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Set up Assets in vWork

  • Updated

Assets is an optional feature in vWork. Before you can begin adding assets to your account you must first  have had the optional Assets feature added to vWork.  When Assets are enabled as you will see an Assets tab in the menu banner of the vWork web app.

If you would like to find out more about Assets please email support@vworkapp.com. One of our team will be in touch to discuss your requirements. Alternatively, you can read more about Assets in the article, vWork Assets.

In this article

This article explains how to manually add assets to your account.

The topics in this article include:

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Set up users with the Assets user permission

Make sure the person who will set up Assets has the Assets user permission enabled. The administrator for your account should ensure this web app permission is turned on to Full in the user's profile.

To do this:

  1. Go to Settings>Users >User Management and select the user who you want to enable the Assets user permission for.

  2. Scroll to the 'Web App Permissions' under the 'User Permissions' heading and select Full for the Assets permission.

user permissions

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Create Assets in vWork

Assets can be manually created in vWork in or imported in bulk using a CSV file.

Manually add an asset

You can add individual assets to vWork in the Assets tab.

To manually add an asset:

  1. Go to Assets>Assets List.

  2. Click Add Asset to open the Asset's details page where you add the information for the Asset.

    Assets_List.png

  3. Enter all the details for the Asset fields then click Create Asset button.png to save the Asset.

    New Asset default feilds complted but asset not yet created.png

This table explains the information required in each Asset field.

Field Name

Description

Attachment

Click Add attachment button.png to upload a photo of the Asset.

Name

This is the only field you must enter information into to set up an asset.
It is the name used to identify the asset and, along with the ID, forms the assets unique identity. 

Customer Name

The name of the customer who owns the asset. This is not a required field but is useful to link an asset to a customer. You can search for the Customer in this field. Start typing the Customer's name to show a drop-down list of customers that match your search, then click to select the correct one.
When you add an asset to a Customer the asset can only be added to jobs created for that Customer.

ID

This is a required field but is automatically generated if you don't enter anything in it.

This is the unique ID used to identify an Asset. You can use your own, one generated by another software package, or if you leave this field blank for vWork to generate an ID.

Address

Enter the address in your preferred display format. It could be an address or a description of a location; eg., Level 4, Tower A, Hometown Business Park, Cronulla, Sydney.
🔔 Note: This is not the geocoded address coordinates but, when you start typing an address you are presented with a list of geocoded addresses to choose from. When you select one of these the Latitude and Longitude fields are completed to match the geocoded address.

Latitude

This is the latitude, in decimal degrees, for the asset’s address or any geocoded location you want to use for the asset. This is used with the Longitude field to geocode the asset’s location.You can enter this yourself or have it automatically generated when you enter a geocoded address for the asset. 

Longitude

This is the longitude, in decimal degrees, for the asset’s address or any geocoded location you want to use for the asset. This is used with the Latitude field to geocode the asset’s location. You can enter this yourself or have it automatically generated when you enter a geocoded address for the asset. 

Model

Use this to help identify the Asset. It might be a model name or something similar. This shows in the Asset List. The data can take any format that works for you; eg., the model type of a vending machine, the floor level that a customer bathroom is located on, or the name of a sports field in a multiple sports facility.

Serial 

Use this to provide more detail about the Asset; eg., a unique serial number on a water cooler, or a location like the east wall of a building. The data can take any format that works for you.

Cost

Use this to put a value on the Asset or show how much a service costs. This value is entered as a numerical value up to 2 decimal places; eg., 47.65 asis for information only. It won't show on a job.

Notes

Useful information about the Asset.

Enabled

Make sure there is checkmark in this for the asset to be enabled. When an asset is enabled it can be assigned to a job. If it is not enabled it won’t be listed for selection to add to a job or job template. 

Groups

You will only see this field if you have the optional Groups feature added to vWork. This specifies the Group the asset belongs.

Click in this field to display a list of Groups then click to select the Group or Groups this asset is associated with.

When you add an asset to a Group the asset can only be added to jobs created for that Group.

Invoicing

When invoicing i enabled on a job template an asset is attached to a job the asset can automatically add a line-itme to the invoice. Enter the line-item details here.
Asset Alert Recipients
  • Name
  • Email address
  • Country Code & Phone number
 You will only see the Asset Alert Recipients area if you have added the optional Asset Contact add-on to vWork's optional Asset feature. For this to show you will also need to have created an Alert that includes the Asset Contact as an email or SMS recipient.  

Enter the name of the contact in the Name field and their contact information in the corresponding field. This may be an email address if the alert is set up as an email alert, or a phone number with country code if the alert is set up as an SMS alert. 

Extra Information

  • Customized fields
 You will only see the Extra Information area if you have added extra custom fields in the Asset Settings. The values you enter here depend on the types of custom fields you have added to your assets. We have more information about this in the help article, Add custom fields to your Assets

Time Windows

  • Within the times specified times
  • Outside the times specified 

This area only shows if you have the optional Route Optimization feature added to vWork. Time windows are used to specificy what times jobs can and cannot be completed for a job that has an asset attached to it. We have more information about this in the help article, Add Time Windows to jobs

Optimization Ordering

  • Order
  • Grouping

This area only shows if you have the optional Route Optimization feature added to vWork. This is used to specify how an optimization arranges the order of jobs that relate to the Asset. This works with Optimization Grouping. For more information on this feature see the article, Use Optimization with Assets to schedule several jobs at the same geocoded address.

Tags

You will only see this if you have the optional Health & Safety feature added to vWork. This lets you assign tags to an asset. Click in the field to select the tags you want to add.
Hazards You will only see this if you have the optional Health & Safety feature added to vWork. Click to add Hazards associated with this asset.

Repeating Jobs

You will only see this section when Repeating Jobs (v2) is added to vWork. This section shows you the repating jobs schedules that the asset is included in.

Bulk Import Assets

You can bulk import up to 2000 assets into vWork at once from a CSV file. The article Prepare a CSV file to import data into vWork explains how to set up a CSV file for bulk importing your assets. 

To find out more about how to bulk import assets, take a look at the article: Import assets in bulk into vWork.

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Add custom fields to your Asset

You can also add custom fields that you can see for all your assets if you need these. These fields are read-only or hidden. They provide additional information about an Asset. 

To add more custom fields to your assets:

  1. Go to Settings > Assets.

  2. Add extra fields as required. 

To find out more about this, please read the article, Add common custom fields to your Assets.

🔔 Note: If you delete an Asset custom field it is removed from all Assets.

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Add Assets to your jobs

Once you have saved your Assets into vWork you can add them to jobs. You can either add them at the template level or add them to an individual job.

To add an Asset to a job or template:

  1. Go to the job or the job template.

  2. In the Job Information tab scroll down to Assets.

  3. In the Select an Asset field start entering the Asset name. A list of assets will display. Select the Asset you want. 

  4. Save your changes.

🔔 Note: You can add more than one asset to a job or job template.

Create_Job__2_hour___vWork.png

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Add Assets to Repeating Jobs v2

You can create jobs for assets that repeat on a regular schedule using the optional Repeating Jobs v2 feature. To find out how to add assets to your repeating jobs, please take a look at the article: Set up Repeating Jobs v2 (with Assets).

Van

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