Maintaining Assets in the Asset Management Workspace

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Once Assets have been added, either through the user interface or with a bulk import, they can be managed through the Asset Management workspace. Here you can edit, archive, unarchive, delete, and move assets. You may also add child assets to existing assets.

For information on adding an asset, go to Adding an Asset.

Editing an Asset

From the Top NavBar, select Management and then Assets.
In the Action Panel, click the Expand Tree icon to display the Asset you want to edit.
Select the Asset and the Summary tab for the Asset will open.
Go to the Details tab and click Edit Information.
To change the Ownership Type, click the edit link.
From the Type drop-down, select the Asset Type. The Asset will inherit the configuration for the Asset Type selected, including the Custom Fields, Folder Structure, Compliance Items, and the tabs displayed.
From the Asset Ownership drop-down, select the type of ownership.
Click Save and the Ownership Type is updated.
In the Details section, you may edit any of the available fields.
To select a different Business Unit or Entity, click the Search icon.
You can start to type the name of the Business Unit or Entity in the Search field to narrow your list of choices, or you can click select next to the name of the Business Unit or Entity in the list.
You may also add a Company or Person as the Contact for the Business Unit or Entity.
To upload a different photo of the Asset, click the Upload New File link.
In the Description field, enter information about the photo.
Click Browse and select the file you want to upload, then click Open.
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.
In the Notes field, enter any additional information about the photo.
Click Save. The image will display on the new Asset.
Custom Fields defined for the Asset Type selected will be displayed under the Details section. Edit as necessary.

Note: Custom Fields may be defined to be optional or required. Custom Fields may be defined with default values that can be updated.
In the Address section, you may edit as necessary.
Click Save. The Asset displays on the Asset Tree and the Asset Details tab displays for the Asset, with the updated information.

Archiving an Asset

When an Asset is no longer in active use, you can archive it to remove from search results. An Archived Asset does remain on the Asset Tree. You may also unarchive an Asset as needed.

Note: You cannot archive an asset that has an active contract attached to it. You must first archive the contract and then archive the asset.

From the Top NavBar, select Management and then Assets.
In the Action Panel, click the Expand Tree icon to display the Asset you want to archive.
Select the Asset and the Summary tab for the Asset will open.
Go to the Details tab.
In the Asset State section, select Archive asset from the Action drop-down.
Click Perform Action.
In the Update Asset Status pop-up, select the archive date.
Click Update Status.

Unarchiving an Asset

Archived Assets may be accessed from the Asset Tree where you can unarchive them as needed.

From the Top NavBar, select Management and then Assets.
In the Action Panel, click the Expand Tree icon to display the Asset you want to unarchive.
Select the Asset and the Summary tab for the Asset will open.
Go to the Details tab.
In the Asset State section, select Un-Archive asset from the Action drop-down.
Click Perform Action.
In the Update Asset Status pop-up, click Update Status to confirm.

Deleting an Asset

From the Top NavBar, select Management and then Assets.
In the Action Panel, click the Expand Tree icon to display the Asset you want to delete.
Select the Asset and the Summary tab for the Asset will open.
Go to the Details tab.
Scroll to bottom and click Delete Asset.
Click Confirm in the pop-up.
The Asset is completely deleted now and will not show up in the Asset Tree or be searchable.

Adding a Child Asset

Real Estate Manager allows for the creation of a parent/child asset relationship. This may be useful if you have one parcel of land, but multiple buildings located at the site. You may enter a parent Asset to indicate the larger parcel of land or complex and individual child Assets to indicate each building on the land or in the complex.

From the Top NavBar, select Management and then Assets.
In the Action Panel, click the Expand Tree icon to display the Asset you want to add a child Asset.
Right-click the Asset and select Add record.
In the Add Asset pop-up, select the Type and Asset Ownership for the child Asset.
Click Ok.
Complete the information needed to define the Asset and click Save. The child Asset displays under the parent Asset in the Asset Tree.
Please refer to Adding an Asset for more details.

Moving an Asset

Real Estate Manager allows you to move an Asset to another Asset. However, the moved Asset will become a child Asset to the Asset to which it was moved.

Note: This action is only available for Owned and Mixed Ownership Assets.

From the Top NavBar, select Management and then Assets.
In the Action Panel, click the Expand Tree icon to display the Asset you want to move.
Select the Asset. The Summary tab for the Asset displays.
Go to the Details tab and click the move asset link.
In the Select new parent asset pop-up, enter the new asset name in the Search field. You may enter as much or as little of the name and click Search. Relevant results will display.
Click Select next to the Asset that will become the new parent Asset.
Click Move Asset.
The moved Asset will now appear as a child Asset under the selected parent Asset in the Asset Tree.