Assets

Topics in this section:

• What is an asset?
• What information is displayed for an asset?
• Adding an asset*
• Importing a list of vehicles*
• Importing a list of trailers*
• Importing a list of other assets*
• Editing an asset*
• Deleting an asset*
• Restoring a deleted asset*
• Using filters to search for assets

* An application user must have a user role with View/Modify permission to the ]Resources feature to add, import, edit, delete, or restore an asset.

What is an asset?

The word Asset is a generic term for any piece of equipment owned or operated by an organization, but especially those pieces of equipment that require routine maintenance and servicing. Assets are categorized by asset type.

What information is displayed for an asset?

The following information is displayed for all assets:

• ID - Identifies the asset
• Home Location - The location where the asset is typically stored or to which it returns most frequently
• Service Location - The location where the asset is typically or was most recently serviced
• Asset Group - The asset group(s) to which the asset belongs and can be used for restricting host user access

The following information is displayed only for vehicles:

• Vehicle Type - The type of vehicle

  When importing or exporting vehicles, the Vehicle Type code displayed in the spreadsheet corresponds to the following Vehicle Types:

  Vehicle Type	Vehicle Type Code
  Bus	BU
  Straight Truck	TR
  Truck Tractor	TT

• Carrier - The name of the motor carrier assigned to the vehicle
• US DOT Number - The US DOT Number of the motor carrier assigned to the vehicle

Adding an asset

To add a new asset to the organization:

1. Select the Type of asset to be added in the upper left-hand corner of the report page.
2. Click the New button. This displays the Asset Detail page.
3. Enter the asset's details.
4. Click the Save button to save changes and return to the Assets list page.

Points to remember when adding an asset:

• The system comes with two pre-defined asset types: Trailer and Vehicle. If you wish to track assets of any other type, you must create those custom asset types before adding the assets.
• The ID must be unique within the selected asset type. Uniqueness checking is case insensitive and includes both deleted and non-deleted assets.
• For Trailers and Vehicles, the ID is limited to 10 characters and can only contain alphanumeric characters, underscores (_), hyphens (-), colons (:), or spaces. For other asset types, the ID is limited to 20 alphanumeric characters, underscores (_), or spaces.
• Whenever a unique Trailer or Vehicle is added using the mobile application, that asset will be added automatically to the host database the next time mobile application data is communicated to the server. Therefore, you don't need to use the Asset List web page to add trailers or vehicles, unless you prefer to specify a Home Location and/or Service Location for those assets before they are added through mobile application use.
• The system does not come with pre-defined locations. If you wish to specify a Home Location and/or Service Location for your assets, you must add or import custom locations before assigning assets to them.

Importing a list of Vehicles

The Import option allows an organization to enter multiple vehicles into the system at one time.

A valid vehicle import file will have 2 to 7 columns and one or more rows of data.

Columns must be in this specific order:

Click to view a sample import file.

* Column names have been included for explanatory purposes only. Your import file must NOT include column names.

More information about importing files:

• What file formats can be used for import files?
• How do I create an import file?
• How do I import a file?
• How do I import a value that has a zero or a minus sign (-) at the beginning?

Importing a list of Trailers

The Import option allows an organization to enter multiple trailers into the system at one time.

A valid trailer import file will have 2 to 5 columns and one or more rows of data.

Columns must be in this specific order:

* Column names have been included for explanatory purposes only. Your import file must NOT include column names.

Click to view a sample import file.

More information about importing files:

• What file formats can be used for import files?
• How do I create an import file?
• How do I import a file?
• How do I import a value that has a zero or a minus sign (-) at the beginning?

Importing a list of Other Assets*

A valid asset import file will have 2 to 5 columns and one or more rows of data.

Columns must be in this specific order:

* Column names have been included for explanatory purposes only. Your import file must NOT include column names.

Click to view a sample import file.

More information about importing files:

• What file formats can be used for import files?
• How do I create an import file?
• How do I import a file?
• How do I import a value that has a zero or a minus sign (-) at the beginning?

