Asset

The Asset page shows one asset, such as a truck, a trailer or a piece of equipment: its details, and tabs for its asset fields, the work orders it is on, its activities, linked assets, companies, files and action log, and for GPS-equipped assets, its positions and geofence log. It is also where you add an asset, link it to another asset, retire it or delete it.

To open an asset, select its row on the Asset Management page, or select it wherever TrakIT shows it, for example in Quick Search. The title of the page is Asset Detail. The button at the top left, for example ◄ Truck(s), takes you back to Asset Management.

Statuses

An asset’s status shows where it is in its life. It appears at the top right of the details.

Status	Means
In Service	Active: in use. A new asset starts in this status.
In Storage	Active: available, but not in use.
Under Repair	Inactive: temporarily out of use.
Awaiting Disposal	Inactive: about to leave the fleet.
Retired, Sold, Written Off, Lost, Stolen	Inactive: the asset has left the fleet, on its retirement date. See Retire an asset.

Only active assets are offered when you add assets to a work order or link assets, and TrakIT fetches GPS positions only for active assets. The details of an inactive asset have a pale red background, and the Asset Management list shows it in red.

The top of the page

Actions runs an action that your company has set up for assets, if there is one. TrakIT asks you to confirm first; actions cannot be undone.
Tags label the asset. To add one, type a tag of at least 3 letters or numbers, without spaces, in Add a Tag and press Enter; to remove one, select the cross next to it. You can change tags if your role can create or update assets.

Details

Field	Shows
Asset Type, Name, Serial	The asset’s type, name and serial.
Owned By	The entity that owns the asset, or Self Owned. Select the information icon to see the entity’s details.
Category	The asset’s category.
Linked To	The asset this one is linked to, which you can select to open, and how long ago it was linked. [ Not Linked ] if none.
Asset Value	The asset’s value.
Responsible	The person responsible for the asset. Select the information icon to see their details.
Company	The asset’s primary company. Other companies can share it: see Per Company.
Acquired, In Service	When the asset was acquired and first put into service, if recorded.
Status On, Retirement Remarks	For an asset that has left the fleet: when, for example Sold On, and why.
GPS Vendor	For an asset type with GPS: the vendor whose tracker is fitted.
User Position Source	The user set as the asset’s position source, if any.
Remarks	The asset’s remarks.

Below them are the asset fields that have a value, and at the bottom left, who added the asset and who last changed it.

The icons at the bottom right:

Icon	What it does
Share Asset Link	Shares the link to the asset, or copies it. The link needs a TrakIT sign-in.
Edit Detail	Changes the asset.
Retire Asset	Retires the asset. Not shown once it has left the fleet.
Delete Asset	Deletes the asset.

The speech-bubble icon next to the status, at the top right (Change Log), opens the asset’s change log: notes about changes to the asset, which system administrators can add.

Users who subscribed to asset notifications, under Notifications, receive an email when an asset of their company is created, updated, retired or deleted. Your company can also have its own checks that stop a change with a message, and its own actions that run when an asset is created, updated, retired or deleted.

Add an asset

On the Asset Management page, select the tab of the asset type.
Select Add Asset. The page Add New followed by the type, for example Add New Truck, opens.
Fill in the fields described below. Name, Serial, Category and Company are required.
Select Create.

The new asset opens, with the message New Asset added successfully. Cancel takes you back to Asset Management without adding the asset.

Field	What to enter
Name	The asset’s name, up to 50 characters. It cannot contain a `<` directly followed by a letter, or start with `=`, `+` or `@`.
Serial	A serial number, up to 50 characters. TrakIT saves it in capitals, without spaces. No two assets can have the same serial. For an asset with GPS, the serial identifies the tracker at the GPS vendor.
Category	One of the categories of the asset type.
Belongs To	Self Owned, or the type of entity that owns the asset, such as a transporter. The list offers the entity types allowed for the asset type.
Owned By	Appears when the asset is not self owned. Start typing the owner’s name and choose it.
Asset Value	The asset’s value, as a number. Leave it empty to record no value.
GPS Vendor	Only for asset types with GPS: the vendor whose tracker is fitted. TrakIT then fetches the asset’s positions from the vendor regularly, while the asset is active.
User Position Source	A user whose position is to be used as the asset’s position, as the field’s tip says.
Responsible	Start typing the name of the person responsible and choose them. It starts with your name.
Company	The asset’s primary company, from the companies you have access to. It starts with your company.
Remarks	Up to 500 characters.
Status	The asset’s status. To take an asset out of the fleet, use Retire.
Acquired, In Service	The dates the asset was acquired and first put into service. Neither can be in the future, and In Service cannot be before Acquired.
Retired On, Retirement Remarks	Appear when you choose a status that means the asset has left the fleet, for example to record an asset that was already sold. Retired On is then required, and starts with today’s date.

