Asset Transfer ~ Process Guide

Transfer assets from one segment to another while maintaining your work order history and pertinent information on the asset.

Setting up the Asset Transfer feature
From the main CMS page, click on the “app selector”  button and select the Admin Console. Not all users will have permissions to get into the admin console, so check with your facility administrator if you do not have access and feel that you should.

Under the User Management section of the Admin Console, select the Permissions Matrix option. When you click on the Assets tab you will now see a new permission for Transfer.

Here you can set role-based permissions to make sure only the roles you want to be able to transfer assets between multiple segments can. By default, this permission will be set to None for all roles.

Users will need to have necessary permissions in each segment you want them to be able to do Asset transfers to and from.

Transferring a single Asset
Start by performing a search for the Assets you want to work with in the Assets module. You can select an asset to transfer by clicking the checkbox for the Asset. You can also perform a single asset transfer from the Asset edit page.

Once you have selected the Asset you want to transfer, click on the "transfer" button at the top right of the header bar. You will then be asked to confirm if you want to transfer only the selected asset or ALL assets in the search results.

Click on the Selected (1) option. You will then be taken to the transfer screen, where you will have the opportunity to select the asset’s main attributes. With single asset transfer any existing field values that are available in the target segment (those that come from a shared segment used by both origin and target segments) will automatically populate in the transfer form once the target Facility/Segment is selected. You are then able to change the selections as desired as well as blank out any fields you wish to do so in this screen by selecting the (Blank) option in the dropdown.

The notes field is required for Asset transfers and will show in the Asset’s Notes portal after the transfer.

Any values that are not specifically selected here AND not available in the target segment will transfer over as blank for the asset in the new segment and may need to be updated in the segment they were transferred to.

Procedure schedules will carry over to the new segment IF the Procedure associated with the schedule is in the shared segment, however any assignments set on the schedule and dropdown fields whose value is not available in the target segment will NOT carry over with the Asset.

When you have everything filled in as you want it and you click the Verify Transfer button you will see a processing bar while the information on the asset is all verified. You will receive a report on the verification process with error messages and warnings for attributes that will not be transferred with the asset. These are likely things that are not in a shared segment that both segments have access to, as well as information about what can be visible only and not edited from the asset’s new segment.

Once you have read through the warnings and select the Confirm Transfer button, the Asset transfer process will begin. See section at end of guide on potential warning messages and what they refer to.

Background Job Status
We have introduced a new Background Job Status window that can be accessed by clicking on the "bell" icon in the upper right corner of the upper header bar. This screen will show the recent history of Asset Transfers which can be expanded to show details about the transfers.

Above you see the results of a successful, single asset transfer. If you click on the small arrow (carrot) at the left of the results line, the screen will expand to show you the asset number that was transferred as well.

After the transfer is completed you will no longer be able to see the Asset in the origin segment, but will now see the asset, with all its history and associated data, in the target segment.

We have also added a useful search field in the Asset module – Last Transferred Date. This field can be used to find assets that have been transferred in certain date ranges in the segment the Asset currently resides in (or when doing cross-segment searching). This last transferred date is also populated at the top of the Asset edit page, under the created date, for any Assets that have been transferred.

Transferring multiple Assets
Working with multiple assets is a similar process, but does have some differences. Perform your asset search to get the results you would like to work with. Select multiple assets by clicking the checkboxes next to each asset you want to transfer. Note: to reduce the risk of asset transfers, we have capped transfers to 1000 assets at a time. You will receive an error message if you try to transfer more than 1000 assets and the process will not continue.

Once you have selected the Assets you want to transfer, click on the button in the upper right of the header bar. You will then be asked to confirm if you want to transfer only those selected or ALL assets in the search results.

Select the option you want and you will then be taken to the transfer screen, where you will have the opportunity to select the assets’ main attributes. Select the target Facility/Segment to transfer the assets to. You are then able to make specific selections for all assets that are part of the transfer as well as blank out any fields you wish to do so in this screen.

Be cautious in what assets you choose to transfer at the same time as attributes for the assets get set much like they do in a mass edit. What you specifically select in the fields in the transfer screen get populated into all the assets you are transferring at one time.

When transferring more than one Asset at a time, the field values that exist in both the original and the target segments will not be auto-filled in this form as the application cannot determine which values should be shown when there is data from multiple assets, however all field values that are available in both segments WILL carry over for those assets if the dropdowns are left alone (ie, nothing selected and Blank not chosen).

