The Asset Management Workspace

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The Asset Management workspace is where you can add, edit, or delete Assets that are organized in a hierarchy referred to as an Asset Tree. The workspace displays a Global Map that identifies the location of all Assets using the Single Asset or Multiple Asset icons. Once you select an Asset, the workspace will include a series of tabs defined by the Asset Type and Asset Ownership. For more information on visible tabs, please see the Real Estate Manager User Guide to Asset Types.

Asset Tree

Within the Action Panel in the Asset Management workspace, all Assets are listed in a hierarchical tree. Assets are grouped by location and are color coded by Ownership Type.

Green – Leased Asset

Blue – Owned Asset

Black Italics – Mixed Ownership

Action Panel Component	Reference	Description
Overview	A	Displays the Global Map from any workspace within Asset Management.
Add Asset	B	Accesses the function to add an Asset.
Filter Icon	C	Allows you to search for Assets using various criteria.
Asset Tree	D	Displays all Assets by location.

Accessing an Asset from the Global Map

1. From the Top NavBar, select Management and then Assets. The Asset Management workspace displays, and you will see the Global Map.

   
   

2. Within the Global Map, you will see the Asset locations. You may use the Increase and Decrease icons to change the area displayed. You may also click and drag the Global Map to display a different area.

3. To access a single Asset, click on the Single Asset icon.

4. To access an Asset where multiple Assets are located, click the Multiple Asset icon. The Assets pop-up opens, listing the Assets at that particular location. Click the Asset you want to access.

   
   

5. To return to the Global Map, click Overview in the Action Panel.

Searching for an Asset Using the Filter

1. From the Top NavBar, select Management and then Assets. 

2. In the Action Panel, click the Filter icon.

   
   

3. From the Ownership Type drop-down, select an Ownership Type. Press Ctrl+Click to select multiple Ownership Types.

4. From the Business Units drop-down, select a Business Unit.

5. From the Asset Status drop-down, click the Show Archived checkbox to include Archived Assets in the search.

6. In the Search Term field, enter text for the Asset Identifier you defined when adding the Asset.

7. From the Asset Location drop-down, select the location of the Asset you want to access.

8. From the Asset Types drop-down, select the Asset Type.

9. From the Tree Grouping drop-down, select the method in which you want the Assets that meet the search criteria to display.

10. Click Apply. Assets that meet the search criteria display in the Asset Tree.

11. Click the Expand icon to show multiple Assets at one location.

12. Click the Asset you want to access.

13. In the Action Panel, click the Show Filters link to display the search criteria used. Search criteria display in bold text.

14. Click the Hide Filters link to close the search criteria displayed.

Asset Workspace Tabs

Within Asset Management, each Asset will display with a predefined set of tabs. Each tab contains data related to a particular Asset. Data may be edited through each tab except the Summary tab. To define which tabs appear for an Asset Type, please see the Real Estate Manager User Guide to Asset Types.

View a Summary of the Asset

The Summary tab contains an overview of the Asset. It is divided into sections that are described below. Information on the Summary tab cannot be edited. Information can be edited on the other tabs.

The Summary tab, provides information in the following sections:

• Asset Details – lists the Asset address and related map, photograph if uploaded, Entity and Business Unit assigned to the Asset, and the Asset Contract Costs Summary that provides the total Contract commitments. 

• Contracts Summary – lists every contract related to the Asset, total amount, Landlord and Lessee, and Critical Dates.

• Valuation Summary – lists all valuations defined for the Asset.

• Compliance Summary – lists Compliance Items and the status, including non-compliant.

• Asset Subdivision Summary – lists the defined tax parcel identification and Subdivision purpose.

• Child Asset Summary – lists any Child Assets defined.

• Asset Consent Approvals Summary – lists any Consent Items that require approval, the required approval, and the related dates.

• Exist Cost Summary – lists any costs or penalties defined for exiting the lease prior to the end date.

• Tasks Summary – lists Tasks defined, due date, and identifies any overdue Tasks.

• Apportionment Summary – lists the Divisions and Subdivisions that are allocated costs on a percentage basis and the split percentages and accounting codes.

• Files Summary – lists any files that have been uploaded for the Asset.

Printing the Asset Summary

The Asset Summary also provides a PDF icon that allows you to print the Asset Summary.