If you type a name in Responsible without choosing it from the list, TrakIT looks it up, and tells you if it finds no user or more than one.

Change an asset

Select the pencil icon (Edit Detail). The page Update Asset opens.
Change the fields you need.
Select Update.

TrakIT says Asset updated successfully. Cancel leaves the asset as it was.

The Company cannot be one of the asset’s additional companies: TrakIT says Company already assigned as Additional Company.
The Company cannot change while the asset is linked to another asset or has assets linked to it: TrakIT says Selected Asset is linked to other assets.
To bring a retired asset back into the fleet, change its Status, for example to In Service.
Changing the Status of an asset that is still in the fleet to Retired, Sold, Written Off, Lost or Stolen needs the Retire permission. Without it, TrakIT says You do not have the permission to retire asset.

Messages worth knowing

Message	Means
Name or Serial already exists	Another asset already has this serial.
Asset Name contains possible html tag	Remove any `<` directly followed by a letter from the name, and don’t start it with `=`, `+` or `@`.
You do not have the permission to retire asset	You chose a status that takes the asset out of the fleet, and your role does not have Retire.
Value must be a number, Asset Value too large	The value is not a number, or has more than 10 digits before the decimal point.
Acquisition Date cannot be in the future (and the same for the other dates)	A date is later than today.
In Service Date cannot be before Acquisition Date, Retirement Date cannot be before In Service Date	The dates are not in order.
Responsible Person specified not found., Responsible Person specified matches more than one.	Choose the person from the list.

Link the asset to another asset

Linking records that an asset goes with another one, for example a trailer with its truck. When the asset it is linked to is added to a work order, or removed from it, this asset is added or removed too.

Next to Linked To, select the plus icon (Link To Asset). The Link Asset To popup opens.
In Asset Type, choose the type of the asset to link to. The list offers the types that this asset’s type can be linked to.
In Select Asset, choose the asset. The list offers the active assets of that type in this asset’s company.
If that asset already has assets of this type linked to it, a box says how many. Choose Keep the others linked too, or Unlink the others and link this one (with one linked asset, the other).
Select Link.

TrakIT says Asset linked successfully. An asset can be linked to only one other asset, cannot be linked to itself, and cannot be linked to an asset that is linked to it, directly or through others. If the asset type cannot be linked to any type, TrakIT says No linkable asset type found.

To unlink the asset, select the minus icon (Unlink Asset) next to Linked To, then Yes.

Retire an asset

Retiring takes an asset out of the fleet when it is retired, sold, written off, lost or stolen. The asset keeps its fields, files, positions and history.

Select the Retire Asset icon. The page Retire Asset opens, with the asset’s details read-only.
In Status, choose Retired, Sold, Written Off, Lost or Stolen.
Check Retired On, which starts with today’s date, and enter the Retirement Remarks: why the asset left the fleet.
Select Retire.

TrakIT says Asset retired successfully and unlinks the asset from the asset it was linked to.

An asset cannot be retired:

while it is on an active or abandoned work order: Asset is attached to 2 open Work Order(s). Remove it from them first. See Remove an asset;
while other assets are linked to it: unlink them first;
with a Retired On date in the future or before its In Service date.

Delete an asset

Delete an asset only if it was added by mistake. An asset with history cannot be deleted: retire it instead.

Select the Delete Asset icon. The page Delete Asset opens, with the asset’s details read-only.
Select Delete.

This cannot be undone. TrakIT takes you back to Asset Management.

If the asset has values in its asset fields, has positions or is on a work order, even a closed one, TrakIT says This Asset has data, positions or Work Order history and cannot be deleted. Retire it instead.

Tabs

The tabs below the details are:

Asset Data, Work Orders, Activities, Linked Assets, Per Company, Asset Files and Action Log, for every asset;
Mileage/Fuel Data, for assets whose type is called Truck;
Positions and Geofence Logs, for asset types with GPS.

The page opens on Asset Data. The tabs are hidden while you add, change, retire or delete the asset.

