Asset Attributes - How To Add, Edit, And Delete Them
Asset Attributes - How To Add, Edit, And Delete Them
Creating New Asset Attributes
The steps for adding an Asset Attribute are:
1. Navigate to Admin Console>Data Schema>Asset Attributes and the asset attributes task pane will appear on the right. The asset attributes task pane is divided into two sections, which are the list of defined asset attributes on the left and the asset attribute editor on the right. At the top of the task pane are two buttons which are Add and Delete.
2. Click the Add button at the top of the task pane.
3. The asset attribute editor section of the task pane will become blank and ready for new information to be entered.
Figure: Asset Attributes Task Pane
Initially the asset attribute editor is grouped into two areas which are “Name and Type” and “Asset Type(s) Using Attribute”. The “Name and Type” area contains the basic definition of the new attribute. The “Asset Type(s) Using Attribute” will list all asset types currently using the asset attribute. Initially this list will be empty until the asset attribute is added to an asset type.
The Name and Type area prompts for the following information:
• Name – Name is the name of the asset attribute. The name is used on all forms to prompt for the asset attribute data so it is advised to use a clear, concise and intuitive name for the new attribute.
• Description – Description is a detailed comment describing purpose or meaning of the asset attribute.
• Record Value Changes – This check box tells Asset Manager to record all values for this attribute for the life of the asset. All value changes will be recorded for historical reporting and life cycle tracking. For example if an attribute called "Owner" is created then the "Record Value Changes" checkbox selects whether or not to record the historical values of the "Owner". If the values are stored then reports can be generated showing ownership changes over time. Otherwise, Asset Manager only knows the current value of the attribute and no previous ownership information is available.
• Values Are Unique – This check box tells Asset Manager that all values entered in this field must be unique. No asset can have the same two values in this field. For example, if you have an attributed called “Social Security Number” this would be a unique value for each asset. Selecting “Values Are Unique” will ensure that duplicate values are not entered.
• Restrictable - Check this box if you would like this attribute to be one that can be limited to certain groups with the use of the Groups Sub-task.
• Hide on User Console - Check this box if you would like this attribute to be hidden when viewing assets in the User Console.
• ID – The ID field is the identifier the system uses to store the asset attribute values. By default the ID is auto generated by Asset Manager. However you may choose to override the auto generated ID field to simply import and export purposes. The ID would equate to the database table column that holds the asset attribute data. It is useful for administrators to have this information available if they plan on accessing the Asset Manager database directly with SQL query and reporting tools. IDs must be globally unique.
• Type – Type is a selection list of the available asset attribute types previously described. Choose the type that best represents the type of data that users will be entering for the new asset attribute type (see table below). Depending on upon the Type selected additional definition areas may appear in the asset attribute editor.
TIP: Entering unconstrained (free-form) string data can make standardized reporting almost impossible when multiple users are entering data into the system. When at all possible, use constrained string lists to allow users to select a choice or multiple choices, but not enter free-form string data. Furthermore the use of regular expressions can ensure that string data is always in the correct format.
• Units- Units is a selection that is used on numerical attributes (integers or doubles). The Units selection is the units that the value is stored as on the server, not necessarily the value displayed. If a Unit is chosen, the values will be converted based on the User’s “Units Display” setting. This is most useful for expression attributes since the Units needs to match the Units of the original attribute. For example a Max Temperature expression attribute needs to be in Celsius to match the Temperature attribute.
4. Enter the appropriate information in the “Name and Type” area of the editor for the new attribute you are creating.
NOTE: For most data types, an additional area will appear for specifying optional value constraints, formatting features, etc..
Figure: Optional Value Constraints
For integer, floating point and URL types, these optional value constraints allow you to specify a minimal value and a maximum value as well as enter in a regular expression which will be used to validate user input.
If the new asset attribute is of type “String”, then an additional area will appear for specifying an optional value constraint of a regular expression which will be used to validate user input.
Figure: Optional Value Constraints of Regular Expression
For asset attributes of type “String” an additional check box titled “Restrict String Values” will be displayed. If this check box is selected, the area expands providing an entry area for specifying a list of strings that are valid selections. By selecting “Restrict String Values”, the users cannot type in free-form information and must select a value from the pick list.
Figure: Restrict String Values Input Box
TIP: These are just a few of the variable Asset Type configuration options. For more detailed assistance with configuring Data Schema Asset Types and Custom Asset Types, please contact RF Code support.
The Add, Edit and Delete buttons provide mechanisms to manage the items in the list. Use the Up and Down buttons to move an item higher or lower in the list.
For asset attributes of type “String List”, the restricted string list is not an optional selection. An asset attribute of type “String List” must have a list of acceptable values defined.
For asset attributes of type “Asset Reference”, an additional area appears in the editor which is a drop down list titled “Asset Type”. The drop down list allows you to select the appropriate asset type that the asset attribute will reference.
