Creating an Asset
Use an asset record to keep important information about a vehicle, machine, tool, item of equipment, building or other asset in one place.
Once created, the asset can be connected to maintenance, documents, forms, incidents, defects, specialist advice and actions.
To create an asset, you need:
- Authority to create assets
- A unique asset number or reference
- The asset’s name and branch
- The appropriate Asset Attribute classification
Other information—such as ownership, condition, risk, serial number and purchase details—can be added where relevant.
- Go to Assets > Assets.
- Click + New Asset.
- Complete the mandatory fields marked with a red asterisk.
- Add any relevant location, identification, ownership and risk information.
- Select the appropriate Asset Attribute classification.
- Complete any additional fields displayed for that classification.
- Click Save.
Create the asset
From the left-hand menu, go to:
Assets > Assets
The Asset Register displays the assets you are authorised to view.
Click + New Asset.
Fields marked with a red asterisk are mandatory.
Asset Number
Enter the unique number or reference used by your organisation to
identify the asset.
Use a consistent numbering convention where possible.
Example: NF-AST-0044
Asset Name
Enter a short name that employees will recognise.
Where similar assets exist, include a location, fleet number or another distinguishing detail.
Example: Emergency Standby Generator – Auckland Head Office
Description
Briefly describe the asset and what it is used for.
Example:
80 kVA diesel standby generator providing emergency power to
essential services at Auckland Head Office.
Identification
Enter the asset tag and manufacturer’s serial number where applicable.
These details can help employees identify the physical asset and find the correct record when arranging servicing, parts or warranty work.
Select the asset’s:
- Branch
- Area
- Section
Branch is mandatory.
Area and Section are available only when they have been configured for the selected branch.
Can’t find the correct location?
Your authorities may restrict the branches available to you, or the
required Area and Section may not have been configured.
Add the information that applies to the asset.
Depending on your Engage configuration, this may include:
- Purchase date and cost
- Warranty expiry
- Ownership
- Financial reporting
- Assigned employee
- Condition
- Critical Asset
- Service Risk
- H & S Risk
- Parent Asset
- Asset Status
- Notes
Some fields may display additional options when selected.
Assigned employee
Select Assigned Individual when the asset is allocated
to a particular employee—for example, a vehicle, laptop, phone or tool.
Enter the employee and assignment date. The assignment will also appear in the asset’s Employee History.
Condition and risk
Select the asset’s current condition and the appropriate Service Risk
and H & S Risk levels.
Select Critical Asset when the asset’s failure or loss could significantly affect operations.
Notes
Add practical information employees may need when operating or
managing the asset.
Example:
Monthly test run required. Annual servicing and load-bank testing
must be completed by an approved electrical contractor. Diesel level
must remain above 75%.
Keep the notes useful. The asset does not require a memoir.
Use the Asset Attributes section to select the appropriate classification.
Your organisation’s Asset Attribute structure may contain several levels. For example:
Plant & Machinery > Minor Plant > Generators
Selecting a classification may display additional fields created specifically for that type of asset. Complete the fields that apply.
Classification not available?
The required classification may need to be created by an authorised
employee.
Before saving, check that:
- The asset number is correct.
- The name clearly identifies the asset.
- The correct branch and location are selected.
- Condition and risk levels are appropriate.
- The correct employee is assigned, where applicable.
- The Asset Attribute classification is accurate.
- Important identification and warranty details have been entered.
Click Save.
Engage will open the saved asset’s Basic Details tab.
Review the saved record and confirm that the asset appears correctly in the Asset Register.
You can then:
- Add or replace the asset photo
- Edit the asset details
- Review its Attributes
- Download its QR code
- Assign maintenance
- Add documents
- Connect the asset to forms, incidents, defects, specialist advice or actions
Maintenance does not need to be assigned when the asset is created. It can be added to the saved asset later.
I can’t create an asset
You may not have the required Asset authority. Speak with your
Engage administrator.
I can’t select the correct location
Your authorities may restrict the branches you can access, or the
required Area and Section may not have been configured for the branch.
The correct classification is missing
The classification must exist in the Asset Attribute structure before
it can be selected.
An authorised employee can review classifications under:
Assets > Asset Attributes
Different assets display different fields
Additional fields can be configured for individual Asset Attribute
classifications.
For example, a generator may require output and voltage information, while a vehicle may require registration and fuel information.
