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Basic setup: Assets

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Fiix Documentation Team

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Before you begin

This article covers only the most basic steps for creating assets. To learn about additional configuration you can complete, see the Assets section.

Version: v5 (what does this mean?)

Assets are facilities, equipment, and tools, and their locations. Input your assets into the CMMS to begin performing and managing maintenance of your assets.

To set up assets:

Preparing to set up assets

Before setting up assets, plan your asset hierarchy (which assets are located where) and naming system (how assets are named).

Asset order (hierarchy)

In the CMMS, assets are arranged into a hierarchy that shows where equipment and parts are located or which ones are related to each other: 

Asset hierarchy2.png

The goal of the asset hierarchy is to ensure your users can easily find the equipment they're looking for. When you input your assets into the CMMS, arrange the items where they're located in real life:

  • region.png Regions above site2.png sites
  • site2.png Sites above facility icon.png facilities
  • facility icon.png Facilities above equipment icon.png equipment
  • equipment icon.png Equipment above tools.png tools and parts icon.png parts & supplies

For more information and details about the asset hierarchy, see About the asset hierarchy.

Asset naming convention

We suggest that when you name assets, you give them a unique name using a naming convention to add additional identifying information to each asset.

This is an optional step, best for users with lots of equipment.

For example:

Convention: Asset name - Manufacturer - Make - Location

Full equipment name: Drill set - DeWalt - 20V Max XR - Toronto North Building

Short name input to CMMS: Drill-DeW-20VMXR-TORNORTH

For more information about asset naming conventions, see About asset naming conventions. 

Manually add assets

You can add assets individually in Fiix, or bulk import from a spreadsheet. Manually adding gives more flexibility, but takes longer. 

Create facilities 

Your facilities are your physical locations, such as buildings, rooms, and/or departments. Depending on your organization's needs, you might only need to create facilities to represent buildings, or you might create need a more granular approach where each department is a separate facility. The app is flexible enough to allow you to configure them in the way that works best for you.

To create a facility:

  1. Navigate to Assets > All Assets.
  2. Click New.

  3. Click Locations or Facilities:

    Create new asset screen with Locations or Facilities button highlighted.
  4. Enter a name for the facility.

  5. Do one of the following:

    • If the facility is part of another location (such as a room within a building), select This facility is a part of and then select the parent facility from the drop-down list.

    • If the facility is not part of another location, select This facility is not part of another location, and is located at and then enter the facility's address:

      General tab of facility asset record with the Location options highlighted.
  6. Click Save.

Repeat the steps above to complete basic setup for your other facilities. To learn more about additional things you can configure for facilities (such as files, custom fields, and account information), see Set up buildings and facilities.

 

Create equipment

Your equipment assets can consist of any equipment at any of your facilities, such as air compressors, forklifts, and generators. You can also create equipment records for component parts of other equipment, and then nest them in the hierarchy to indicate their parent/child relationship.

To create an equipment asset:

  1. Navigate to Assets > All Assets.
  2. Click New.

  3. Click Equipment or Machines:

    Create asset screen with Equipment or Machines button highlighted.
  4. Enter a name for the equipment.

  5. Do one of the following:

    • If the equipment is part of another piece of equipment, select This Equipment is part of, and then select the parent equipment asset from the drop-down list.

    • If the equipment is not part of another piece of equipment, select This Equipment is located at, and then select the equipment's location from the drop-down list:

      General tab of equipment asset record with location options highlighted.
  6. Click Save.

Repeat the steps above to complete basic setup for the rest of your equipment. To learn more about additional things you can configure for equipment (such as BOMs, warranties, and files), see Add Equipment Assets.

 

Create tools

Your tool assets consist of the tools your technicians use to complete their work, such as wrenches, drills, and pliers. As with equipment, tools can be added as standalone assets, or they can be children or parents of other assets.

