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Adding Sites and Locations

Asset Essentials provides you with a hierarchy of fields, including Sites and Locations, to define your organizational structure. You may or may not use all fields in your account. Your organizational structure identifies where work is performed, as well as where Assets and Parts are housed.

 

 

A Site typically represents a place where work is performed. A college campus could be considered a site. A school district or charter school might also be considered a single site. In Asset Essentials, users can be restricted to a Site. With this in mind, a Site could also represent a department only select users have access to. Depending on your organization's needs, Sites can represent any of these. For questions on how to best set up your Sites, contact your Implementation Specialist.

How to Add a Site

  • Click on the Admin menu icon, and then click Sites.
  • Click the New button.

General

  • Enter the Name of the Site.
  • Enter the Address of the Site if applicable. This is useful if you use the Esri map feature of Asset Essentials. When the Site is tied to a work order it will automatically plot a point on the Esri map based on the address listed in this section.
  • The rest of the fields in the General section are optional, however it is recommended to provide as much detail as possible.

 

Setting

  • These number templates set the default number of digits for items such as Work Order #, Purchase Order #, Asset #, Part #, etc. For example, ${SYS_AUTO:10} will set the number of digits to 10. Change the 10 to another number if you want to increase or decrease the number of digits for these templates.

PM Exclusion Conditions

Site Closure

You can use this section to indicate a time range that will halt all PM work order generation for a specific site. The next PM work order generation will take place on the next scheduled cycle after the site closure date has passed.

  • Enter the dates the site will be closed using the From and To fields in the PM Exclusion Conditions section.
  • Click Save at the top of the page.

 

PM Exclusion Conditions

You can use this section to apply PM Exclusion Conditions created at the account level to the site in order to halt PM work order generation for a specific amount of time.

  • To apply all active PM Exclusion Conditions to the Site, check the Apply all account level exclusions box.
  • To apply specific PM Exclusion Conditions to the Site, click the Select Exclusion Condition icon ().
    • Check the box next to the PM Exclusion Condition(s) you would like to apply to this Site.
    • Click Select at the top of the window.
    • Click Save at the top of the page.
    • Click OK in the confirmation window that appears to finalize your changes.

 

Addresses

  • Enter the Billing Address and Shipping Address for this Site. If either address is the same as what you typed in the General section, check the box next to Same as the Site Address.

Accounts/Quota

  • This section allows you to limit the number of licenses, per user type, who can be assigned to this Site. For example, if you enter a Quota of 20 Full User licenses, then a new full user will not be able to be assigned to this Site once the limit of 20 has been reached.

Assigned To

  • Use this section to indicate who is responsible for the Site. Use the Select User or Select Me icons at the top to either select yourself or another user whose information is already populated in Asset Essentials. This will automatically assign a work order at this site to the selected users if the Work Order template has been set up to assign from the Source Asset/Location/Site.

Documents

  • Use this section to attach documents related to your Site. Click on the Select Document icon to either select a document from the Documents Library, or add a document from your computer.
  • Click Save at the top of the screen.

 

Locations are places within Sites. If a Site is a "home" then a typical location in that home might be "kitchen" or "bedroom." Locations may be rooms within a building, or Locations could be buildings on a campus. How you define a Site will help determine how you define a Location. Locations can have many identifying characteristics. In addition to room name, number, and a cost center, a Location is part of a Site. It may also be located on a floor, have a description, and could have a latitude and longitude associated with it (particularly if it is located outdoors). Assets and Parts are housed within a Location.

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How to Add a Location

  • Click on the Assets menu icon, then click Locations.
  • Select the Site where you will be adding the Location from the Site drop down menu.
  • Click the New button.

General

  • Enter the Name of the Location.
  • If the Location is found under another already defined Location, you can use the Path field to place the Location in the correct spot in your hierarchy of Locations. For example, If you are adding a Location called "Boiler Room," at the "Building A" Location, the Path would be "Building A \ Boiler Room." To enter a Path, click the Select Locations icon () and choose where your Location resides by clicking the plus sign icon ().
  • If this location is going to be used for storing your parts, check the box next to Inventory Location. This will allow you to add this location to a part.
  • If you plan to print barcode labels for your Locations, enter a Barcode number. This is also where you would enter a non-Asset Essentials QR code value for the Location, if you are using them.
  • The rest of the fields in the General section are optional, however it is recommended to provide as much detail as possible.

Addresses

  • In the Addresses section, you can give the Location an address, if appropriate. This is useful if you use the Esri map feature of Asset Essentials. When the Location is tied to a work order it will automatically plot a point on the Esri map based on the address listed in this section.

 

Assigned To/ Responsible Users

  • Use this section to indicate who is responsible for the Location. Use the Select User or Select Me icons at the top to either select yourself or another user whose information is already populated in Asset Essentials. This will automatically assign a work order at this location to the selected users if the Work Order template has been set up to assign from the Source Asset/Location/Site.

 

Location Assignments

  • When you do not want a Technician to see work across an entire Site, they can be added to a Location Assignment list to allow them to see and manage work for a specific Location(s). *Note: You can only assign a user to a top level location.
  • To assign user(s) to a location, click the Select User icon.
    • Check the box next to the appropriate user(s).
    • Click Select.

 

Documents

  • Use this section to attach documents related to your Location. Click on the Select Document icon to either select a document from the Documents Library, or add a document from your computer.
  • Click Save at the top of the screen.