Asset management

The Asset Management page lists your assets: the trucks, trailers, equipment and other things that your work orders use. From here you find an asset, see where your GPS-equipped assets are, export the list, update many assets at once from an Excel file and add a new asset.

To open it, select System > Asset Management.

Each asset opens on the Asset page, where you change it, link it to other assets, add its files and see its positions. Assets are added to work orders on the work order page, and the Asset Map View shows where the assets on open work orders are.

You see the assets that belong to a company you have access to, as their primary company or as an additional one. System administrators see all assets. You can also find an asset from any page with Quick Search.

Asset types

The tabs at the top hold one asset type each, for example Truck or Trailer. Select a tab to list the assets of that type. TrakIT remembers the tab you were on, and remembers most filters separately for each type; Companies, Tags and Multi-Value Search are shared by all the tabs.

TrakIT Support sets up the asset types: whether assets of the type have GPS, which asset types they can be linked to, which kinds of entity can own them, and whether they can be added to work orders. An administrator sets up the categories of each type, under Master Tables, and the asset fields that record its details, under Data Field Definitions.

If no asset types are set up, the page has no tabs and no Add Asset, Import or Export buttons.

Find an asset

Select the tab of the asset type.
Select Filters to open the filter panel, if it is closed.
Enter or select the filters you need.
Select Search.

The number of matches appears above the list, for example 125 Found. Reset clears the filters and sets Status to — All —. TrakIT remembers your filters for the next time you open the page.

Filter	Finds
Asset Category	Assets of one category of the type.
Asset Name	Any part of the asset’s name.
Asset Serial	Any part of the serial.
Responsible	Any part of the name of the person responsible for the asset.
Asset Owner	Any part of the name of the entity that owns the asset.
Asset Data	Assets with an asset field whose value contains the text.
Status	Active Only (the default), InActive Only, — All —, or one status, such as Under Repair or Sold. Active assets are those In Service or In Storage.
GPS Vendor	Assets tracked by one GPS vendor. Only for asset types with GPS.
Self Owned	Only the assets your company owns, which have no owner entity.
Created By	The users who added the assets. The check icon selects all or none.
Companies	Assets whose primary or additional company is one of those selected. The check icon selects all or none.
Multi-Value Search	Choose ID, Name or Serial, then enter up to 100 values separated by commas, semicolons, tabs or new lines. Finds the assets that match one of the values exactly.
Tags	Assets with the selected tags. [No Tags] includes assets without tags.

The list

The list shows 20 assets per page, sorted by name. Select Status, Name or Serial in the heading to sort by that column; select it again to reverse the order. Inactive assets are shown in red. Select a row to open the asset.

Column	Shows
ID	The asset’s number in TrakIT.
Status	The asset’s status.
Category, Name, Serial	The asset’s category, name and serial.
Asset fields	The asset fields that an administrator has chosen to show on the list, one column each.
Owned By	The entity that owns the asset, which opens the entity, or Self Owned.
Value	The asset’s value, or - if none is recorded.
Primary Company, Secondary Companies	The company the asset belongs to, and the other companies it is shared with.
Linked To	The asset this one is linked to, as its type and name, for example a trailer’s truck.
Linked Assets	The assets linked to this one.
GPS Vendor, User Loc Source, Last Location	Only for asset types with GPS: the tracking vendor, the user set as the asset’s position source, and the address of the last position with how long ago it was reported. The light is green when the position is less than 1 hour old, amber when it is less than 12 hours old, and red otherwise.
Responsible	The person responsible for the asset.
Added By, Updated By	Who added the asset and who last changed it, and how long ago.

See the assets on a map

For an asset type with GPS, a map pin icon (View Map) appears next to the number of matches. Select it to open Asset Locations: a map of the last reported position of each asset found that has one. Each asset is an arrow pointing in its direction of travel, coloured like the light in the list. Select an arrow to see the Asset Name, the serial (Source), the Time of the position, and the Speed and Direction if the tracker sent them.

Export the list

Select Export to download the assets that match the filters, on all pages, as an Excel file. The file has one row per asset with:

Asset ID, Asset Serial, Category, Asset Name (a link to the asset), Owned By and Value;
Primary Company, Secondary Companies, Linked To and Linked Assets;
for asset types with GPS, GPS Vendor, User Location Source, Last Location and Last Location Time;
Responsible, Added By, Added, Updated By and Updated;
Active (Yes or No), Status, Acquired, In Service, Retired and Remarks;
one column for each asset field of the type.

