Asset Register

REGISTER

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.

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

Next Maintenance Status

When a due date or usage is assigned to a maintenance task, a status colour code is applied to the due date or usage. 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 or usage 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.

Add Assets

Creating a new 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 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.

1. Click 'Save' to create the asset

Parent Assets

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:

Child assets can be viewed and edited directly from here:

View Linked Form Records

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:

1. Use filters to locate the required asset

2. Click 'Edit' or 'Maintenance' to the right of the asset

3. Click the new 'Form Records' menu which now appears to the left of the asset

4. All associated forms will be listed. To view an individual form record, click 'Open' to the right of the form record

   1. 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.

Edit Assets

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

1. Use filters to locate the required asset

2. Click 'Edit' to the right of the asset

    

3. The 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

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

To copy an asset, from the Asset Register:

1. Use filters to locate the required asset

2. Click 'Actions' to the right of the asset

3. Click 'Copy' from the drop-down list that appears

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

    

5. Edit as required, ensuring the asset ID field is updated to remove the word 'Copy'

6. Click 'Save' to save the asset

Archive Assets

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

To archive an asset, from the Asset Register:

1. Use filters to locate the required asset

2. Click 'Actions' to the right of the asset

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 is now archived

Delete Assets

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

To delete an asset, from the Asset Register:

1. Use filters to locate the required asset

2. Click 'Actions' to the right of the asset

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 will be deleted

Reporting from the Asset Register Page

A standard Excel list report is available from the Asset Register page. Regardless of whether running the report from the 'List All' page or from an individual asset type, this process is the same.

To generate a report, from the Asset Register page:

1. Click 'Show Filters'

2. Use filters as required to locate the relevant asset(s) required in the report

3. Click 'Filter'

4. The lower half of the screen lists out search result. These will be reflected in the report

5. Click 'Excel Export'

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

7. Save the report

Printing Asset QR Codes - Bulk

QR Codes can be printed onto stickers and placed on assets. This allows asset users to then scan the code on their mobile phone and view the asset details, maintenance tasks, linked InForms etc.

Refer to the QR Codes page in the user guide for more information.