Maintaining Asset Types

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The Administration workspace establishes a global configuration for your data and how you want to organize your real estate portfolio. After you complete configuring your data, it is available to use to add assets (properties), contracts and leases, invoices, compliance requirements, and financial data such as cost centers and budgets. You may also then use the Real Estate Portfolio Intake Workbook (REPIW). You may continue to configure your data as your real estate portfolio changes by adding new data structures and removing others. The data that you configure in the Administration workspace is referred to as Master Data because it is available throughout Real Estate Manager.

To learn more about master data and the Administration Workspace, click .

Note: Each Asset Type is associated with an ownership status: Owned, Leased, or Mixed Ownership. The Asset Type must be configured for each type of ownership if appropriate.

Assets are grouped by type to help you manage your portfolio. Asset Types are managed in the Asset Types workspace and can be added, edited, and deleted. Asset Types can be configured to include selected Custom Fields, required Compliance Items, and the tabs that display for Assets.

Asset Types Workspace

The Asset Types workspace allows you to create and maintain Asset Types within which you can organize assets to organize your portfolio. 

Asset Types Tabs	Description
Configure Custom Fields	Associates specific data fields with an Asset Type.
Compliance	Defines compliance actions and a schedule for completion of the compliance action.
Asset Tabs	Defines the tabs that display for authorized users for the Asset Type.
Default Folder Structure	Sets up a folder structure for documents.
Product Category	Defines product categories (asset classes) that are associated with an Asset Type.

Adding an Asset Type and Custom Field Groups

Note: You cannot add Custom Fields to an Asset Type until you create at least one Custom Field Group.

On the Asset Types workspace, the custom fields for the Asset Type are organized into Custom Field Groups you create.

1. From the Top NavBar, select Administration. The Administration workspace opens.

   
   

2. Click the Asset Types tile and the workspace opens.

   
   

3. Click the Add New tile and the Add New Asset Type pop-up opens.

   
   

4. In the Name field, enter the name of the Asset Type you are adding.

   
   

5. Click Choose Icon and from the Choose Asset Type Icon pop-up, select an icon to display on the Asset Types workspace and click Select.

6. From the Add New Asset Type pop-up, click Save. The workspace for the new Asset Type opens to allow you to configure the ownership and define Custom Field Groups.

7. All Asset Types are defined based on one of the following three ownership status definitions:

   1. Owned – Asset you own
   2. Leased – Asset you lease
   3. Mixed Ownership – Asset that you partly own and also partly lease

   
   

8. To define ownership status, click the Owned, Leased, or Mixed Ownership link as appropriate. The selected ownership status displays in text and not as a link after selection.

9. Custom fields are organized into Custom Field Groups. To create the first custom field Group, click the here link. 

   

   
   
   

10. In the Add New Custom Field Group pop-up, enter a label for the Custom Field Group in the New Group Caption field.

11. Click Okay.

    
    

12. After the first Custom Field Group has been added, the Add New Group and Select Custom Fields in Groups buttons display to allow you to add more Custom Field Groups or associated Custom Fields with each Custom Field Group.

13. Click Save Changes.

14. To create additional Groups, repeat steps 12-16.

15. Click Save Changes. You can now begin to associate Custom Fields with each Custom Field Group.

Editing an Asset Type

After an Asset Type is created, you can edit the name of the Asset Type, change the icon for the Asset Type, or delete the Asset Type.

1. From the Top NavBar, select Administration. The Administration workspace opens.

2. Click the Asset Types tile and then click the tile for the Asset Type you want to rename and the Asset Types workspace opens. 

   
   

3. Click the edit name link next to the Asset Type Group you want to rename.

   
   

4. In the Edit Asset Type Name and Icon pop-up, enter a new Asset Type name in the Name field. 

5. To select a new icon, click Choose Icon.

6. Select a new icon from the Choose Asset Type Icon pop-up.

7. Click Select. The new icon displays for the Asset Type.

8. From the Edit Type Asset Name and Icon pop-up, click Save to rename or change the icon for the Asset Type.

Deleting an Asset Type with No Asset Assigned to It

Note: An Asset Type that has at least one Asset assigned to it cannot be deleted until the Asset is deleted.

