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Populating Data From Asset Essentials

The Capital Forecast and Asset Essentials integration allows you to update your Capital Forecast data based on changes made to Locations, Buildings, and Equipment in Asset Essentials. This feature creates a more flexible method for you to keep up with the ever-increasing changes that occur in your organization. Once your data is updated in Asset Essentials and Capital Forecast, you can continue to submit needs as work requests in Asset Essentials. *Note: Only certain clients are eligible for this integration. To learn if you are eligible, contact Client Services.

How to Populate Data from Asset Essentials

  • Click on the Account Setup tab.
  • Click on Populate Data from Asset Essentials.
  • The Date Submitted column will show the date and time that each data population was run. *Note: The data population will run every 24 hours automatically.
  • The Status column will either show Pending or Complete.
    • Click Complete to open the Results page.
  • Click Run Data Population Now to run a data population from Asset Essentials into Capital Forecast on demand.
  • Click Refresh List to ensure that you are viewing the most up-to-date statuses and data populations.

 

How to Read Your Results

You will see various results depending on the Site, Location, Building, and Asset data that was rejected, added, or updated from Asset Essentials into Capital Forecast. The terms "seeding" or "seeded" that you will see in your results means that the data was populated from Asset Essentials into Capital Forecast.

Data Rejected

Any Sites, Locations, Buildings, or Assets that do not meet the criteria needed to successfully populate data from Asset Essentials to Capital Forecast will be rejected and listed in the results panel.

 

Data Added

Any Sites, Locations, Buildings, or Assets that meet the criteria needed to successfully populate data from Asset Essentials to Capital Forecast will be added and listed in the results panel. The codes listed in this panel are generated on our system's back-end and will populate in the Code field in Capital Forecast. The names listed in this panel come directly from Asset Essentials and will populate in the Name or Description fields in Capital Forecast.

 

Data Updated

If you run the data population manually outside of the automatic data population that runs every 24 hours, then you might find your data results look similar, or even duplicated. This is not the case. The results that seem like they are duplicated are really just reflecting any updates that could have been made. If there were no changes made to that Site, Location, Building, or Asset in Asset Essentials, then no changes will be made to those items in Capital Forecast. If there were any updates made to those items in Asset Essentials, then the updates would populate appropriately even if the results panel stated they were "added". Our system runs the data population against any items that are eligible to be populated into Capital Forecast to ensure that any changes or updates that need to be made to those items are caught.

Errors

You may run into errors that populate in your results panel when trying to add Sites, Locations, Buildings, or Assets. This means that those items met the criteria needed to come over into Capital Forecast, but there may be a missing required field in Asset Essentials that needs to be resolved. The error should list the specific field that needs to be fixed in Asset Essentials. Once you resolve the error, then you can manually run the data population again to be sure the item is added successfully.