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On this page:
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ASSET REGISTER
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InForm Workflow Approvals & InForm - Asset Integration Pt 2 Webinar Click the video below to view a 30 minute comprehensive training Webinar focusing on Lucidity InForm workflow approvals and part 2 of InForm - Asset integration. Inform Workflow Approvals: starts immediately and continues to the 26 minute mark InForm - Asset Integration Pt 2: starts at the 26 minute mark and continues for 5 minutes NOTE: This Webinar was recorded in August 2020. Any updates to the features or modules discussed since then will not be included. |
The default landing page and the primary screen within Lucidity Asset is the Asset Register page. The asset register lists all assets within the organisation.
From the Asset Register page of Lucidity Access, administrators can:
- View assets by asset type
- View asset maintenance status
- View associated forms from Lucidity InForm for particular assets
- Add or edit assets
- Copy assets
- Archive and delete assets
- Manage maintenance tasks
Asset Type
Assets are divided into a number of asset types. Within each asset type, there are a number of linked sub-types which can be used to further filter and differentiate between assets.
All Assets are viewable from the 'All' menu, whereas individual asset types are viewable as individual registers as required.
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Next Maintenance Status
When a due date is assigned to a maintenance task, a status colour code is applied to the due date. The colour code is the same as that used within other Lucidity Software modules, such as Lucidity Competency.
The overall asset maintenance Status is displayed on the asset register and is determined by the 'most overdue' due date of any individual maintenance task. For example, if there are two maintenance tasks open for an asset and one is due in 90 days and one is due in 5 days, the overall maintenance status will be Orange or 'Due < 1 month' to correspond to the task due in 5 days. View the Asset Maintenance page in this user guide for more details.
Maintenance Status | Colour | Description |
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| Current | Green | All open tasks/ maintenance activities due are more than one month in the future. |
| Due < 1 month | Orange | One or more open tasks/ maintenance activities are less than one month in the future, and none are overdue. |
| Overdue | Red | One or more open tasks/ maintenance activities are overdue. |
Add Assets
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Lucidity Asset: Add and Edit Assets
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Creating a new asset can be done from either the All Assets Register or via an Asset Type Register.
- Click 'Add New'
- Complete all relevant fields (Refer to 'Definitions of Fields' below)
The details captured for each asset may vary slightly between each system configuration. Fields marked with * are mandatory.
Definition of Fields
There are a range of fields that can be used to classify each asset. These can assist when filtering or sorting assets and most can be edited via the Settings tab.
| Asset Information | Description | Generally used for the name of the asset For example: Millennium Falcon |
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| Type | Select the asset type such as Mobile Plant | |
| Sub-Type | Select the asset sub-type such as Space Craft | |
| Manufacturer | Select the manufacturer such as Corellian | |
| Asset ID | Enter the asset ID. This is generally an internal ID, such as SWG01 | |
| Registration/ Serial No. | Enter the registration or serial number of the asset, such as MillFalc01 | |
| Availability | Select the current availability of the asset, such as allocated | |
| Additional Information | Enter any additional information | |
| Asset Location | Click 'Get My Location' to record the asset's current location (note - this will be the current location of the device being used) This location (latitude and longitude) is recorded as part of the asset details, along with a corresponding uncertainty measurement which is indicated as a circle around the pin. The location can be updated as often as necessary by editing the asset and re-selecting 'Get My Location'. Only the current location can be selected (it is not possible to specify a location using the map and dropping the pin in an arbitrary position).
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| Parent Asset | Select the parent asset if relevant Refer to the Parent Asset section in this user guide below for more details | |
| Purchase Information | Supplier | Select the supplier of the asset, such as Lego This list is managed from the Settings tab |
| Purchase Price | Enter the purchase price of the asset Note: Only numbers and a decimal point can be entered, no commas. Max value = 9999999.99 | |
| Purchase Date | Use the calendar or type in the date the asset was purchased | |
| Maintenance | Next Maintenance | Use the 'Manage' icon to open the maintenance task list for the asset Refer to the Maintenance Tasks section within the Asset Maintenance page in this user guide for more details |
| Photo | Photo | Upload a photo for the asset |
| Admin | Organisation Details (Division, Business Unit etc) | Enter all relevant organisational details. These fields may vary dependant on system set up Note: some fields may auto-populate to match the logged in user's org details. These can be changed by selecting the field and choosing the correct org detail |
| Responsible Person | Select the person responsible for the asset Note: this list is generated from the list of users in Lucidity HR | |
| Additional | Upload a File | One or more documents can be added to the asset as required. For example, a user manual for plant equipment and can be renamed, description added, edited and deleted. Various file types are accepted - PDF, doc, tiff, jpeg. It is advisable to keep the file size below 1MB to allow for ease of downloading again when required. Attached evidence can be downloaded, printed or viewed within the system Click 'Upload' to save the document. Refer to the Uploading/Managing Files in Lucidity Modules user guide page for more details. |
| Comments | Add comments to the asset as required |
3. Click 'Save' to create the asset
Parent Assets
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Lucidity Asset: Parent Assets
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The parent asset feature can be used to list all the "Child" assets on a particular "Parent" asset. For example, a fire extinguisher on the Millennium Falcon, a generator on the Death Star and so on.
The parent asset must be created first. Once created, the parent asset can then be selected when adding or editing the child asset.
If a child asset has be added, these will be listed at the bottom of the parent asset's admin page:
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View Linked Form Records
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Lucidity Asset: View Linked Form Records
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Forms from Lucidity InForm can be linked to particular assets. Once linked, these forms are then viewable and accessible from the asset register.
To view a linked form for an asset, from the All or Asset Type page:
- Use filters to locate the required asset
- Click 'Edit' or 'Maintenance' to the right of the asset
- Click the new 'Form Records' menu which now appears to the left of the asset
- All associated forms will be listed. To view an individual form record, click 'Open' to the right of the form record
- Note permissions to view forms within Lucidity InForm will be required
- Note permissions to view forms within Lucidity InForm will be required
Refer to the Form Records page within the Lucidity InForm user guide for more details on linking assets to forms.
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