After an Asset Type is created, you can delete it unless there are Assets assigned to the Asset Type. When Assets are assigned to the Asset Type, you must first delete the Asset before you can delete the Asset Type.

1. From the Top NavBar, select Administration. The Administration workspace opens.

2. Click the Asset Types tile and then click the tile for the Asset Type you want to delete and the Asset Types workspace opens.

   
   

3. Click the delete link next to the Asset Type Group you want to delete. The Asset Type is deleted along with all associated Custom Data Fields defined. 

   Note: An Asset Type with an Asset assigned to it cannot be deleted without first deleting the assigned asset.

Editing a Custom Fields Group

1. From the Top NavBar, select Administration. The Administration workspace opens. Click the Asset Types tile. 

   
   

2. Click the Asset Type you want to edit and the Asset Types workspace opens. Click the appropriate Owned, Leased, or Mixed Ownership link.

   
   

3. Click the edit link next to the Custom Field Group you want to edit. The Edit Custom Field Group pop-up opens.

4. In the label field, edit the name of the Custom Field Group.

5. Click the Visible checkbox to display the Custom Field Group on the Asset.

6. Click the Show as Tab checkbox to display the Custom Field Group as a Tab on the Asset.

7. Click Okay. The Custom Field Group is updated.

Deleting a Custom Field Group

A Custom Field Group can be deleted. When a Custom Field Group is deleted, all Custom Fields assigned to it are also deleted.

1. From the Top NavBar, select Administration. The Administration workspace opens. Click the Asset Types tile. 

   
   

2. Click the Asset Type you want to edit and the Asset Types workspace opens. Click the appropriate Owned, Leased, or Mixed Ownership link

   
   

3. Click the edit link next to the Custom Field Group you want to delete. The edit Custom Field Group pop-up opens.

4. To delete the Custom Field Group, click Remove Group. The Confirm Group Removal pop-up opens.

   
   

5. Click Confirm. The Custom Field Group is deleted.

Adding Custom Fields to Custom Field Group for an Asset Type

Real Estate Manager provides a set of default Custom Fields that you can associate with an Asset Type.

After an Asset Type is created, Custom Fields must be associated with the Asset Type. Custom Fields define different requirements, activities, or transactions that can be associated with the Asset Type. Custom Fields are organized into Groups you create for each Asset Type.

Click Default Custom Fields for the list of Default Custom Fields.

You can also create Custom Fields, which is discussed in the subsequent section. After you create a Custom Field, you can add it to other Custom Field Groups.

1. From the Top NavBar, select Administration. The Administration workspace opens.

   
   

2. Click the Asset Types tile for the Asset Type for which want to add a Custom Field and the Asset Types workspace opens. Click the appropriate Owned, Leased, or Mixed Ownership link.

3. If no Custom Fields have been added, click the here link to see the Select/Add Custom Fields pop-up.

   

4. If you are adding more Custom Fields, click the Gear icon to get the Select/Add Custom Fields pop-up opens.

   
   

5. Click the checkbox(es) for the Custom Fields you want to add to a Custom Field Group.

6. Click Confirm Selection. The selected Custom Fields display on the Asset Types workspace. All selected Custom Fields automatically display under the first Custom Field Group.

   

   Note: A Custom Field can only be associated with one Custom Field Group. 

7. Columns at the top of each Custom Field Group show information about the Custom Fields:

   1. Field Name – label for the field
   2. Data Type – type of information and format for the data
   3. Required – whether the field is required to have at least one value entered
   4. Allow Multiple – whether more than one value is permitted to be entered
   5. Default Value – value that automatically fills the field

8. To move a Custom Field to another Custom Field Group, drag and drop the Custom Field to the location within the Custom Field Group. 