When you have everything filled in as you want it and you click the Verify Transfer button you will see a processing bar while the information on the assets is all verified. You will receive a report on the verification process with error messages and warnings for attributes that will not be able to be transferred. These are likely things that are not in a shared segment that both segments have access to, as well as information about what can be visible only and not edited from the assets’ new segment.

If you are transferring multiple assets at a time, the screen will list the different asset numbers for the first 10 assets selected. The validation will only take into account the data from the first 10 assets being transferred, if you have more than 10 assets being transferred the remaining assets will not be verified for potential errors or warnings but will still be transferred using the data selected for the transfer. Note: Since the remaining assets are not verified, there is a risk of errors happening in transfers of more than 10 which could result in bad data for those assets. Proceed with caution when transferring large numbers of assets between segments.

Once you are finished reviewing the warnings and correcting anything that may show as an error, click on the Confirm Transfer button at the bottom.

Background Job Status
The Background Job Status window can be accessed by clicking on the "bell" icon in the upper right corner of the upper header bar. This screen will show the recent history of Asset Transfers which can be expanded to show details about the transfers.

Above you see the results of a successful, multiple asset transfer. If you click on the small arrow (carrot) at the left of the results line, the screen will expand to show you each asset number that was transferred as well. This can be useful when you are doing groups of asset transfers at a time to see the data specific for each transferred asset.

You may see an incomplete indicator if it takes a little longer to process your asset transfers. If you see an incomplete indicator click on the refresh button in the top header bar and it will show the complete indicator once it completes the transfer process.

Warnings in the Asset Transfer Validation process

Below is a list of potential warning messages you may encounter in the transfer process. Most warning messages occur when data on the Asset is not populated from a Shared segment that the target segment also has access to. The transfer process does as much as possible to conserve the Asset data, but it cannot use data that doesn’t exist in the Asset’s new segment.

• Any remaining lookup fields, (for instance Impact) on Asset '{0}' or associated Procedure Schedules that have values that are not available in the target segment will be cleared out during the transfer process.

• The UDF Value {0} is not valid in the target segment and will be cleared out during the transfer process.

• Asset {0} has links to other assets that are in the origin segment. The links will remain but you will not be able to edit those linked assets through the asset’s Linked portal in the target segment.

• Meter Point {0} on Asset {0} has a Meter Type that is not available in the target segment and the Meter Point will not be carried over with the Asset Transfer. History of the meter values will still be visible on the Asset record.

• Model records that are not in a shared segment that the target segment has access to will not transfer over with the Asset. All associated attachments from that model record will no longer be attached to the Asset.

• Asset {0} is linked to Document {1}, which is not available from the target segment and will be de-linked during the Asset transfer.

• Asset {0} has a Location-linked attachment which will no longer be linked when the location is changed.

• Attachments for Asset {0} will no longer be available for associated work orders in the origin segment once the asset and its attachments have been transferred to the target segment.

• The Procedure(s) associated with this asset’s Procedure Schedule(s) are not available from the target segment and will be de-linked from the Asset during the Asset transfer.

• The Procedure(s) associated with this asset’s Procedure Schedule(s) are available in the target segment and the Schedule will carry over with the Asset, however any Assignments for this schedule will be removed during transfer.

• Work Order History for the Asset will carry over with the Asset Transfer, however Work Orders will remain in the original segment and will not be editable from the Asset’s Work Order history portal in the target segment.

• The ‘Blank’ value has been selected for the field {1} and any existing value will be cleared out during the Asset transfer.

• Asset {0}’s current value for field {1} is not available in the target segment and will be cleared out during the Asset transfer.

• Asset {0}’s current value for the Company field is not available in the target segment and will be cleared out during the Asset transfer. The associated Model number will also be cleared as a result.

• Asset {0}’s current Company and Model values are not available in the target segment and all materials tied to the Company {0} or Model {0} will no longer be linked to the Asset.

• Material {0} is not available in the target segment and will not be carried over with the Asset transfer.

• Asset {0}’s current Company value is not available in the target segment and associated Company Contacts will not be carried over with the Asset transfer.

• Asset {0}’s current Contracts are not available in the target segment and will not be carried over with the Asset transfer. Associated Contract Attachments will be unlinked from this asset.

• Asset {0}’s Asset Contact(s) are not available in the target segment and will not be carried over with the Asset transfer.

• Users {0} are set to be excluded from assignments in the target segment will not be transferred over as Asset Contacts with the Asset Transfer.

Reviewed/Revised: 9/2024

Copyright © FSI 10/2023