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Table of Contents


ASSET REGISTER

The default landing page and the primary screen within Lucidity Asset is the Asset Register page. The Asset Register asset register lists all Assets assets within the organisation.

From the Asset Register page of Lucidity Access, administrators can:

  • View Assets assets by Asset Typeasset type
  • View Asset Maintenance Statusasset maintenance status
  • Add or edit Assetsassets
  • Copy Assetsassets
  • Archive and delete Assetsassets
  • Manage Maintenance maintenance tasks

Asset Type

Assets are divided into a number of Asset Typesasset types. Within each Asset Typeasset type, there are a number of linked sub-types which can be used to further filter and differentiate between Assetsassets.

All Assets are viewable from the 'All' menu, whereas individual Asset asset types are viewable as individual registers as required. 

Some examples of possible Asset asset types and sub-types are listed below.

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Next Maintenance Status

When a due date is assigned to a Maintenance Taskmaintenance 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 asset maintenance Status is displayed on the Asset Register asset register and is determined by the 'most overdue' due date of any individual Maintenance Taskmaintenance task. For example, if there are two Maintenance Tasks maintenance tasks open for an Asset asset and one is due in 90 days and one is due in 5 days, the overall Maintenance Status maintenance status will be Orange or 'Due < 1 month' to correspond to the Task task due in 5 days.


Maintenance Status
Colour
Description
CurrentGreenAll Open open tasks/ maintenance activities due are more than one month in the future.
Due < 1 monthOrangeOne or more Open open tasks/ maintenance activities are less than one month in the future, and none are overdue.
OverdueRedOne or more Open open tasks/ maintenance activities are overdue.

Add Assets

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Lucidity Asset: Add and Edit Assets

Creating a new Asset asset can be done from either the All Assets Register or via an Asset Type Register.

  1. Click 'Add New'



  2. Complete all relevant fields (Refer to 'Definitions of Fields' below)
    The details captured for each Asset 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 Assetasset. These can assist when filtering or sorting Assets assets and most can be edited via the Settings tab.
Asset InformationDescription

Generally used for the name of the Assetasset

For example: Millennium Falcon


Type

Select the Asset Type asset type such as Mobile PlantNote: Drop-down list is managed via the Settings tab


Sub-Type

Select the Asset Subasset sub-Type type such as Space CraftNote: Drop-down list is managed via the Settings tab


Manufacturer

Select the Manufacturer manufacturer such as CorellianNote: Drop-down list is managed via the Settings tab


Asset IDEnter the Asset asset ID. This is generally an internal ID, such as SWG01

Registration/ Serial No.Enter the registration or serial number of the Assetasset, such as MillFalc01

Availability

Select the current availability of the Assetasset, such as AllocatedNote: Drop-down list is managed via the Settings taballocated


Additional InformationEnter any additional information

Asset Location

Click 'Get My Location' to record the Assetasset'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 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 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).

 


Parent Asset

Select the Parent Asset parent asset if relevant

Refer to the Parent Asset section in this User Guide user guide below for more details

Purchase InformationSupplier

Select the supplier of the Assetasset, such as Lego


Purchase Price

Enter the purchase price of the Assetasset

Note: Only numbers and a decimal point can be entered, no commas. Max value = 9999999.99


Purchase DateUse the calendar or type in the date the Asset asset was purchased
MaintenanceNext Maintenance

Use the 'Manage' icon to open the Maintenance Task maintenance task list for the Assetasset

Refer to the Maintenance Tasks section within the Asset Maintenance page in this User Guide user guide for more details

PhotoPhotoUpload a photo for the Assetasset
AdminOrganisation Details (Division, Business Unit etc)

Enter all relevant Organisational 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 org details. These can be changed by selecting the field and choosing the correct org detail


Responsible Person

Select the person responsible for the Assetasset

Note: this list is generated from the list of users in Lucidity HR

AdditionalUpload a File

One or more documents can be added to the Asset 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


CommentsAdd comments to the Asset asset as required

3. Click 'Save' to create the Assetasset

Parent Assets

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Lucidity Asset: Parent Assets

The Parent Asset parent asset feature can be used to list all the "Child" Assets assets on a particular "Parent" Assetasset. For example, a fire extinguisher on the Millennium Falcon, a generator on the Death Star and so on.

The Parent Asset parent asset must be created first. Once created, the Parent Asset parent asset can then be selected when adding or editing the Child Assetchild asset.

If a Child Asset child asset has be added, these will be listed at the bottom of the Parent Assetparent asset's Admin admin page:

Child Assets assets can be viewed and edited directly from here:

Edit Assets

To edit an Assetasset, from the All or Asset Type page:

  1. Use Filters filters to locate the required Assetasset
  2. Click 'Edit' to the right of the Assetasset



  3. The Asset asset details page will open. Refer to the 'Definitions of Fields' above to edit fields as required
  4. Click 'Save' to save changes

Copy Assets

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Lucidity Asset: Copy, Archive and Delete Assets

When many Assets assets that are similar need to be added to the Asset Registerasset register, the copy function can be extremely useful. Only Asset asset details will be copied, not Asset Maintenance Tasksasset maintenance tasks.

To copy an Assetasset, from the Asset Register:

  1. Use Filters filters to locate the required Assetasset
  2. Click 'Actions' to the right of the Assetasset
  3. Click 'Copy' from the drop-down list that appears

  4. A copy of the Asset asset will be created. The Admin admin page will open and the name of the Asset asset will have 'Copy' in the title (generated from the Asset asset ID field)



  5. Edit as required, ensuring the Asset asset ID field is updated to remove the word 'Copy'
  6. Click 'Save' to save the Assetasset


Archive Assets

Assets can be archived, preserving all information that has been entered against the Assetasset.

To archive an Assetasset, from the Asset Register:

  1. Use Filters filters to locate the required Assetasset
  2. Click 'Actions' to the right of the Assetasset
  3. Click 'Archive' from the drop-down list that appears

  4. Click 'Archive' in the pop-up box that appears to confirm

  5. The Asset asset is now archived


Info
titleViewing Archived Assets

By default, the Asset Register asset register only displays active Assetsassets. In the event that archived Assets assets need to be viewed, use the 'Status' field in the Filtersfilters. 

From here, Assets assets can be unarchived by following the same steps as above.

Delete Assets

Assets can be deleted and all associated Maintenance maintenance tasks deleted along with it.

To delete an Assetasset, from the Asset Register:

  1. Use Filters filters to locate the required Assetasset
  2. Click 'Actions' to the right of the Assetasset
  3. Click 'Delete' from the drop-down list that appears

  4. Click 'Delete' in the pop-up box that appears to confirm

  5. The Asset asset will be deleted


Warning
titleDeleting Assets

Deletion of Assets assets is permanent and cannot be undone. Always proceed with caution prior to using the delete function.

Reporting from the Asset Register Page

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Lucidity Asset: Reporting from the Asset Register

A standard Excel list Report report is available from the Asset Register page. Regardless of whether running the Report report from the 'List All' page or from an individual Asset Typeasset type, this process is the same.
To generate a Reportreport, from the Asset Register page:
  1. Click 'Show Filters'
  2. Use Filters filters as required to locate the relevant Assetasset(s) required in the Reportreport
  3. Click 'Filter'
  4. The lower half of the screen lists out search result. These will be reflected in the Reportreport
  5. Click 'Excel Export'

  6. In the Excel Reportreport, sort and manipulate the data or merge the data with other reports as required
  7. Save the Reportreport

Printing Asset Labels (Using P-Toucher Editor)

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