9. To order the Custom Fields within a Custom Field Group, drag and drop a Custom Field within the Custom Field Group.

10. Click Save Changes to save the Custom Fields you added to the Asset Type.

Creating Custom Fields for an Asset Type

1. From the Top NavBar, select Administration. The Administration workspace opens.

   
   

2. Click the Asset Types tile and the Asset Types Workspace opens. Click the Asset Type for which you want to create a new Custom Field and the workspace for the selected Asset Type opens. Click the appropriate Owned, Leased, or Mixed Ownership link.

3. If no Custom Fields have been added, click the here link to see the Select/Add Custom Fields pop-up.

   
   

4. If you are adding more Custom Fields, click the Gear icon to get the Select/Add Custom Fields pop-up opens.

   
   

5. In the Select/Add Custom Fields pop-up, click Add New Field. The Add New Custom Field pop-up opens.

6. From the Add New Custom Field pop-up, enter a name for the New Custom Field in the Label for Field data field.

7. From the Field Data Type drop-down, select the type of data to be entered:

   1. Aggregate – combines data at the parent level for all child levels for a specific data field
   2. Contact – information for a person
   3. Currency – type of monetary currency used
   4. Date – date related to a transaction or activity
   5. Decimal – formats numbers that use decimals
   6. Lookup – provides a list of values for selection
   7. Number – numerical characters
   8. Text – alpha/numerical characters
   9. YesNo – binomial response is the only available selection for the field
   10. Measurement – reflects size
   11. Regex – regular expression
   12. MeasurementAggregate – combines measurement data at the parent level for all child levels

8. In the Number of Values field, enter minimum and maximum number of values that can be entered.

   1. A minimum of 0 (zero) indicates that the Custom Field is optional and not a required field.  Enter at least 1 to make the Custom Field a required field.
   2. A maximum of 0 (zero) indicates that the number of values is unlimited.  Most Custom Fields should have a maximum value of 1.

9. The Field Configuration section defines acceptable values for input. The Field Configuration differs depending on the Field Data Type selected. See   in the Appendix that describes each Field Configuration and the options available for each.

10. From the Add New Custom Field pop-up click Save to save the new Custom Field and the configuration settings.

11. Click the checkbox for the new Custom Field that displays in the appropriate section on the Select/Add Custom Fields pop-up.

    

12. Add a new Custom Field does not automatically associate the Custom Field with the Asset Type. You must click the checkbox for the new Custom Field on the Select/Add Custom Fields pop-up to associate it with the Asset Type.  

13. From the Select/Add Custom Fields pop-up, click Confirm Selection. The new Custom Field displays on the Asset Type workspace in the first Custom Field Group.

14. To move a Custom Field to another Custom Field Group, drag and drop the Custom Field to the location within the Custom Field Group. 

15. To order the Custom Fields within a Custom Field Group, drag and drop a Custom Field within the Custom Field Group.

Editing a Custom Field

After a Custom Field is assigned to a Custom Field Group, you can edit the configuration for the Custom Field and change the default value defined. For example, you can update any of the field configurations for the minimum and maximum values for Currency to expand the range.

1. From the Top NavBar, select Administration. The Administration workspace opens.

   
   

2. Click the Asset Types tile for the Asset Type for which want to edit a Custom Field and the Asset Types Workspace opens for the selected Asset Type. Click the appropriate Owned, Leased, or Mixed Ownership link.

   
   

3. Click the edit link in the row for the Custom Field you want to edit.

4. In the pop-up, edit the Custom Field as needed. 

   Note: Each Custom Field has a different configuration. See the Configurations for Custom Fields in the preceding section to see a list of the configuration options for differ. 

5. Click Okay to save your edits.

Deleting a Custom Field

1. From the Top NavBar, select Administration. The Administration workspace opens.

   
   

2. Click the Asset Types tile for the Asset Type for which want to delete a Custom Field and the Asset Types Workspace opens for the selected Asset Type. Click the appropriate Owned, Leased, or Mixed Ownership link.

   
   

3. Click the remove link in the row for the Custom Field you want to delete. The Custom Field no longer displays.

   Note: Deleting a Custom Field that is used on an existing Asset removes the Custom Field and the data for the Custom Field for the Asset.

4. Click Save Changes to save the deletion.