Create New Asset

As part of implementation, Maintenance Connection works with your organization to establish an efficient asset structure. During this process, Asset Classifications are defined and the asset hierarchy structure is established. Assets are then populated into the system based on these definitions.

As assets are added in your organization, you will need to add them to Maintenance Connection.

If the asset to be added does not follow the existing structure, you may need to create a new Asset Classification first.

Create Asset Manually through Create/Add New Option

Choose one of the following options:
- From the Asset List, locate the node that is the designated parent for the new asset, right-click it, and select Add Asset Location.
  
  A blank new asset record is presented in the Work Center with the parent already designated.
- From the Asset module, select the New button on the toolbar.
  
  A blank new asset record is presented in the Work Center.
- Use the main menu:
  1. Choose between two options:
    - Click the down arrow next to the New button.
    - Select File > New > Select from the Main Menu.
      
      The Module menu opens.
  2. Select Asset from the menu.
- From the Asset Work Center Home, click the Create New Asset option.
  
  The first field on the Asset Details page prompts you to designate a parent for the asset so it can be properly placed in the Asset Hierarchy.
Use one of the following methods to designate the parent of the asset:
- Click and drag the parent from the Asset List.
- Click the icon to the left of the desired asset and drag it to the Parent field on the Asset Detail page.
  
  When your cursor is over the Parent field, the cursor will change to a square with a small plus sign inside. Let go of the mouse, and the asset is placed in the Parent field.
  
  Be sure to quickly start the drag motion, indicating you are trying to drag rather than select the asset.
- Look up the parent using the Asset Location lookup:
  1. Click the lookup control to the right of the Parent field.
  2. Locate the parent record in the Asset List on the left.
    
    To display the parent on the right, click the node directly above the desired parent.
  3. Select the desired parent from the results displayed on the right.
  4. Click Apply.
    
    The Asset/Location lookup closes and the parent is selected on the Asset Detail page.
    
    For further instructions on using the Asset/Location lookup, see Asset/Location lookup.
Select the asset classification:
- Choose between two options:
  - In the Class field, enter the Asset Classification.
  - Look up the asset classification using the lookup window:
    1. Click the lookup control to the right of the Class field.
      
      The Asset Classification lookup opens.
    2. Use the Classification Hierarchy controls on the left to locate a desired classification.
      
      To display a classification on the right, click the node directly above the desired record.
      
      Alternatively, you can use the filter and search controls at the top of the page to locate the desired classification.
    3. Select the desired classification from the results displayed on the right.
    4. Click Apply.
      
      The lookup closes and the classification is designated on the Asset Details page.
      
      Default values derived from the Asset Classification are populated on the Asset Details page and additional Asset pages. For further information, see Asset Classifications.
      
      Once the Asset Classification is selected, some fields displayed on the Asset Details page may be locked.
Modify the following fields as necessary:
- Asset Type: The Asset Type field is populated from the Asset Classification Record and is rarely changed. If you wish to change the value displayed, you can edit it, unless the field is locked based on a setting in the Associated Asset Classification Record.
- Asset ID: The Asset ID field is used to uniquely identify this asset. If the Asset is not a location, then the ID field is populated as Asset Classification (Unique ID). Whether or not Maintenance Connection automatically generates this ID for you depends on settings in Asset Preferences.
  - In most organizations, upon selecting an Asset Classification, the Asset ID field is populated with the value: Classification (Auto Number). After saving this new record, Maintenance Connection will generate a number for this asset to ensure it has a unique ID.
  - In other organizations, preferences are set to automatically display the next available number, such as: Classification 34.
  - If automatic generation has been turned off for your organization, you will need to enter your own unique identifier for the asset.
- Asset Name: If automatic ID generation is set on, the Asset Name field will initially be populated with the classification name. If you wish to designate a more specific name, you can edit this value, unless the field is locked based on a setting in the associated Asset Classification Record.
Click Save.

This will allow you to proceed with recording other important information. As soon as the new asset is saved for the first time, Maintenance Connection will refresh the page and display the new Asset ID in the Work Center header.

It is not necessary to click Save before recording data on other tabs/pages; however, saving the record creates a permanent ID and displays this information in the header bar.
Finish entering data requested on the Details page.
Access additional tabs/pages to enter additional data on this asset.

Remember, depending on the Asset Classification selected, additional fields may have default values throughout the record. For more complete information on the data available on each screen, see Asset tabs/pages.
Click Save.

Create Asset(s) Using Copy/Paste Feature

Copy and pasting existing assets provides a quick method to create assets that are similar to existing assets. The standard copy and paste feature makes a clone of the original asset, copying information tied to the asset (with the exception of asset history). By default, the copy feature will copy (and paste) all child assets of the chosen asset. Copying and then using the Paste Special feature will allow you to specify the aspects of the source record that should be copied into the new record, including whether or not child asset records should also be copied. This feature can also be used to make multiple copies of an asset in a single step:

Create a new asset, or assets, by copying and pasting from an existing asset:

Locate the asset that is copied to create the new asset.

The asset should be of the same asset classification and share as many attributes as possible.
Right-click the asset to be copied.

A dialog box displays with options to cut, copy, paste or paste special.
Select Copy from the available options.

No action is taken until you have designated where the copied asset should be pasted.
Navigate to the node in the asset list that you wish to be the parent for the new asset.
Right-click the node.
Choose between two options:
- Select Paste to paste the complete asset record, except for history, including any child records attached to the asset.
  
  This option will copy the Asset Details, Meter Settings/Readings, Related Info (Specs, Parts, Contracts, etc.), PM Schedules, and Attachments (e.g., Documents). Proceed to Step 12.
- To further define the paste options, select Paste Special and proceed to step 7.
  
  The Paste Special dialog box displays, listing four tabs on which settings can be designated.
Select or clear the following check boxes:
- Copy Children: Select this check box to copy any child records attached to the original asset.
  
  If the record has no attached children, this indicator is ignored.
- Copy Preventive Maintenance : Select this check box to copy the preventive maintenance schedules associated with the original asset.
- Copy Specifications/Associations: Select this check box to copy the information stored on the Related Info tab of the original record, including specifications, estimated parts, contracts and occupants.
- Copy Attachments: Select this check box to copy the documents and/or images associated with the original asset.
- Copy Locations Only: Select this check box to only copy the assets under this node that are locations.
  
  This option provides a method for copying the location structure of an asset, such as a building, without copying the actual assets stored in the building.
To create more than one asset from the model asset, specify the number of copies in the available prompt.
To modify attributes of the new asset’s name or ID, click the Search / Replace tab.

Controls are displayed that allow you to specify aspects of the ID or Name to be changed on all new assets created.
To modify the Serial # for the new asset, click the Details tab and enter a new serial number.
To modify the repair center for the new asset, click the Repair Center tab and designate the correct repair center.
Click Apply.

Maintenance Connection proceeds to create the new asset (or assets). The new asset is created with the next ID available for the specified classification. When the new asset has been created, the Asset List will refresh with the new asset included.