Asset Manager

Note: Click on the images to enlarge them.  

Table of Contents

• General Settings for the Asset Manager
• Viewing/Adding Asset Information
• Assigning/Changing Asset Assignments
• Viewing/Exporting Asset Information
• Asset Categories and Form Fields Settings
• Displaying Asset Information on the Front Desk Lookup Screen

General Settings for the Asset Manager

If you do not currently see the Asset Manager in your building site, please contact BuildingLink support and we’ll be able to assist you in turning on the module.

If you are a Management or Security Officer BuildingLink user, you can decide if you’d like Front Desk and Maintenance level users to be able to view and use the Asset Manager, or whether you’d like to reserve this ability for Management level users only. To view/change your Asset Manager permissions,  click on the Settings tab and select General Building Set-Up Options.

In the “General Building Set-Up Options” screen, use the dropdown menu to select the section marked “Asset Manager.” Next, select whether you wish to reserve the Asset Manager for managers only, or whether all building staff should have access.

Viewing/Adding Asset Information

To view/add/edit asset information click on the Manage tab and select Asset Manager.  The “Asset Manager Dashboard,” which will display all active asset categories and assets.  The asset categories have different assignment rules detailed below.

Asset Categories

• In-Unit Appliances/Equipment: These assets can only be assigned to the physical unit.
• Parking Spaces:  These assets can only be assigned to the occupancy(ownership) of the unit.
• Storage Spaces: These assets can only be assigned to the occupancy(ownership) of the unit.
• Rental/Loaner Items:  These assets can be assigned to a specific occupant in a unit. 
• Other Assets: These assets cannot be assigned to a unit or an occupancy (designed for internal tracking use only).

Select an asset category or type to view/add/edit asset data.

After clicking on a particular category, you’ll see any existing asset information for that particular type(s) selected. To add a new item Click Add New in the top right of the page.

You’ll be taken to a form with all applicable fields for that particular asset. These fields are specific to the asset type-- you’ll see different fields when adding Appliance information than when adding Storage Space information, for example. When adding an item, select the Type and add information to applicable fields (none are required). Any dropdown boxes that appear are dynamic, which means any text entered will be saved to the dropdown for future use. To rename or deactivate any of the fields on a particular asset’s entry form, please click here.

Once all asset information is entered, either click Save or Save And Add Another. Clicking Save And Add Another will allow you to to add multiple assets (all of your storage spaces, for example) at one time.

Assigning/Changing Asset Assignments

Once you’ve added all physical assets, you can assign each asset to a unit number. You can also assign your assets as you are creating them.
 

To assign an asset to a unit , click on the Manage tab and select Asset Manager. Click on the asset category or type that contains the assets you’d like to assign.

Next to each asset, you’ll see an “Assigned To” or “Location” column with a link that says “Assign.” Click Assign next to the asset you wish to assign.

You’ll be able to input the unit the asset is assigned to and, if applicable, the “Start Date” and “End Date” of the assignment. (These dates are for your records only--when the end date is reached, the assignment will not change automatically.) When you’ve finished adding your asset information, Click Save.

To change an asset’s assignment or to mark the item as unassigned, click the link that reads Change next to the proper asset. You’ll be able to change the assigned unit number or simply select "Change Status to "Unassigned." You can also change the Start and End dates of the assignment. (These dates are for your records only--when the end date is reached, the assignment will not change automatically.) When you’ve finished editing your asset information, Click Save. Asset assignment information can also be changed by clicking the Edit button in the column to the right. 

Viewing/Exporting Asset Information

To view all asset information for a particular asset type, click the Manage tab and select Asset Manager. Then, click on the asset category for which you’d like to view all asset information.

You’ll be taken to a screen that displays all previously-inputted asset information for the selected asset category. At the top of the screen, you have the ability to narrow your search by Unit Number, Asset Type, Text Search, etc. To filter search results based on the Start Date or End Date, click Advanced Search. After entering your search parameters, click the blue Search button.

Within your search results, you can click on any of the column headers to sort by that column. Additional sort options will appear when right-clicking on column headers.

To export a spreadsheet of asset information, click the Export to Excel button.

You can also view the asset information associated with a particular unit by bringing up the unit in the Quick Search, as long as the asset type is set to show on the Front Desk Lookup Screen.

Asset Categories and Form Fields Settings

Only Security Officer level BuildingLink users can activate, deactivate, and rename asset categories and form fields. To do so,  click on the Settings tab and select Asset Manager.

You’ll be taken to a page that displays all assets listed by category. To remove an entire asset category, click on the Change Status link to the right of that category and set the status to “Inactive.”

To change the asset types within a specific asset category, click the Edit link next to the category whose asset types you wish to edit.

You’ll be taken to a screen where you can remove an asset type from your asset list by unchecking the “active” box next to the asset type.

You can also decide to rename an asset. For example, if you track all “In-Unit Appliances/Equipment” for the units in your property, you may find that we have a few asset types that you do not use and that we are missing a few that you do need. If that is the case, you can change the name of an asset type you don’t need to track (ex. Furnaces) to an asset type you do need to track (ex. Heat Pumps) by entering an “Alternate Name” for that asset.

To change your “Form Fields” settings, click on Settings and select Asset Manager. Click Edit next to the category’s  form fields  you wish to change.  

You can remove fields by unchecking the box in the Active column. For example, if you do not track the color of any In-Unit Appliances/Equipment, you can remove that category.

Tracking the Purchase Date might be imperative at your property. In that case, set that field to “Required.”

Just like you can  change the Asset Types for your building, you can also change the form fields by providing an “Alternate Name.” After making any relevant changes, be sure to click Save All.

Displaying Asset Information on the Front Desk Lookup Screen

Click on the Settings tab, and select Asset Manager. Click Edit next to the category that houses the asset whose information you’d like to display on the Front Desk Lookup Screen. Next, check the box under “Show on Front Desk Lookup” to the right of the asset whose information you’d like to display. If this box is checked, you’ll see each unit’s asset information when you navigate to it in the Quick Search.