Assets

To create a new asset, complete the following steps:

1. Review the header to ensure that you are in the correct project or partition.

2. Navigate to Asset Manager > Assets.

3. Click New in the action bar.

4. Complete the following fields as appropriate:

   Field	Description
   Type	Select the appropriate asset type for the asset you are creating. Note The available list is based on the asset types set up in the Asset Manager > Types app for this project. Refer to Types.
   Name	Enter the name of the asset.
   Description	Enter a brief description of the asset .

5. Click Next in the action bar.

6. Complete the following fields as appropriate:

   Note Depending on how this app is configured for your domain, there may be fields or sections listed here that do not appear for you, fields and sections that appear for you which are not listed here, or fields and sections which appear in a different order. If you have any questions, check with your domain administrator.

   Field	Description
   Details
   Class	The class associated with the selected asset type appears here.
   Discipline	The discipline associated with the asset class appears here.
   Type	If desired, modify the selected asset type for the record.
   Asset ID	Enter the Asset ID. Note Depending on your configuration, the Asset ID may be required to be unique for this project or for this domain. If you have questions about how this app is configured for you project, contact your domain administrator. Refer to Settings tab.
   Name	Enter the name of the physical asset.
   Description	Enter a brief description of the asset.
   Location	Select the project location for the asset. Important A location is required before the record can be saved. For more information on locations, refer to Setting up locations.
   Parent Asset	If appropriate, select a parent asset for this asset. For more information, refer to Track asset components.
   Responsible Company	If applicable, select the company responsible for the asset. This may default from the selected asset type.
   Status	Select the appropriate status for the asset. Note This lookup list is managed in the Configuration app. Refer to Lookups.
   Status Change Notification	Select the contacts or contact groups to be notified if there is a change in the Status field. Note Your domain administrator can select a default value for this field in the Configuration app. Refer to Defaults.
   Attributes
   Asset attributes	Complete the asset-level attributes that appear for the selected asset type and class. These fields vary based on configuration.
   Current Condition
   Inspection Date	Displays or captures the date of the inspection associated with the current condition entry.
   Inspection App	Displays the application from which the inspection or condition information originated, if applicable.
   Inspection Number	Displays the related inspection number, if applicable.
   Inspection Type	Displays the type of inspection recorded for the asset.
   Priority	Displays the priority assigned to the current condition entry.
   Remaining Life (Years)	Displays the estimated remaining life of the asset in years.
   Planned End Date	Displays the projected end date based on current planning information.
   Total Repair Cost	Displays the total repair cost associated with the current condition entry, if available.
   Summary	Displays a summary of the current condition.
   Active Deficiencies	Lists open deficiencies associated with the asset, including inspection date, type, number, description, status, and date resolved.
   Media
   Upload or select any relevant image files. You can use drag and drop to add an image file to this section. For more information on using this section, refer to Media section.
   Linked Documents
   Any linked records associated with the asset appear here.
   References
   Upload or select any relevant files or documents. You can use drag and drop to add a file to this section. For more information on using this section, refer to References section.
   Condition History
   Note The Show Conditions and Deficiencies setting must be enabled in Configuration for this section to appear.
   Conditions	Displays prior condition records for the asset, including inspection date, source app, inspection number, inspection type, and priority.
   Deficiencies	Displays prior deficiency records associated with the asset, including inspection date, type, number, description, status, and date resolved.

7. When you are done, click Save.

You can promote existing assets to the domain level, allowing them to be re-used in other projects.

To promote an existing asset to be available throughout your domain, complete the following steps:

1. Review the header to ensure that you are in the correct project or partition.

2. Navigate to the Asset Manager > Assets application (Apps > Asset Management > Asset Manager > Assets).

3. From the log view, select the asset you want to promote to open the detail pane.

4. From the action bar, select Promote to Domain. You may need to select the More icon if the option is hidden for space reasons.

5. Click Continue on the confirmation message. The asset is promoted to the domain level and available for selection in all projects.

   If the promoted asset is a child asset to another asset, the full parent chain is included when the asset is promoted.

To use an asset that has been promoted to the domain level, select Use Domain Assets in the appropriate project. Select the appropriate assets and click Update. The assets are added to the project.

Note The asset types and asset classes associated with the added assets are added to the Asset Manager > Types and Asset Definition > Classes - Project for the project and are now available for selection when creating new assets or asset types in the project.

