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Archiving and deleting Assets
Who is this article for?Administrators who want to learn how to archive and delete Assets.
Administrator permissions are required.
The process of archiving and deleting assets is a crucial aspect of maintaining an efficient and accurate asset register. This article explores the key considerations and best practices for archiving assets that are no longer in use whilst retaining their historical data, as well as the permanent removal of assets from the system, ensuring organisations can manage their resources effectively throughout their lifecycle.
1. Archive Assets
Assets can be archived, preserving all information that has been entered against the asset.
To archive an asset, from the Asset Register:
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Use filters to locate the required asset.
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Click Actions to the right of the asset.
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Click Archive from the drop-down list that appears.
- Click Archive in the pop-up box that appears to confirm
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The asset is now archived.
1.1. Viewing archived Assets
By default, the asset register only displays active assets. In the event that archived assets need to be viewed, use the Status field in the filters.
From here, assets can be unarchived by following the same steps as above.
2. Delete Assets
Assets can be deleted and all associated maintenance tasks deleted along with it.
To delete an asset, from the Asset Register:
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Use filters to locate the required asset.
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Click Actions to the right of the asset.
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Click Delete from the drop-down list that appears.
- Click Delete in the pop-up box that appears to confirm.
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The asset will be deleted.
Important: Deletion of assets is permanent and cannot be undone. Always proceed with caution prior to using the delete function.
3. Reporting from the Asset register page
A standard Excel list report is available from the Asset Register page. Regardless of whether running the report from the 'List All' page or from an individual asset type, this process is the same.
To generate a report, from the Asset Register page:
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Click Show Filters.
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Use filters as required to locate the relevant asset(s) required in the report.
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Click Filter.
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The lower half of the screen lists out search result. These will be reflected in the report.
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Click Excel Export.
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In the Excel report, sort and manipulate the data or merge the data with other reports as required.
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Click Save.
4. Printing Asset QR codes in bulk
QR codes printed on stickers and affixed to assets enable users to quickly access asset details, maintenance tasks, and linked InForms via mobile devices. For comprehensive guidance, please consult the QR Codes section in the user guide.
Webinar: Get the Most Out of Your Data (February 2021)
This informative session covers three key areas:
- InForm Action Integration (0:00 - 5:23).
- InForm Asset Integration (5:23 - 10:20).
- InForm Dashboards and Business Intelligence (10:20 - end).