Assets

What is an asset

An asset is any equipment, system, or item you track in a project. Assets are the physical or digital objects you manage, inspect, and link to documentation and issues.

Examples include UPS units, inverters, sensors, racks, servers, fire panels, or any component that needs tracking, auditing, or maintenance records.

Opening the Assets screen

To reach the Assets screen:

1. Tap the hamburger menu icon (☰) to open the side drawer.
2. Tap Assets in the module list.

The header shows the Assets title with a badge showing the total number of assets in the current project.

Viewing the asset list requires the assets.read permission — if your project role does not include it, the screen shows a no-access state instead.

Assets list layout

The Assets screen shows:

• A floating glass header with the Assets title, the total asset count, the notification bell, and a + button to create an asset (shown when your role has assets.create).
• A search bar and a Filters button, with removable chips for any active filters.
• A scrollable list of asset cards, each with a coloured status bar, the Asset ID, type, category, and current status.

When you scroll down, the search and filter row tucks away to give the list more room — scroll up to bring it back. A loading indicator appears at the bottom while more assets load.

Search assets

Tap the search bar and type to search assets. Results update automatically after a short pause (about a third of a second) — there is no separate search button.

Clear the search by tapping the X in the search bar or deleting all text. Search and filters can be combined.

Filter assets by status, type, or category

To apply filters:

1. Tap the Filters button next to the search bar.
2. A filter sheet slides up from the bottom.
3. Select one or more values for Status, Type, or Category — all are multi-select.
4. Apply to update the list.

Active filters appear as chips below the search bar; tap the × on a chip to remove that filter individually. Filters and search work together.

Pull to refresh and infinite scroll

Drag down from the top of the asset list and release to refresh — this reloads the list from the server to pick up changes made by teammates.

The list loads 25 assets per page. When you scroll near the bottom, the next page loads automatically with a small activity indicator.

Asset card information

Each asset card in the list shows:

• A coloured left border — the colour reflects the asset's current status. Status colours are defined by your project.
• Asset ID — the unique identifier such as UPS-001.
• Type and Category — as configured by your project.
• The current status label.

Tap any card to open the asset detail sheet.

How to create an asset from the phone

You can create an asset from the phone when your role has the assets.create permission (Project Admins and Members have it by default). Without it, the + button is not shown.

1. Open Assets and tap the + button at the top right of the header. The Create Asset sheet opens.
2. Type the Asset ID, for example UPS-001 (required).
3. Tap a Type chip (required) and a Category chip (required when the project has categories). The choices are the ones configured for your project.
4. Optionally fill in Model and Description.
5. Optionally tap Location and pick a place from the project's location tree.
6. Optionally choose a Parent asset (see "Parent asset and sub-assets").
7. Optionally set a Map position: tap Use my position to store where you are standing. For an asset that spans distance, such as a cable route, use Walk this span under Line route. Both are explained in the Map help.
8. Tap Create.

You do not choose a status. The "Starts as" tile shows the first status of your project's flow, and every new asset begins there.

Vendor and attachments are not part of the create sheet. Open the new asset afterwards to set its vendor or add photos and files.

You can also create an asset from the Map with its Add button. The pin you place fills in the Map position for you.

Parent asset and sub-assets

An asset can be a component of another asset — a converter inside a turbine, for example. The outer one is the parent asset, and the ones inside it are its sub-assets.

On the phone you choose the parent while creating the asset:

1. In the Create Asset sheet, tap Parent asset. A search panel opens under the field.
2. Type part of the parent's asset ID in the "Search by asset ID…" box. The list shows up to 12 matches, so keep typing to narrow it down.
3. Tap the asset to select it. Tap the × on the field to clear it again.

Leaving Parent asset empty is fine — the asset then stands on its own.

The asset's detail sheet on the phone does not show the parent, does not list sub-assets, and cannot change the parent. For that, open the asset on the web app: it has a Parent asset field and a Sub-assets card where you can add a sub-asset.