Asset Data tab

The Asset Data tab lists the asset fields: the details that your company records for assets of this type, such as a registration number, an insurance expiry date or a fuel type. An administrator sets them up, and can limit a field to some companies; the tab shows those for the asset’s primary company.

Column	Shows
Field	The field’s name. Fields no longer in use are shown in red, and only if they have a value.
Star	A required field. An asset with a required field left empty cannot be added to a work order: TrakIT says Asset is missing one or more mandatory fields.
Code	The field’s code.
Value	The value.
Alarm icon	Reminders are set on this field. Changing the value starts the reminders again.
Remarks	Remarks about the value.
Updated By	Who last changed the value, and when. System for values TrakIT worked out.

To change values, if your role can update asset data:

Enter the Value and the Remarks of each field to change. Depending on the field, you type the value, choose a date and time, choose one or more values from a list, choose an entity (type part of its name), or choose a place.
Select Update.

TrakIT saves each changed row and marks it as saved, or shows the reason it was not saved, such as Value must be numeric or Value not from list. It then says Data fields updated successfully, One or more errors were found when saving, or No changes were made to the data. Remarks can be up to 2,000 characters.

Computed fields are worked out by TrakIT, and cannot be changed. TrakIT works them out again each time you open the asset or save its fields.

If an administrator has set a field to copy its value to work orders, saving it also fills in, or updates, the matching data field on the active and abandoned work orders the asset is on.

Work Orders tab

The Work Orders tab lists the work orders the asset is assigned to, including closed and cancelled ones, newest first, 20 per page. It shows only the work orders of the workflows you have access to, less any that an administrator has hidden from you, and needs Read in the Work Orders section.

Column	Shows
Priority icon	The work order’s priority, for example 1 - Critical or 3 - Normal.
ID	The work order. Select it to open the work order. Red and bold for an abandoned work order.
Workflow	The work order’s workflow.
Job reference	The job reference. The heading uses your company’s name for it, for example T/D.
Customer, Carrier	The customer and the carrier.
Container or load ID	The container number, or the load ID if there is none. The heading is Container/ followed by your company’s name for the load ID.
Size, Weight	The container size and the weight.
Last Event	The work order’s last event, and how long ago it happened.

Closed work orders are shown in grey, and cancelled ones in pink.

Select Export to download the list as an Excel file, if your role can export work orders. The file also has each work order’s Status and the Event Date of its last event.

Activities tab

The Activities tab lists the activities for the asset, such as services or inspections, in the companies you have access to. Completed activities are shown in grey, and cancelled ones in red. Select an activity to open it in a new tab.

The tab needs Read in the Activities section. Without it, TrakIT says You do not have the permission to view activities and the tab lists none.

The columns are Date/Time, Title, Type, Owner, Duration, Status, Docs (the number of attached files), Reminder (how many hours before the start the owner is reminded) and Created. For what they mean, see Activities.

To add an activity for the asset, select Add Activity. The activity form opens with the asset already chosen: see Create an activity on the Activities page.

Mileage/Fuel Data tab

Assets whose type is called Truck have a Mileage/Fuel Data tab. On some installations, TrakIT receives daily figures for these assets from a tracking or fuel system, and the tab lists them; elsewhere the lists stay empty.

Mileage: the distance travelled each day, in kilometres.
Consumed Fuel Data: the fuel used each day, in litres. Shown only for some GPS vendors.
Dispensed Fuel Data: the fuel put into the truck each day, in litres.

Each list shows the Date, the figure and when TrakIT received it (Created), newest first.

Linked Assets tab

The Linked Assets tab lists the assets linked to this one, for example the trailers linked to a truck, with their Asset Type, Name, Serial, Owned By, Category, when they were linked (Linked) and who added them to TrakIT (Added By). Select a row to open that asset.

To link an asset to this one, open that asset and use Link Asset To there.

Per Company tab

An asset belongs to one primary company, and can be shared with others. Users of those companies can then see the asset, and it is offered when they add assets to their work orders.

Under Company Assignment, the primary company is ticked and cannot be changed here: change it with Edit Detail. To share the asset:

Tick the other companies that share the asset, and clear those that no longer do. The list offers the companies you have access to.
Select Update.

TrakIT says Company assignment updated successfully.

Asset Files tab

The Asset Files tab lists the asset’s files, such as registration papers, insurance certificates or photos, 10 per page, with their title, file name, type, status, expiry date (red once expired), size and who uploaded them. Cancelled files are shown in red. Select the icons to download, preview or print a file.

