Using the Asset Register

This article is a guide to using the Asset Register in FastDraft.

This guide contains the following:

• Introduction
• Bulk Importing Assets
• Configuring Assets in the Contract Template
• Managing existing Assets

Training Video - Asset Register

Introduction

Site Administrators and Company Administrators can now view and manage their own Asset Register within a contract on FastDraft.

You can find the Asset Register in the left-hand navigation panel under Settings > Contract.

Bulk Importing Assets

To add new Assets, click the three dots in the top right corner of the register, and select Bulk Edit.

Select Download Template.

A template excel spreadsheet will be added to your downloads folder. Open it, and fill in the details of your Assets.

• Asset Name = How you'd like your Asset name displayed in the system. Please note, the dropdown will be searchable by typing so if you'd like to include multiple details (i.e. name, address, etc.) you can do so.
• Asset Code = A unique code for your Asset. Please note, this cannot be a string of only numbers. If your codes are only numbers, please include a single apostrophe before the string - i.e. '123456
• Asset Type = This can be utilised as a way of categorising your Assets.
• Asset Link = If you use a SharePoint, or some other Asset Management System, you can include a link to this system. If you are doing so, please make sure you enclose the link in { } brackets. If you do not need a link, please enter {} with no spaces (as in the image below).

Save the template and close it.

In FastDraft, click Import from Excel and select the file you've saved.

The system will identify how many Assets you are trying to upload. Select Create Draft.

The Assets are now uploaded - it may take time depending on how many you are adding, if only a small number they will upload quickly, if a larger number (i.e. in the thousands) it could run overnight.

Once you are done importing, click the three dots in the top right corner of the register, and select Disable Editing.

Configuring Assets in the Contract Template

Once you have added your Assets, you'll need to configure the Contract Template so that all relevant worklows present the option for users to select a related Asset.

This doesn't need to be all workflows - it could be 1 or 2. You might like to have them enabled for Service Orders/Task Orders, Notifications, Submissions, etc. 

First, go to the contract template.

For each workflow you want to enable Assets for, select the Workflow Group > Workflows > Individual Workflow.

Within the workflow, toggle Asset Fields Enabled to On.

Click Update Workflow > Update Workflow Group > Save Changes.

Managing existing Assets

If you already have a list of Assets and you would like to 'remove' some from the list, you can Deactivate them.

Click the select box of the Asset you'd like to deactivate.

Click Deactivate.

The Asset will still appear in your register but it will be unticked under the Is Active column. Users on the contract will no longer see this Asset in their list in applicable workflows.

To reactivate a previously deactivated Asset, click the select box of the Asset you'd like to reactivate.

Click Activate.

Once you are done amending your Asset Register, click the three dots in the top right corner of the register, and select Disable Editing.