts.

4.1.5 Checklists

Ad hoc checklist can be created from an asset. Based on the asset's product group, a checklist can be generated from a series of available checklist templates for that product group. With a checklist a series of questions need to be entered regarding the asset. Checklists are usually used to see if an asset is still working properly and up to standards. Next to ad hoc checklists, checklists can also be added to preventive maintenance work orders. More information about creating checklist, see Checklists.

4.1.6 Compliance

Some assets might have to comply to the countries legislations. With the 'Compliance applicable' (Yes/No) field on the asset, the asset can be marked as in scope for compliance. By linking the applicable legislations to the asset, the corresponding legislation documents are automatically generated. More information about managing legislation documents, see Compliance.

4.1.7 Employees

Assets like laptops and smartphones can be assigned to the companies employees to use. It will always be registered who is currently using an asset or who used to use the asset. More information about managing employees, see Employees.

4.2 Use

Via the 'Use' tab on an asset it is possible to specify the quantity of the asset. Next to that, it can be specified if it is allowed to overuse the asset. For example, if the asset has a quantity of 5, would it be allowed to assign it to more than 5 people?

Via the ‘Current use' overview, the asset can be assigned to an organization or person via the 'New’ button. This overview also shows if the asset is already in use by someone. The current use overview is filled, if the in use date is in the past and the out of use date is either in the future or empty.

Via the 'Use history and planned use' button all the use for the particular asset can be found. If the asset was used in the past or will be used by another person in the future can be found via this overview.

For every organization or person using the asset, the current use is updated.

The use by a specific person can also be found when navigating to the person and open the 'Resources' tab.

If the asset is assigned to more persons than allowed, an error or warning is shown. This depends on the 'Overuse' setting.

4.3 QR codes

It is possible (depending on setting) to have Workplace Management automatically generate a QR code (based on the URL of the asset) when creating a new asset. This QR code can be used by scanning it with a mobile device and quickly open the asset.

When using Workplace Management on a mobile device an asset can be searched via the 'Scan' functionality. The camera is opened and the QR code can be scanned.

4.4 Documents

Via the 'Documents' tab on the asset, new documents can be uploaded which will be automatically linked to the asset and already linked documents can be managed. More information on documents see: Uploading and viewing documents.

5. Reports

Via the navigation menu Reports → Folders, a list of available reports can be found for all modules the user is authorized to. Assets is one of the master data modules and the folder ‘Master data’ opens an overview of default available master data reports.

6. All fields

The following overview(s) contain a description of the fields used in this module.

The default assets have the following fields available.

Some asset categories have a different page, because additional or other information is relevant.

Category ‘Car' and 'Other vehicles’ (next to the above fields of a default asset, the following fields are available)

Categories ‘Key' and 'Lock’ (next to the above fields of a default asset, the following field is available)

7. Related articles

More information on the Asset module can be found via the following related articles:

• For more information on the content of this module, including detailed descriptions of some of the core components, see: Master data Asset module in the 'Application Managers' section.

• For more detailed implementation information (including how to enable the module, which system groups are involved, data imports, and more information on the startboard and navigation menu options), see: Master data: Assets module activation and information