1. From the Top NavBar, select Management and then Assets. 

2. In the Action Panel, click the Expand Tree icon to display the Asset you want to view.

3. Select the Asset and the Summary tab for the Asset will open.

4. Click the PDF icon in the Asset Details section.

   
   

5. From the Summaries to export drop-down, select the section(s) of the Summary you want to print.

6. Press Ctrl+Click to select multiple sections.

   
   

7. From the New Page For each summary drop-down, select:

8. No to print the Summary on continuous pages.

9. Yes to print each Summary section on a separate page.

10. Click Export PDF to download and open the PDF to view.

Viewing or Editing a Contract from the Summary Tab

The Summary tab provides access to view or edit a Contract without navigating to the Contracts tab.

1. From the Top NavBar, select Management and then Assets. 

2. In the Action Panel, click the Expand Tree icon to display the Asset you want to view.

3. Select the Asset and the Summary tab for the Asset will open.

4. In the Contracts Summary section, click the view link to be taken to the specific contract in view mode.

   

5. Click the edit link to be taken to the specific contract, in edit mode.

View Details

The Details tab provides high-level information about the Asset, including access to location information and features as well as the edit function.

Viewing the Street Map

1. From the Top NavBar, select Management and then Assets. 

2. In the Action Panel, click the Expand Tree icon to display the Asset you want to view.

3. Select the Asset. The Summary tab for the Asset displays.

4. Go to the Details tab.

5. Click Map under the photograph field.

   
   

6. To change the view:

   1. Click the Rotate icon to rotate the map clockwise.
   2. Click the Tilt Map icon to raise the map perspective.
   3. Click the Increase or Decrease icons to enlarge or compress the area viewed.
   4. Click the Full Screen icon to open the map on the full browser screen.
   5. Click Map to display in a map format.
   6. Click Satellite to display in 3D imagery format.

7. Click Close to close the Asset Map pop-up.

Uploading a Survey Plan

The Details tab allows you to upload a Survey Plan for the Asset.

1. From the Top NavBar, select Management and then Assets. 

2. In the Action Panel, click the Expand Tree icon to display the Asset you want to view.

3. Select the Asset. The Summary tab for the Asset displays.

4. Go to the Details tab.

5. Click Survey Plan under the photograph field.

   
   

6. Click Upload New File.

   
   

7. In the Description field, enter information about the file.

8. Click Browse to find the file and select to upload.

9. Click Open and the file name displays in the File Name field.

10. To set an expiration date for the file, click the Expiry Date field or the Calendar icon and select the date on which the file expires.

11. In the Notes field, enter any additional information about the file.

12. Click Save to upload the file.

    
    

13. Click the image section to view the Site Survey in a separate browser window.

Adding an Area Breakdown

The Details tab provides the function to set up measurements for areas in the Asset.

1. From the Top NavBar, select Management and then Assets. 

2. In the Action Panel, click the Expand Tree icon to display the Asset you want to view.

3. Select the Asset. The Summary tab for the Asset displays. You may stay on this tab or go to the Details tab.

4. Click Manage Area Breakdown.

5. From the Area Unit drop-down, select the measurement type.

   
   

6. Click Add Area to define the measurements for an area.

   
   

7. In the Area Type/Name field, enter an identifier for the area.

8. In the Area field, enter the number of square meters or square feet.

9. Click Add Area to continue to add information for new areas.

10. Click Save. The Area Breakdown displays on the Details tab.

    
    

Editing or Deleting an Area Breakdown

An existing Area Breakdown can be updated, including the Area Unit and measurement data. They can also be deleted following the same steps.

1. From the Top NavBar, select Management and then Assets. 

2. In the Action Panel, click the Expand Tree icon to display the Asset you want to view.

3. Select the Asset. The Summary tab for the Asset displays. You may stay on this tab or go to the Details tab.

4. Click Manage Area Breakdown.

5. From the Area Unit drop-down, change the measurement type as needed.

   
   

6. Click Add Area to define the measurements for an area, if needed.

   
   

7. In the Area Type/Name field, enter an identifier for the area if new, change if updating.

8. In the Area field, enter the number of square meters or square feet.

9. Click Add Area to continue to add information for new areas.

10. To delete an area, click the Delete icon and the row will be removed.

11. Click Save. The Area Breakdown displays on the Details tab.