Working in Assets

Daily Operating Model

Assets works best when teams treat the module record as the source of truth and use tasks, tickets, workflows, and reports as supporting surfaces. The flows below are the common day-to-day paths to validate during setup and train users on after go-live.

Flow 1: Create and classify an asset

1. Open Assets and create a new asset.
2. Choose category, location, custodian, acquisition details, and status.
3. Complete dynamic asset questions for compliance or operational data.
4. Attach purchase or warranty documents if required.
5. Review depreciation settings inherited from the category.
6. Save the asset and confirm it appears in the list and detail routes.
7. Create initial meter records for usage-based maintenance.
8. Trigger finance review when acquisition or GL fields are incomplete.

Flow 2: Transfer or update asset status

1. Open the asset detail page.
2. Review current location, custodian, and status.
3. Create an AssetTransaction for transfer, disposal, adjustment, or impairment.
4. Capture effective date, reason, and receiving custodian or location.
5. Submit for approval when policy requires it.
6. Post or complete the action after approval.
7. Verify asset status and transaction history.
8. Notify finance, facilities, or the new custodian through workflow.

Flow 3: Run maintenance work

1. Create a maintenance plan for the asset, category, or location.
2. Set frequency, next due date, expected work, and assignee rules.
3. Generate work orders manually or from the maintenance plan schedule.
4. Assign the work order to a technician or team.
5. Start, update, and complete the work order with notes and readings.
6. Record meter readings where required.
7. Escalate overdue or high-priority work orders through tasks.
8. Review maintenance reports for repeat failures or cost hotspots.

Flow 4: Post depreciation and review register

1. Confirm asset financial details and in-service dates.
2. Create or open an AssetDepreciationRun for the period.
3. Review calculated depreciation and exceptions.
4. Post the run only after finance approval.
5. Check asset current values and depreciation history.
6. Resolve assets missing category or GL data.
7. Use reports to compare assets by category, location, and status.
8. Archive support for audit and period close.

Day-To-Day Controls

• Start from the launchpad route, then use filters and saved views to focus on records needing action.
• Use status fields and lifecycle actions instead of free-text notes for important state changes.
• Attach documents, comments, or related records when a decision needs evidence.
• Create tasks when work leaves the current owner or needs a due date.
• Create tickets when the work is customer-facing or belongs in a support/service queue.
• Use workflows for predictable notifications, approvals, escalations, and cross-module updates.
• Use reports for recurring team reviews rather than exporting ad hoc lists every time.
• Keep permissions tight enough that users see the records they need but not sensitive configuration.
• Review rejected, cancelled, failed, or overdue records every week.
• Keep integrations aligned with the same lifecycle users follow in the UI.

Exception Handling

• If a record is stuck, check owner, status, required fields, approvals, and linked records before editing downstream data.
• If a workflow did not run, confirm the event name, trigger filter, record permissions, and service-user access.
• If reports look wrong, inspect whether the source record is draft, cancelled, archived, or missing a required dimension.
• If an integration created bad data, fix the source mapping and then repair the affected records through supported actions.
• If users cannot see a route, review launchpad access, module roles, page permissions, and tenant feature flags.
• If a public or embedded route exposes too much, disable exposure first and then correct permissions or filters.
• If two modules disagree, choose the module that owns the lifecycle as the source of truth and update the other from it.
• If a record supports audit, void, archive, or cancel it instead of deleting it whenever possible.

Reporting Rhythm

• Daily: review new, overdue, failed, rejected, and pending-approval records.
• Weekly: review owner workload, aging, status changes, and recurring exceptions.
• Monthly: review configuration, permissions, integration failures, and report definitions.
• Quarterly: review whether custom pages, workflows, and API access still match real operating practice.
• After major process changes: rerun one end-to-end flow with a pilot record before enabling it broadly.

Cross-Module Handoffs

• To Base objects: pass stable identifiers, owner, status, dates, and any dimensions required for reports.
• To tasks: include a precise action, due date, source record link, and escalation owner.
• To tickets: include requester, priority, support context, and the module record link.
• To workflows: prefer explicit create, update, approval, and status-change triggers.
• To reports: keep dimensions consistent across records so dashboards can group accurately.
• To integrations: use /reference/assets for namespace and intent details.