The export is also the starting point for importing changes.

Add an asset

Select the tab of the asset type.
Select Add Asset.
Fill in the form and select Create.

The form is described on the Asset page. The new asset opens when it is created.

Import assets

Import adds and updates assets of the selected tab’s asset type from an Excel file. Only the cells you colour yellow are read, so you can export the list, change some values and import the same file.

Select the tab of the asset type, and export the list.
Open the file in Excel and change the values you need. Give each changed cell the standard yellow fill colour.
To add assets, add rows with an empty Asset ID, and colour their cells yellow.
Save the file in Excel format (.xlsx).
Select Import. The Import Assets popup opens.
Select the file under MS-Excel File Upload.
Select Upload.

TrakIT says File upload successful. You will receive import results by email. It imports the file in the background and emails you the result of each row. The file must be an .xlsx file of at most 1 MB. Only one import or bulk update can run at a time; if another one is running, TrakIT says so and you can try again later.

How the file is read

TrakIT reads the first visible worksheet. Its first row holds the column headings, which must be the same as in the export: the first column must be Asset ID, and there must be a Primary Company column.
Only the yellow cells are read, and the asset ID and the companies of their rows. A row with no yellow cell is ignored.
The asset field columns are matched to the asset fields by field name.
Only the columns listed below can be changed. Linked Assets in particular cannot: to link assets, set Linked To on the asset that is linked. Columns such as Added By, Updated By or Last Location are for information only.
Status takes a status name such as In Service or Sold. The older Active column is still read: No makes an active asset Awaiting Disposal, and Yes makes an inactive one In Service.
Unless you are a system administrator, Owned By is matched only with the entities you see on Entity Management, and Linked To only with the assets of your companies, as their primary or additional company. Any other name is reported as not found in the email (Owned By does not exist or Owned By not found, and Linked To not matched!), and the owner or link is not set.

Add assets from the file

A row with an empty Asset ID adds an asset, if your role can create assets:

It is added to the company named in Primary Company, which must be a company you have access to.
Asset Name and Category are required, and the category must exist for the asset type. Give each asset its own Asset Serial.
An asset name that contains a < directly followed by a letter, or starts with =, + or @, is refused: the row is not added, and the email says Asset Name contains possible html tag.
Owned By (the entity’s name, or Self Owned), Linked To (the name or serial of an asset of a type this type can be linked to), Value, Status, GPS Vendor, Responsible (an active user of the company, by user ID or full name), Remarks and the asset fields are used if they are yellow. Without a responsible person, you become responsible for the asset.
Only system administrators can set Secondary Companies.
Positions cannot be added for a new asset.

Update assets from the file

A row with an Asset ID updates that asset, if your role can update assets and you have access to the asset. Only the yellow cells change it:

Asset Serial, Asset Name, Category, Owned By, Linked To (empty unlinks the asset), Value, Status, GPS Vendor, Responsible and Remarks.
Acquired, In Service and Retired: dates. An empty yellow cell clears the date.
Primary Company and Secondary Companies: only for system administrators.
Asset fields, if your role can update asset data.
A position: add a LocTime column with the time of the position in your time zone, and either Latitude and Longitude columns or an Address column. The time cannot be in the future, and the position must pass the same checks as one added on the asset page.

The same checks apply as when you change an asset on its page. If you set a status that means the asset has left the fleet, such as Sold, and the asset has no retirement date, today’s date is used. Setting such a status on an asset that is still in the fleet needs the Retire permission: otherwise the row fails with Asset update failed: You do not have the permission to retire asset.

Who can use this page

Section	Permission	Allows you to
Asset Management	Read	Open the page and see the assets of the companies you have access to.
Asset Management	Create	Add assets, on the page or by import.
Asset Management	Update	Update assets by import.
Asset Management	Retire	Give an asset that is still in the fleet a status that takes it out of the fleet, by import.
Asset Management	Update Asset Data	Change asset fields by import.
Asset Management	Import	See Import and import files.
Asset Management	Export	See Export and export the list.
Asset Management	View Positions	See View Map for asset types with GPS.