In this article:
Learn how to add an asset to the Asset register in Logiqc.
Assets can be physical or digital, and include equipment, vehicles, machinery, properties, computers, or software.
Managing assets in Logiqc helps you meet manufacturer requirements and service schedules, optimise asset performance, and manage safety and financial risk.
To add an asset, complete each section of the Asset details page described below.
Asset management is vital for ensuring compliance with manufacturer requirements and service schedules. A structured process of review also helps you optimise asset performance, manage safety and financial risk, and drive continual improvement of the asset management system.
The asset management workflow: when a new asset is added to the Asset register, it progresses through the workflow set in the Workflow component and is approved by the Asset owner at the end of the cycle. Learn more
Q: What is an asset?
A: Assets can be physical or digital, and include equipment, vehicles, machinery, properties, computers, or software.
Q: What permissions do I need to add an asset?
A: You need the Add assets permission. The minimum licence type required is Action.
Q: What is the difference between the Asset owner and the Asset manager?
A: The Asset owner is accountable for the asset and completes the final approval. The Asset manager is an optional role that identifies who has operational responsibility for the asset in the workflow, shown in its own column in the register.
Before you start
Check the following:
- You have the Add assets permission (minimum licence type required: Action).
- You know the asset's type, category, and key dates (service commencement, review, and planned disposal).
- You have any photo, file, or link you want to attach to the asset.
Asset details
In this component you'll describe and categorise the asset, and set the dates for asset review and disposal.
Describe and categorise the asset in the Asset details component.
| Field | Description |
|---|---|
| Group | Select Asset group if several items (for example, thermometers) should be grouped into one asset item. This usually applies when items are serviced in batches. |
| Asset ID (optional add-on) | Specify your own unique asset ID number to replace the system-generated one. Up to 12 characters, alpha and/or numeric, and hyphens or underscores. This is a searchable field. Contact Logiqc to switch this feature on. |
| Asset type | Select the high-level category for the asset. Some types, such as Vehicle, reveal or hide fields on the page. |
| Asset category | Select the category relevant to the asset. |
| Name | Add a name for the asset, for example 'Cabinet Sterilizer'. This is a searchable field. |
| Model | Add the model name of the asset. |
| Serial number | Add the serial number of the asset. |
| Region | Select the region the asset relates to. |
| Photo | Add a photo of the asset by selecting Add and choosing an image. |
| Criticality | Select how critical the asset is to the business. Use this to sort assets by their importance to business continuity. |
| Ownership | Select the nature of ownership. If you select Leased, you can link the lessor from your Contacts register, or select Add new contact to create a record. |
| Allow asset to be booked | Activates the booking component. Only available if the Asset booking add-on is switched on. |
| Location | Select the location of the asset. |
| Date of service commencement | Select the date the asset began its service in your organisation. |
| Review date | Select the date the asset is next to be reviewed. This date activates a task for the Asset manager and moves the asset into the Manage stage of the workflow. |
| Planned disposal date | Select the date (if known) the asset should reach the end of its life and be disposed. |
Allocations
Use this component to allocate, or 'check out', the asset to a staff member or external business contact. Select + Allocate asset to reveal the fields below.
Allocate the asset to a person from the Allocations component.
- Allocation: select the person the asset is allocated to. This can be a Logiqc user or a contact from the Business contacts tab in the Contacts register.
- Date allocated: select the date the asset was allocated.
- Date returned (optional): select the date the asset was, or will be, returned.
- Terms of use (optional): add terms relating to the allocation or permitted use, for example 'allocated for home garaging only'.
- Comments (optional): add comments relevant to the agreed use or allocation of the asset.
Property booking (optional add-on)
The Property management component is part of an optional feature that supports the management of accommodation assets. It enables specialised property fields, a booking component for allocating tenants, documentation of tenant arrival and departure times, and a property availability report showing the booking status of each property.
Asset booking (optional add-on)
The Asset booking component is part of an optional feature that supports the booking of assets and equipment. It enables an asset availability report, a self-serve asset booking page, booking confirmation emails, integration with the Microsoft Outlook calendar (with SSO activated), and an asset utilisation report on the Analytics page.
Cost
Use this component to add financial details relating to the asset.