One place the parent does matter on the phone: Show on map. A sub-asset with no map position of its own lands on its parent's pin when the parent has one.

Open and view asset details

Tap any asset card to open the asset detail sheet, which slides up from the bottom. It opens in read-only mode first, showing:

• Asset ID, type, category, model, and description.
• Vendor/company and location (shown as its full location path).
• The current status.
• A Map position card — the asset's own coordinates, with Use my position, Clear position and Show on map. It appears when you can edit the asset or when there is a position or pin to show. See the Map help for details.
• Custom fields, grouped by field group.
• An attachments strip.
• A linked documents card.
• A history feed of changes.

Scroll within the sheet to see everything; swipe it down to close.

Edit asset fields

In the asset detail sheet you can edit fields directly (with the right permissions):

• Select fields — status, type, category, vendor/company, and location — open a compact picker that slides up inside the sheet. The location picker resolves your choice to its full path.
• Text fields — Asset ID, description, and model — use inline editors.

Editing requires the assets.update permission. If you created the asset yourself, you can always edit it even without that permission. Changing the status is governed separately (see the status section).

Change asset status

In the asset detail sheet, tap the status field to open the status picker inside the sheet.

Important: status transitions follow your project's status flow — only the statuses allowed as next steps from the current status are offered. If a status is not available, the flow does not permit jumping to it directly.

Changing status requires the assets.status.update permission (not granted to any role by default — it is assigned via custom roles). If you created the asset yourself, you can change its status without the permission. Every status change is recorded in the asset's history feed.

Custom fields on assets

Projects can define custom technical fields for assets — for example IP address, serial number, or firmware version. In the asset detail sheet these appear grouped by their field group.

Values are read-only unless you can edit the asset: editing custom/technical fields follows the same rule as the other fields (assets.update, which Project Admins and Members hold, or being the creator of the asset).

Asset attachments

The asset detail sheet includes an attachments strip where you can:

• Add attachments to the asset.
• Tap an attachment to preview it.
• Remove an attachment.

Use attachments for photos of the installed equipment, nameplates, or other supporting files. Adding or removing attachments follows the same edit access as the asset itself.

Documents linked to an asset

Assets can have documents linked to them. In the asset detail sheet, the linked documents card lists the documents associated with this asset.

Tap a linked document to view it in the document viewer. Managing document links is done from the web app — on mobile you can view them.

Asset history feed

The asset detail sheet includes a history feed — a timeline of changes made to the asset, such as status changes and field edits, with who made each change and when.

Use it to audit how an asset reached its current state.

Who can view and edit assets

Asset access is controlled per project by your role:

• View the asset list and details: assets.read (all built-in roles have it by default).
• Create assets: assets.create (Project Admins and Members by default).
• Edit asset fields: assets.update (Project Admins and Members by default).
• Change status: assets.update or assets.status.update (Project Admins and Members by default).
• Edit custom/technical fields: same as other fields (assets.update, or being the creator of the asset)

Exception: if you created an asset, you can edit it and change its status even without the update permissions. The project owner can always do everything. If you lack access, ask a project admin to adjust your role.

No permission to view assets

If the Assets screen shows a no-access state, your project role does not include the assets.read permission. Contact a project admin to request access.

No project — empty state

If you have not joined a project yet, the Assets screen shows a "No project joined yet" state with a "Join with invite code" button. Tap it to enter an 8-character invite code and gain access to a project.

If you switched to My Workspace, the screen says "You're in My Workspace" instead, with a Select project button that opens the drawer so you can switch back to a project.

Assets not loading — troubleshooting

If the asset list shows an error or stays empty:

1. Pull down to refresh the list.
2. Check your internet connection.
3. Switch between Wi-Fi and mobile data if one is unavailable.
4. Close and reopen the app.
5. If the problem persists, contact support from Profile → Support.