To add files, if your role can update assets:

Select Add Files.
Enter a File Title, and choose a Document Type, a Document Status and a Document Expiry if needed. Without a title, each file is titled with its file name.
Drag the files onto the box, or select Select File(s). The upload starts at once.

Each file can be up to 20 MB, of the types listed in the popup. To change a file’s details, select its pencil (Modify Document), make the changes and select Update. In the same popup you can cancel the file with Cancel Document, or delete it with the cross at the bottom left. Some files that TrakIT added itself are locked and cannot be deleted.

Action Log tab

The Action Log tab lists what was done to the asset and when: its creation, changes (with each changed field), links, retirement, field values, companies, tags, deleted positions and more. Use Search to find a user, action or value, and Show Page Loads to include page views. Select Export to download the log as an Excel file. How long the log is kept depends on your installation’s data retention policy.

Positions tab

The Positions tab shows where the asset has been: the positions reported by its GPS tracker or added by users. It appears for asset types with GPS, and needs the View Positions permission; without it, the tab says You do not have the permission to view asset positions.

Position History

The list shows the positions, newest first, 20 per page. The number found is next to the title; the refresh icon reloads the list.

Column	Shows
Time	How long ago the position was reported.
∆T	The time between this position and the next one, the row above. > 24h for more than a day.
Position	The latitude and longitude, in degrees and minutes.
Address	The address, or the coordinates if there is none.
Speed, Direction, Battery	As sent by the tracker, or -.
By	The user who added the position. Empty for positions from the GPS vendor.

System administrators can delete a position with the cross at the end of its row, then Yes.

How long positions are kept depends on your installation’s data retention policy.

Position Map

The map shows the latest position as an arrow pointing in the direction of travel, and a blue line through the positions on the current page of the list. The arrow is green when the position is less than 1 hour old, orange when it is less than 12 hours old, and red otherwise. Select it to see the Asset Name, the serial (Source), the Time, and the Speed and Direction.

Add a position

If your role can add positions, you can record where the asset is now:

Under Add New Position, type a place and choose it from the suggestions, or type the latitude and longitude in degrees, separated by a comma, for example 5.6037, -0.1870.
Select the plus icon (Add New Position).

The position is recorded at the current time. TrakIT refuses it if:

the asset’s last position is less than a minute old: Asset Location Time must be later than last record;
the asset could not have travelled that far since its last position, at more than 3 km a minute (180 km/h): This location is too far to travel in this time frame.

Geofence Logs tab

The Geofence Logs tab lists when the asset entered or left the geofence of a location, or stayed in it too long, newest first, 20 per page. It appears for asset types with GPS. A location’s geofence, and the triggers that fill in work orders and notify users, are set up on its Location page.

Column	Shows
Type	Entry, Exit or Overstay.
Time	When it happened, in your time zone. For an overstay, when the limit was reached.
Entered At	For an overstay: when the asset entered the geofence.
Location	The location. Select it to open the location in a new tab.
Overstay Limit	For an overstay: the trigger’s limit.
Geofence	The geofence radius at the time, in metres.
Distance	How far the asset was from the location, in metres.
Position	The position reported, or [Unavailable]. - if your role does not have View Positions.
Notification	Pending until TrakIT has processed the entry, then Sent if a trigger has users or groups to notify, or None.

Entries and exits are recorded at every location with a geofence, whether or not it has triggers. Overstays are recorded only when the location has an overstay trigger. Select Export to download the log as an Excel file, if your role can export assets. Without View Positions, the Position column of the file shows - too.

Who can use this page

Your role needs Read in the Asset Management section to open an asset, and the asset must belong to a company you have access to, as its primary company or an additional one. System administrators can open all assets. Everything else needs its own permission in the Asset Management section:

Permission	Allows you to
Create	Add assets, and add or remove tags.
Update	Change the asset, link and unlink it, change Per Company, add, change and delete files, run Actions, and add or remove tags.
Retire	Retire assets, also by choosing a status that takes an asset out of the fleet when you change it or update it by import.
Delete	Delete assets.
Update Asset Data	Change values on the Asset Data tab.
View Positions	See the Positions tab, and the positions on the Geofence Logs tab and in its export.
Add Positions	Add positions on the Positions tab.
Export	Export the Geofence Logs tab.

Other sections: Read in Work Orders for the Work Orders tab, and Export there to export it; Read in Activities for the Activities tab, and Create there for Add Activity; and Read in Entity Management for the owner’s information icon. Only system administrators can delete positions.