Add the asset's upfront and ongoing costs in the Cost component.
| Field | Description |
|---|---|
| Purchase cost (optional) | Add the initial purchase cost of the asset. |
| Monthly lease cost including GST (optional) | Add the monthly lease payment. |
| Depreciating asset | Select the method of depreciation applicable to the financial accounting of the asset. |
| Fuel card number | Add the fuel card number assigned to the vehicle. This field only appears when the Asset type is Vehicle. |
Assign
In this component you set the Asset owner who is responsible for publishing the asset to the Asset register. These choices should align with your organisation's delegations for managing assets.
Set responsibilities for the asset in the Assign component.
Related business area: select the business area the asset relates to. For example, sterilizers and scales used in clinical services could be assigned to Clinical services.
Related meeting: select the meeting with oversight for managing the asset. A reference to the asset is added to that meeting's agenda whenever the asset is in the workflow.
Asset owner: select the staff member accountable for managing the asset. The Asset owner completes the final approval.
Notify users by email (optional): notify relevant personnel that the asset has been added, giving them a link to it. Note: recipients must be included in Viewing permissions to see the asset.
Access control
Set which users can view the asset. You can grant access to all users, or to specific teams and individual users.
If you specify who can access:
- Teams: select the team/s who need to view the asset.
- Individual users: select specific users (if they are not included in the selected team/s) who need to view the asset.
Use access control to make the asset visible to all users, selected teams, or selected individuals.
Workflow
This component lets you build a customised workflow with multiple stages to match your organisation's process for managing assets. Users receive a task notification each time the workflow moves the asset to them, and the asset advances to the next stage when they complete theirs.
Program the stages that manage, review, and approve the asset.
To program a workflow:
- Select Add stage and choose the first stage in the asset workflow from the menu. System Administrators can add stage names.
- Select the user to carry out the stage, then add or update the instructions they will receive. Repeat until all stages are listed.
- Select the Approve stage to set the last stage in the cycle. The user in the stage before the Approval stage can escalate the asset for approval.
- End every cycle with an Approval stage. Once the Approve stage is completed, the asset is published and the workflow cycle is complete.
| Field | Description |
|---|---|
| Stage name | Select the stage from your list of workflow stages. Stage names and instructions can be added by your System Administrator. |
| Assign to | Select the person responsible for this stage. They receive an email notification of the task. |
| Display this user as the asset manager | Assigns the person as the Asset manager and shows their name in a column in the register. Optional, but it identifies who has operational responsibility for the asset in addition to the Asset owner. |
| Instructions (optional) | Edit the pre-programmed instructions, if applicable. |
| Workflow to begin this stage when due for review | Sets where the second and future workflow cycles begin when the asset comes up for review. |
| Approval stage (mandatory) | The mandatory final stage. It can only be assigned to the Asset owner, who does the final approval once the Manage stages are complete. |
Read the article to find out more:
Attach records
Use this component to upload files or add links to records related to the asset, such as correspondence, emails, or photographs. Only users with permission to see the item can see attached records. Select Attach to add a record.
File: select Choose file and navigate to the record on your computer.
Link: if links are enabled, toggle to add a URL instead. Use a web (https://) or SharePoint link.
- Record name: give the record a meaningful description, for example 'Email to supplier - March 2022'.
Add supporting records by entering a record name, then choosing whether to upload a file or add a link.
Submit/save
The green Submit button saves your changes and progresses the asset to the next stage of the workflow. The button label changes depending on certain conditions to make tasks quicker to complete.
The Submit button label changes depending on your role and the stage.
- Quick publish: if you are the Asset owner, you can skip the Manage and Approve stages by selecting Quick publish. This immediately approves the asset and publishes it to the Asset register.
- Submit/Next: the green Submit button saves your changes and moves the asset to the Manage stage.
- Create a related item: to create a linked item on another register at the same time, select the register in the Create a related item component. When you press Submit, Logiqc launches a new item in that register and shows a link between the two items in the System event history.
System event history
The System event history is a chronological record maintained by the system, detailing entries and changes made to the page, including links to any related items created by users.
Select the + control on the right to expand a line and see more information.
The system event history records entries and changes made to the page.
What happens next
The asset enters the workflow
When a new asset is added, it progresses through the stages set in the Workflow component, starting at the Manage stage.
Each assigned user is notified
Logiqc sends a task to the user at each stage. The user in the stage before Approval can escalate the asset to the Asset owner.
The asset is published
Once approved by the Asset owner, the asset is published to the Asset register. It stays approved until the review date triggers a new cycle. If you are the Asset owner, you can use Quick publish to publish immediately.
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