Editing an asset

To edit the details of an asset already existing in the organization:

1. If desired, specify one or more filters to refine your search.
2. Click the View button. This displays a table containing assets that match your filter criteria.
3. Locate the row containing the asset you wish to edit.
4. Click the asset ID link. This displays the Asset Detail page.
5. Change the asset's details.
6. Click the Save button to save changes and return to the Assets list page.

Points to remember when editing an asset:

• If the ID is edited, this change will apply to any electronic driver vehicle inspection reports (DVIRs) already existing for the old Asset ID. Likewise, if the asset is a Trailer or Vehicle, the change will apply to any electronic record of duty status (aka driver log) already existing that includes the old Asset ID. Be sure to advise drivers who are working with the asset of the change, so that drivers will know the correct ID to enter when creating or requesting DVIRs for that asset.
• If you need to change the ID of any Vehicle, you will also have to change the device-to-vehicle association of the mobile logging device currently installed in that vehicle. Failure to do so will cause incorrect (old) vehicle information to continue to be captured on records created by that device.

Deleting an asset

When a piece of equipment is sold or removed from use, you may wish to delete the asset. Deleting an asset will NOT remove any association between that asset and any existing DVIR or driver's record of duty status (aka driver log), nor will it prevent that asset from being displayed in the Asset Utilization Report.

Assets may be deleted from the Assets list page (one or more assets at a time) or from the Asset Detail page (one asset at a time).

To delete one or more assets from the Asset list:

1. Make sure the Show Deleted checkbox is NOT checked.
2. Click the View button. This displays a table containing only non-deleted assets.
3. Locate the row(s) containing the asset(s) you wish to delete.
4. Check the checkbox to the left of each row.
5. Click the Delete button. This deletes all assets that you have selected.

To delete an asset from the Asset Detail page:

1. Click the Asset ID link to display the Asset Detail page.
2. Click the Delete button located in the upper right hand corner of the Asset Detail page.

Restoring a deleted asset

You can restore a deleted asset in the event that you return it to use.

Assets may be restored from the Assets list page (one or more assets at a time) or from the Asset Detail page (one asset at a time).

To restore one or more assets from the Assets list:

1. Check the Show Deleted checkbox.
2. Click the View button. This displays a table containing both deleted and non-deleted assets.
3. Locate the row(s) containing the asset(s) you wish to restore.
4. Check the checkbox to the left of each row.
5. Click the Restore button. This restores all assets that you have selected.

To restore an asset from the Asset Detail page:

1. Click the Asset ID link to display the Asset Detail page.
2. Click the Restore button located in the upper right hand corner of the Asset Detail page.

Using filters to search for assets

The total number of assets displayed in the table may be reduced through the use of one or more page-specific filters.

The following page-specific filter options are provided:

• Asset Type - You must specify the type of asset
• Filter By text - Include only the assets for which a particular attribute begins with the text specified

  To apply this filter:

  1. Select an attribute (such as Asset ID, Home Location, Service Location, or Asset Group) from the drop-down list.
  2. Enter the desired text into the box.
  3. Click the View button.

  To clear this filter:

  1. Select None from the drop-down list.
  2. Click the View button.
• Show Deleted items - Include deleted as well as non-deleted assets

  To include deleted assets in your search:

  1. Check the Show Deleted checkbox.
  2. Click the View button.

  To exclude deleted assets from your search:

  1. Uncheck the Show Deleted checkbox.
  2. Click the View button.

Points to remember when using filters:

• Multiple filters may be used in conjunction. For example, you can choose to view deleted and non-deleted assets that have a Service Location beginning with ATL.
• Text-based filtering is not case sensitive, and partial matches are returned. For example, filtering by Home Location = CH or ch may return assets assigned to home locations named Charleston Depot, Checkpoint 10, Chicago Warehouse, or Chula Vista Senior Center.