If Required Submittals are enabled in the Classes-Master app, you can define what submittal items are required for any Types or Assets created based on those classes. Refer to Required Submittals.

The Required Submittals section appears at the bottom of the asset page, listing the required submittals as set up in the appropriate class.

To generate the required submittal items in the Submittal Items app, select Generate Submittals from the action bar. New submittal item records are created and the corresponding Asset is automatically tagged.

Note If the Generate Submittals action is initiated multiple times, only the submittal items that have not yet been generated will be created. Duplicate submittal item records are not created.

The number of Required Submittals and Approved Submittals appears in the Details section of the record detail view.

Note An approved submittal is defined as a required submittal item where the Count as Approved flag is set to true on the submittal item associated with the asset class. Only submittals marked as required are included in this calculation. For more information, refer to Responses to Count as "Approved".

You can define parent/child relationships between assets to track components at the individual part level. By defining parent/child relationships, you gain a granular view of your equipment’s structure, allowing you to attribute data to specific parts while maintaining a complete picture of your high-value assets.

To designate that an asset is component of another asset, select the appropriate parent asset in the Parent Asset field.

The hierarchy of child assets appear as clickable links on the Components tab in the detail view.

Note The Components tab must be enabled on the Settings tab of the app configuration. Refer to Settings tab.

The Asset Hierarchy log view shows assets in an expandable hierarchical view.

The full parent chain is included when a child asset is promoted to the domain level.

Parent assets can be included in the import process.

If you need to create multiple asset records at once, you can do so through the import process.

You will first generate an export of an existing record to access the correctly formatted spreadsheet file for the import. Once the exported file is available, add the appropriate values for the records you want to import to the exported spreadsheet. You can then import those records. For more detailed information on the importing process, refer to Importing records.

Note In addition to the standard Import and Export options, the Asset Manager > Assets app can be configured to allow you to complete an import or export using the COBie (Construction Operations Building Information Exchange) format by selecting Import (COBie) or Export (COBie) from the More menu in the action bar. To enable these options, an administrator can selectEnable COBie Import/Export in Configuration.

You can generate a report from a selected log view, or use one of the built-in reports available by default in each application. For more information on creating your own reports, including how to set up scheduled reports, refer to Creating ad hoc reports.

Note For information on modifying the logo that appears on reports in your project, refer to Managing report logos.

To generate a report from a log view with up to 10,000 records, select the report icon . If your log view contains more than 10,000 records, the report icon will be disabled and you can select to download the records to a CSV file instead. For more information, refer to Generate a report from a log view.

To generate an application report, complete the following steps:

1. Navigate to the application.

2. Select Reports in the application title bar.

   

3. Select the report you want to run.

4. Apply any desired filters.

5. Select View or Download as appropriate. For more information, refer to Viewing Reports.

   

6. Click the Close icon when you are done.

To delete an asset record, complete the following steps:

1. Review the header to ensure that you are in the correct project or partition.

2. Navigate to Asset Manager > Assets.

3. To delete a single record, right-click on the record in the log view and select Delete, or open it in the detail pane and select the Delete icon in the action bar.

4. To delete multiple records at once, select the check box next to one or more records in the log view and select Delete from the action bar.

5. Click OK on the confirmation message.

Note If a record was deleted in error, it can be recovered from the Recycle Bin application by an administrator. Deleted records are available for restoration for a set number of days as configured in domain settings. For more information, refer to Using the Recycle Bin.

Your domain administrator or another user with the appropriate permissions can configure the app in the Configuration application.

Important When working in the Configuration app, it is important to review the header and ensure that you are working at the correct level in the hierarchy, either the root domain or at a partition or project level.

Settings that you establish at the root domain or lower levels will inherit down the hierarchy until they are overridden. For more information on the hierarchical structure of Kahua, refer to Understanding the hierarchical structure of Kahua.

The Configuration app can be accessed directly through the apps list (Apps > Administration > Configuration), or by right-clicking on an application in the launch bar and selecting Configure. When you select Configure for an app from the launch bar, the detail view of the configuration page for that application opens automatically.

For general information about the Configuration app, including how to set up an approval workflow, refer to Configuration app.

For general information on configuring this app in Configuration, refer to Application configuration.

The following items are part of the application configuration and are specific to this application: