Assets

What is an asset

An asset is any equipment, system, or item you track in this project. Assets are the objects you manage, audit, and link to documentation, issues, and planner activities.

Examples can include inverters, sensors, racks, or any physical or digital component that needs tracking.

Assets page overview and layout

The Assets page (Assets in the sidebar) is the main hub for viewing, creating, importing, and updating assets. You need the assets.read permission to see it.

At the top you will find the page actions: Import Assets (needs assets.import) and New Asset (needs assets.create). Below is the Assets table with sortable column headers, a filter row under the headers, one row per asset, and pagination controls at the bottom.

If your project has not configured its asset statuses yet, a hint banner suggests setting defaults. If there are no assets yet, an empty state explains what assets are and shows a create button when you are allowed to create.

Assets table columns

Each row represents one asset. The columns are:

• Status bar: a compact color indicator of the asset status.
• Id: the asset identifier (often a tag or label like UPS-001).
• Type: asset type (defined by your project).
• Category: asset category (defined by your project).
• Status: the current status label in words.
• Created By: the user who created the asset.
• Location: the asset's location path.
• Parent asset: the chain of assets this one sits inside, top level first (for example WTG-07 / NAC-01). Empty for an asset with no parent.
• Actions: a delete icon. The delete column only appears if you hold the assets.delete permission (Project Admins by default).

Click any row to open the asset for editing.

Filter, sort, and paginate assets

Use the filter row directly under the column headers to narrow results by Id, type, category, status, created by, and more. Click a column header to sort ascending or descending; combine filters and sorting to quickly find the right asset.

Use the pagination controls at the bottom to move between pages or change how many rows are shown at once. You can also drag the right edge of a column header to resize it.

How to create a new asset

Step-by-step:

1. Click New Asset (you need the assets.create permission — Project Admins and Members by default).
2. Enter an Asset ID (required) — use a clear, unique identifier such as UPS-001.
3. Select a Type (required) and a Category (required); both lists are defined by your project.
4. Optionally add a Model, a Description, a Vendor (picked from the company list), a Location, and a Parent asset (the asset this one is a component of).
5. Click Create.

The new asset appears in the list. Tip: opening the page with a create link (for example from the Home setup checklist) opens this dialog automatically.

Open and edit an asset

Click anywhere on an asset row to open the asset dialog — the real workspace for a single asset. It is organised in sections, with a tab for each at the top, in this order: Details, Technical, Status Dates, Attachments, Documentation, Scripts, Planner, Sub-assets, Map, and History. The everyday sections come first; the ones you set once (Sub-assets, Map) come near the end.

In Details you can edit the type, category, model, vendor (company), location (picked from the project location tree), parent asset, and description inline.

The Map section holds the asset's Map position — for assets with their own place on the map, such as turbines, poles or towers — and a Line route for assets that span distance, such as a cable route. Equipment inside a building takes the building's position, so it needs nothing here. See the Map help for details. Changes save field-by-field and every change is recorded in the asset history.

Editing needs the assets.update permission — or you can always edit assets you created yourself, even without the permission.

Parent and sub-assets — build an asset hierarchy

An asset can sit inside another asset — a converter inside a turbine, a breaker inside a switchboard. The outer asset is the Parent asset; the ones inside it are its Sub-assets.

Set the parent of an asset:

1. Click the asset's row to open the asset dialog.
2. In the Details section, click the Parent asset field.
3. Pick the parent from the list, or pick — No parent to move the asset back to the top level.

You can also choose a Parent asset when you create an asset, and the import grid has a Parent asset column.

Add a sub-asset from the parent's side:

1. Open the parent asset and go to the Sub-assets section.
2. Click the + button (Add sub-asset).
3. Pick an existing asset to place under this one. A message confirms it is now a sub-asset.

The Sub-assets section shows the asset's parent chain, the assets directly under it, and how many assets are in the whole subtree. Click the parent or any sub-asset to open it in the same dialog.

In the Assets table, the Parent asset column shows the chain of parents, top level first (for example WTG-07 / NAC-01). You can sort by it.

Rules:

• The parent must be an asset of the same project.
• An asset cannot be placed under itself or under one of its own sub-assets.
• A hierarchy can be at most 8 levels deep.
• When you move an asset, or change its Id, everything under it follows.
• Deleting a parent does not delete its sub-assets. They move to the top level and keep their documents and history.

Setting a parent or adding a sub-asset follows the same access as editing the asset (assets.update, or being the asset's creator). Every parent change is recorded in the asset history.

Asset tree — filter the table by a branch

Once at least one asset has a parent, a small tree icon appears next to the Assets title when you hover it. Projects where no asset has a parent never show the icon, and the page stays exactly as it is.

Filter the table by a branch:

1. Hover the Assets title and click the tree icon. The asset tree opens beside the table.
2. Click an asset in the tree. The table now shows that asset and everything under it, and a chip above the table says so (for example Under WTG-07).
3. Click Direct sub-assets only to see just the assets one level below it. Click it again to include the whole branch.
4. Click the × on the chip (Show all assets), or All assets at the top of the tree, to get the full list back.

The tree has a search box; a match keeps its parents visible so you can see where it sits. Each row shows the status colour, the type icon, the asset Id and how many direct sub-assets it has. Arrow keys move through the tree, Right opens a branch, Left closes it, Enter selects.

The scope travels in the page address, so a copied link opens the same branch. The Asset Docs tracker reads the same link: Show in tree in an asset dialog's Sub-assets section, or a link carrying the scope, narrows the tracker's rows and its totals to that branch, with the same chip to clear it.

On a narrow window the tree opens as a pop-up from the same icon instead of a side panel. The open/closed state of the tree is remembered in your browser.

Change asset status and status transitions

Use the Status control in the asset dialog to change the asset's status. The available options follow your project's asset status flow: the transition policy configured in Project Settings decides which statuses can follow the current one, so some statuses may be disabled from where you are now.

Changing status needs assets.update or the dedicated assets.status.update permission — and the creator of an asset can always change the status of their own asset. When you save a new status, the change appears in the history timeline.

If a status you expect is disabled or missing, the project's transition policy may not allow it from the current status — ask a project admin.

Who can edit an asset — permissions and creator bypass

You can edit an asset (fields and status) if any of these is true:

• You created the asset — creators can always edit and change the status of their own assets, no permission needed.
• You hold assets.update (Project Admins and Members by default) for field edits.
• You hold assets.status.update for status changes (this key has no default role — it is granted via custom roles).

The project owner can always do everything. If controls are disabled for you, ask a project admin to adjust your role.

Custom attributes and technical fields

The Technical section stores extra technical details per asset as custom attributes. The available fields are defined by your project (in the Custom fields manager) and can be text, number, boolean, date, list, or IP types.

How to use:

1. Open the asset and go to the Technical section.
2. Add or fill attribute values; each field saves individually.
3. Remove a field if it is not needed.

Editing technical/custom fields follows the same rule as the other asset fields: you need assets.update (Project Admins and Members hold it) or to be the creator of the asset. If the controls are disabled, ask a project admin about your role.

Asset attachments

The Attachments section of the asset dialog lets you attach files to an asset. You can either upload new files or pick existing documents already stored in the project's Documentation.

Attached files stay linked to the asset so evidence, photos, and datasheets are one click away. Managing attachments follows the same access as editing the asset (assets.update or being the asset's creator).

Asset documentation (Asset Docs) from the asset dialog

The Documentation section of the asset dialog is a mini-tracker showing this asset's document placeholders: per-placeholder status chips, and the ability to link or unlink documents. Linking documents here needs assets.update or documents.update.

This is a per-asset summary of the project-wide Asset Docs tracker — the full matrix of all assets and document placeholders, with filters, edit mode, and send-to-review, lives in the Asset Docs page (reached from the Trackers library). Search the Trackers help for full Asset Docs coverage.

Asset scripts card

The Scripts section of the asset dialog shows the commissioning/test scripts linked to this asset's script slots, with quick access to preview them. Managing which script fills a slot needs the scripts.update permission (Project Admins by default).

Scripts themselves are created and executed inside the Documentation module — search the scripts help for filling results and signing.

Linked planner activities on an asset

The Planner section of the asset dialog lists planner activities linked to this asset, so you can see related schedule work without leaving the asset. You need planner.read to see the list; adding or changing links needs planner.update.

Click an activity to jump to it in the Planner.

Target milestones — plan a commissioning level for a set of assets

A milestone in the Planner can target one status of the asset flow ("Yellow Tag — Data Hall 1"). Create it from Add activity (kind Milestone, then pick the linked assets and the Target status in the same dialog), or open an existing milestone, link the assets it covers and pick the Target status — picking the status first simply opens the assets picker for you. It works under every status policy, strict ladder or not: the milestone's date becomes the planned date for that status on every linked asset, and the milestone's progress ("8/12" next to its diamond) and its status follow the assets' actual tags — done when the last asset is tagged, reopened if a tag is reverted. Each asset can be targeted for a given status by one milestone.

Moving a target milestone asks whether the linked assets' planned dates should follow (the default) or stay where they are; an asset planned on another day is listed as an exception. The linked-assets table in the milestone panel shows each asset's baseline, planned and actual date, flags late ones, and lets you tag an asset as the targeted status when the flow allows it next (Mark as …).

The planner's Progress view reads the same data per site day — planned, achieved and slipped — with a "Target milestones" filter for the commissioning lane. The former Asset Status Planner drag board was retired; its link now opens the Progress view. Planned dates for a single asset can still be edited on the asset's Status dates card. Needs planner.read to view, planner.update to edit milestones, and assets.update to tag assets.

Asset history timeline and filters

The History section shows a timeline of everything that happened to the asset: status updates, field edits, comments, and user changes.

Use the filter to focus on one kind of entry: All, Field changes, Comments, Status changes, or User changes. Click Show more to load older entries. This gives you a full audit trail of what changed and when.