To create a tool asset:

  1. Navigate to Assets > All Assets.

  2. Click New:

    Assets > All Assets screen with New button highlighted.

  3. Click Tools:

    Create new asset screen with Tools button highlighted.
  4. Enter a name for the tool.

  5. Do one of the following:

    • If the tool is part of another asset, select This Tool is part of and then select the parent asset from the drop-down list.

    • If the tool is not part of another asset, select This Tool is located at and then select the tool's location from the drop-down list:

      General tab of tool asset record with location options highlighted.
  6. Click Save.

Repeat the steps above to complete basic setup for the rest of your tools.

Import all assets at once from a spreadsheet

Instead of manually adding assets individually, you can import this data all at once from a spreadsheet saved as a CSV file. The spreadsheet should have headers matching the fields in Fiix:

Template screenshot 2.png

Bulk import details table 

Use our premade template with additional tips and instructions at Bulk Import Assets, or create your own using this table. Once you've made the spreadsheet, save the file as a CSV to import to Fiix.

Spreadsheet header and Fiix data field Details  Example
Asset name (required) Can be facility, equipment, tool, or parts.

Fiix factory main building

 
Asset code (required) Every asset in Fiix needs a unique code identifier. F-MB
Category

You can add additional categories to better sort your data, or use Fiix's default categories:

  • Locations and facilities
  • Equipment
  • Tools
  • Parts and supplies
 Locations and facilities
Location code

We suggest leaving this field blank for your first import.

For more details on location codes, see the template available in Bulk import assets.

 S01-B03-L3
Asset description Describe the asset if necessary. Fiix's main factory building
Make The brand that makes the asset. Belts Inc.
Model The brand's name of the asset. Belt Conveyor 3000
Serial number The brand's unique serial number for the asset. BC-3000-394VC
Charge department code We suggest leaving this blank if you haven't already added charge departments to your CMMS.  Maintenance
Account code We suggest leaving this blank for your first import.  
Supplier/Manufacturer name

The brand where you sourced the asset, or have an ongoing trade relationship with for this asset.

We suggest leaving this blank if you haven't added any businesses to your CMMS.

 Global Industrial
Supplier/Manufacturer number

The unique code that the supplier or manufacturer gives to the asset.

We suggest leaving this blank if you haven't added any businesses to your CMMS.

 BC3000
Notes Any notes about the asset. We suggest leaving this blank for your first import. Handle with care.
Unspc code The UNSPSC code is an internationally-recognized standardized code for goods and services.  24101715
Barcode

The barcode is scanned onsite for Fiix mobile users, bringing up the asset on their device.

We suggest leaving this blank for your first import, as this data should match the barcode formats assigned to categories added to Fiix.

  
Facility latitude Use for facilities and locations, or for other assets that are located somewhere different than their parent.  43.65
Facility longitude Use for facilities and locations, or for other assets that are located somewhere different than their parent.  -79.44
Facility street address Use for facilities and locations, or for other assets that are located somewhere different than their parent.  40 Hanna Ave.
Facility city Use for facilities and locations, or for other assets that are located somewhere different than their parent.  Toronto
Facility postal code Use for facilities and locations, or for other assets that are located somewhere different than their parent.  M6R2J5
Facility province Use for facilities and locations, or for other assets that are located somewhere different than their parent.  Ontario
Facility country This field must match the drop-down options available in Fiix. Ensure your country is spelled correctly. Canada
User/User group/Personnel code We suggest leaving this blank if you haven't added any users, user groups, or personnel to Fiix yet. Technicians
Calibration needed Only applicable to tools, and only in CMMS with rotating assets functionality. True/False
Aisle The aisle where the equipment or tool can be located. Tool rack
Row The row where the equipment or tool can be located. 2
Bin The bin where the equipment or tool can be located. 2B

Next steps

That completes basic setup for your assets! If you want to configure additional features for your assets, see the Assets section.

Next up: Work orders

 
 
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