Back to Asset Essentials Migration Hub

Data and Users

Now that you have completed your administrator training, it's time to validate your data in Asset Essentials and invite more users to learn the new platform.

 

       Bright Idea:

Remember to make minimal changes in your training environment, as most changes will be overwritten in your final data migration to your production environment.

However, updates to the following areas will carry over to your production environment.

  • Enabled Users

  • User Role and User Permission updates

  • Work Order Routing modifications

 

Key Goals

  • Make sure that your locations, assets, and users were migrated correctly.

  • Identify and activate key users that need to be trained.

  • Encourage your Supervisors and Technicians to leverage the self-guided training resources to learn the new platform.

Data Validation

Once you access your Asset Essentials training environment, you will want to review and validate that all of your data migrated successfully and is structured correctly. The sections below serve as a checklist of items you will want to verify prior to signing off to move your data to the production environment.

Actions to take

  • Log into Asset Essentials and check the following:

    • Locations and Sub-locations

    • Assets

    • Work Order Routing

    • Users

  • Make note of anything that might need to be updated so that you can change it once your production environment is live.

  • Activate users that will need training before moving to your production account (for example, Supervisors and Technicians).

 

Review the data in your training environment to ensure nothing is missing. Also check that everything is set up and structured correctly. If any major changes are necessary, please reach out to let us know. Some things to check would be:

Locations

Ensure all of your current product Locations are set up as Locations in Asset Essentials, and if you utilized Buildings then ensure that they are properly nested under their associated Locations in Asset Essentials. *Note: In Asset Essentials, “buildings” are labeled as “sub-locations.”

  • Click on the Assets menu icon, then click Locations.

  • If you were using Buildings in your current product, these should be listed as sub-locations under the main locations in the list.

Assets

Ensure all your equipment is present in Asset Essentials. Equipment is referred to as “assets” in Asset Essentials.

  • Click on the Assets menu icon, then click Assets.

  • You can click on the asset name to view details of the asset.

Work Order Routing

Ensure any routing from your current product is set up and structured correctly Asset Essentials. *Note: Any changes you make to the work order routing in your training environment will carry over to your production environment in your final migration.

 

Review your User list

  • Review the User list to ensure that all appropriate users have been migrated to Asset Essentials and that their information is correct.

  • You also want to ensure that all of your users have their email address set as their login name. If they are not, make a note to update those once you are moved to your production account.

Review User Permissions

Your users have been migrated into Asset Essentials using the default user roles available in the system. These user roles have user permissions that allow all users with that role to have access to certain functions of the system. View the default user roles for your industry:

 

If you have users that need different access than what is provided by their user role, you can make adjustments to their individual permissions under their specific user profile. *Note: Any changes you make to the user permissions in your training environment will carry over to your production environment in your final migration.

 

  • Click on the Admin menu icon and then click on Users.
  • Right click on the user and select Manage Permissions.

 

 

  • Click on the edit icon () next to the Global, Region, or Site permissions that need to be updated for this user.
  • Check any permissions the user need access to and uncheck any they do not need access to.
  • Click Save at the top of the page.
  • Click OK at the top of the page to finalize your changes.

 

We recommend activating users that will need to be trained first, such as:

  • Administrators

  • Supervisors

  • Maintenance Technicians

  • Any other maintenance staff

 

Once you are in the production environment, you’ll have the opportunity to batch activate all your users at once. *Note: Any users that you activate in your training environment will be active in your production environment in your final migration.

 

You can activate individual users to give them access to Asset Essentials.

 

  • Click on the Admin menu icon and then click on Users.

  • In the User list, locate the user that you’d like to activate.

  • Right click on the user's name and select Edit.
  • Remove the check from the Disable this account box at the top of the screen.
  • Click Save.

 

 

To activate multiple users at one time, follow the steps listed below. You can filter and sort your user list to easily find the users you need to activate.

 

  • Click on the Admin menu icon and then click on Users.

  • In the list of users, check each box next to the appropriate user(s) that you’d like to activate.

  • Once all appropriate users are selected, click the More drop-down found in the top left section of the page and select Update.

  • In the window that appears, check the box next to Active and then select the Enabled option.

  • Click Save to activate the selected user profiles.

 

 

  • Any users that were not previously in your current product, but need to be added to Asset Essentials should be invited to learn the new platform.

  • We recommend these users be for the following roles in Asset Essentials: administrator, supervisor, technician, any other maintenance staff.

  • If you add these users to your training account so that they can learn the system, you will need to add them again once you have switched to your production environment.

 

If you haven't already done so, reach out to Client Services to request Single-Sign-On (SSO) for your production account.

Training your Team

Training your maintenance team is vital to a smooth transition to Asset Essentials. Making sure they are trained prior to launch ensures they can handle their assigned work and any new requests that come in. We have a wealth of resources available to use to get your Maintenance Supervisors and Maintenance Technicians trained and up to speed.

Actions to take

  • Make sure that you have activated the users that need in-app training. See Activating a user for more information about this task.

  • Assign Supervisors and Technicians to complete the in-app training walkthroughs and view the video tutorial learning paths.

 

Once your users are logged into Asset Essentials, they will see a question mark icon in the bottom right corner of the page. This is the Resource Center that includes all the in-app walkthroughs. Clicking on a walkthrough will activate it in Asset Essentials and guide your users through the product while also teaching them about its features. These in-app walkthroughs will always reside in the Resource Center, so your users can take them as many times as they'd like.

Accessing guides from the Resource Center

  • Log in to your Asset Essentials training environment.

  • Click on the question mark icon in the bottom right corner of the screen.

  • Click on Guided Walkthroughs to view a list of available guides.

  • Click on the desired guide to start it.

 

 

The guides will differ based on each user’s role in Asset Essentials. Maintenance Supervisors will have guides tailored specifically to Supervisors, while Maintenance Technicians will have guides tailored specifically to the Technician user role.

 

The walkthroughs have a prescribed path for Super to follow that will guide your journey to learning Asset Essentials. This path is broken up into 4 sections that we recommend you complete in order:

Getting Started

1. Basic Navigation
2. Dashboard Widgets & Customization
3. Summary Pages

Work Order Management

1. Work Requests 6. Batch Processing Work Orders Awaiting Approval
2. Processing a Work Request into a Work Order 7. Completing Work Orders
3. Creating Work Orders 8. Archiving Work Orders
4. Processing Work Orders Needing Assignment 9. Labor Entries
5. Processing Work Orders Awaiting Approval 10. Work Order Batch Operations

Asset Management

1. Creating Assets
2. Creating Work Orders for Assets
3. Entering Meter Readings

PM Management

1. Force Generating Work Orders from PMs

 

 

1. Basic Navigation 5. Entering Meter Readings
2. Summary Pages 6. Creating Work Requests
3. Processing Assigned Work 7. Creating Work Orders
4. Labor Entries 8. Creating Work Orders for Assets

 

Available to both your Maintenance Supervisors and Maintenance Technicians are video learning paths that contain a compilation of short tutorial videos covering important features and functions in Asset Essentials. Your users can utilize these videos to learn Asset Essentials and continue to use them regularly as a reference on how to perform their daily tasks.

User Learning Paths for Education

User Learning Paths for Government

User Learning Paths for Manufacturing/Membership

 

The Asset Essentials Help Site is a great resource for your team to bookmark, so they always have it handy when needed. The Help Site is broken out by different topics in Asset Essentials and provides step-by-step procedures, along with video tutorials, to help your team complete their daily tasks.

User Help Site for Education

User Help Site for Government

User Help Site for Manufacturing/Membership

Next steps

Process Testing