Locations page — manage the project location tree

The Locations page shows your project's hierarchical location tree — the places your assets live (site, building, floor, room, area, rack).

How to open it: the Locations page has no sidebar entry.

1. Click Search at the top of the app, or press Ctrl+K (Cmd+K on a Mac).
2. Type "locations" and pick Locations under Pages.

You can also manage the same tree in the Locations card on the project details page. The map's empty state links to the Locations page too.

What you can do:

• Browse with expand/collapse (including expand-all/collapse-all), breadcrumbs, and search by name, code or path.
• Create a location: click New location, pick its Type, its Parent location and a Name. The type cannot be changed after creation.
• Code (optional): a short identifier such as GF or SR-A. You can search by it.
• Sort order: lower numbers appear first within the same parent.
• Path preview / Full path: shows where the location sits in the tree, from the top down, so you can check it before saving.
• Sites and buildings can also have an Address and a map position; floors have a Floor level (0 = ground floor, negative = basement).
• Rename a location, or move it under another parent to restructure the tree.
• Delete a location. It must have no child locations, no assigned assets and no assigned issues.

What can sit where: only a Site or a Building can be at the top of the tree. A Site never has a parent. A Building sits at the top or under a Site. A Floor goes under a Building, a Room under a Floor, a Rack under a Room, and an Area under a Site, Building or Floor.

Everyone with assets.read can view the tree, but editing it (create, rename, move) needs projects.locations.edit and deleting needs projects.locations.remove — admin-level permissions. Locations also appear as pickers in asset and issue forms.

Import assets in bulk (spreadsheet wizard)

Use Import Assets to add many assets at once (needs the assets.import permission — Project Admins by default).

How it works:

1. Click Import Assets. A spreadsheet-style grid opens with columns Id*, Type*, Category*, plus optional Model, Description, Vendor, Parent asset (the tag of the asset this row sits inside — it may name another row of the same file; parents are linked once every row exists), Latitude and Longitude (the asset's own map position, both or neither) and Route (for assets that span distance — an overhead line, a cable route: two or more "lat lng" points separated by semicolons, e.g. "53.21 -6.05; 53.20 -6.01").
2. Fill or paste rows into the grid, or pick a CSV/JSON file and map its columns.
3. The grid validates as you go: valid cells turn green, invalid cells turn red with a hint explaining the problem (for example a type that is not in the project's list, or a duplicate Id).
4. Click Import. A confirmation shows how many rows are valid and how many are invalid — only valid rows are imported; invalid rows are skipped.

Validation rules: Id, Type, and Category are required per row; Type and Category must match the project's configured lists (case-insensitive); Vendor, if provided, should match an existing company name; duplicate Ids are rejected; Latitude and Longitude must both be numbers in range; a Route needs at least two valid points. A parent tag that resolves to nothing still creates the row (at the root) and is reported after the import.

Export the assets list to Excel

You can download the Assets table as an Excel file (.xlsx).

1. On the Assets page, set the filters and sorting you want. The export matches what the table shows.
2. Click the three-dot Page actions button next to the Assets title and choose Export….
3. The Export table dialog opens. If you have filters on, it reminds you that the active filters and sorting apply to the export.
4. Optional: switch on Only visible to me to keep the file private.
5. Click Export. The button shows that the file is being generated. When it is ready, the file opens in a new browser tab and a message confirms the export.

What is in the file: one row per asset with its Id, type, category, status, model, location, parent asset, latitude and longitude, who created it and when, and the description — plus one column for each custom field that is filled in on at least one exported asset. All matching assets are exported, not just the current page, up to 5,000 rows.

Where the file goes: without the switch, the message reads "Export ready — saved to the project's documents". With Only visible to me on, it reads "Export ready — saved privately for you" and only you can see the saved file.

Anyone who can see the Assets page (assets.read) can export — no extra permission is needed.

Delete an asset

Click the delete icon in the Actions column to remove an asset. You will be asked to confirm because deletion cannot be undone.

Deleting needs the assets.delete permission — Project Admins by default. If you do not see the delete column at all, you do not hold this permission.

Assets troubleshooting

• Cannot edit a field: you may lack assets.update — but remember you can always edit assets you created yourself.
• Cannot edit technical/custom fields: they follow the same rule as the other fields (assets.update, or being the creator of the asset).
• Type or Category lists are empty: the project configuration sets may not be set up yet — a project admin can configure them in Project Settings.
• Status options are limited or disabled: the project's transition policy only allows certain next statuses from the current one.
• Import says no valid rows: check that Id, Type, and Category are filled and match the project lists.
• No delete icons: the delete column is hidden without assets.delete.
• Cannot edit locations: viewing is open to everyone with assets.read, but editing the tree needs projects.locations.edit (admin).
• Cannot find the Locations page: it has no sidebar entry — press Ctrl+K and type "locations", or use the Locations card on the project details page.
• Cannot set a parent asset: an asset cannot go under itself or one of its own sub-assets, and a hierarchy is limited to 8 levels.
• Sub-assets moved to the top level: their parent was deleted — sub-assets are never deleted with their parent.