Figure: Asset Reference Box
The purpose of an “Asset Reference” is to “link to” or reference an asset already entered in to the Asset Manager database. An example would be an asset attribute of type “Asset Reference”, called “Connected Display” which points to an “Asset Type” called “LCD Display”. Now when a new asset type is added to the system that has the attribute “Connected Display” the user will be prompted to select from a list of “LCD Display” assets. In this way if a desktop PC is added to the system, the LCD display which is also in the system can be “linked” to it.
5. Once the appropriate information is entered for your new asset attribute, click the Save button at the bottom of the editor to create and save the attribute. Once saved, the new asset attribute will appear in the list on the left side of the task pane.
Editing Asset Attributes
The steps for editing an asset attribute are:
1. Navigate to Admin Console>Data Schema>Asset Attributes and the asset attributes task pane will appear on the right. The asset attributes task pane is divided into two sections which are the list of defined asset attributes on the left and the asset attribute editor on the right.
2. Select the appropriate asset attribute from the list of asset attributes. Once asset attribute is selected, the editor will appear on the right of the task pane displaying the details.
3. Edit the appropriate details of the asset attribute. Note that once an attribute is created there are three fields that are not editable:
• Values Are Unique
NOTE: Please note that if you desire to have this option assigned to your attribute you MUST have this check box selected when you create the asset attribute. The restrictions can be removed at any time, however you cannot place this restriction on the attribute after it has been created.
• ID
• Type
These fields will appear but will be grayed out. If any of these three fields need to be changed, the asset attribute must be deleted and recreated.
Also notice that new field or prompt is displayed once an asset is created which is “Retired”.
Figure : Edit Asset Attribute
You should “Retire” an asset attribute that is used by Asset Types, when you no longer desire that the asset attribute be used. To do this, remove this attribute from the list of attributes used by Asset Types. When the attribute is removed, all asset types that use the asset attribute will no longer prompt the user for this particular asset attribute. However, existing assets that do have values for this particular asset attribute will continue to reside in the database and be usable in reports.
NOTE: If there are no Asset Types using the asset attribute and it is no longer needed, then the best course of action might be to “Delete” the asset attribute.
Once the appropriate edits are complete, click the Save button at the bottom of the editor.
Deleting Asset Attributes
The steps for Deleting an asset attribute are:
1. Navigate to Admin Console>Data Schema>Asset Attributes and the asset attributes task pane will appear on the right. The asset attributes task pane is divided into two sections which are the list of defined asset attributes on the left and the asset attribute editor on the right. Add and Delete buttons are displayed above the task pane.
2. Select the appropriate asset attribute from the list of asset attributes. Once asset attribute is selected, the editor will appear on the right of the task pane displaying the details.
3. Click the Delete button to delete the asset attribute. If the asset attribute is in use by one or more Asset Types, the asset attribute cannot be deleted.
The steps for adding an Asset Attribute are:
1. Navigate to Admin Console>Data Schema>Asset Attributes and the asset attributes task pane will appear on the right. The asset attributes task pane is divided into two sections, which are the list of defined asset attributes on the left and the asset attribute editor on the right. At the top of the task pane are two buttons which are Add and Delete.
2. Click the Add button at the top of the task pane.
3. The asset attribute editor section of the task pane will become blank and ready for new information to be entered.
Figure: Asset Attributes Task Pane
Initially the asset attribute editor is grouped into two areas which are “Name and Type” and “Asset Type(s) Using Attribute”. The “Name and Type” area contains the basic definition of the new attribute. The “Asset Type(s) Using Attribute” will list all asset types currently using the asset attribute. Initially this list will be empty until the asset attribute is added to an asset type.
The Name and Type area prompts for the following information:
• Name – Name is the name of the asset attribute. The name is used on all forms to prompt for the asset attribute data so it is advised to use a clear, concise and intuitive name for the new attribute.
• Description – Description is a detailed comment describing purpose or meaning of the asset attribute.
• Record Value Changes – This check box tells Asset Manager to record all values for this attribute for the life of the asset. All value changes will be recorded for historical reporting and life cycle tracking. For example if an attribute called "Owner" is created then the "Record Value Changes" checkbox selects whether or not to record the historical values of the "Owner". If the values are stored then reports can be generated showing ownership changes over time. Otherwise, Asset Manager only knows the current value of the attribute and no previous ownership information is available.
• Values Are Unique – This check box tells Asset Manager that all values entered in this field must be unique. No asset can have the same two values in this field. For example, if you have an attributed called “Social Security Number” this would be a unique value for each asset. Selecting “Values Are Unique” will ensure that duplicate values are not entered.
• Restrictable - Check this box if you would like this attribute to be one that can be limited to certain groups with the use of the Groups Sub-task.
• Hide on User Console - Check this box if you would like this attribute to be hidden when viewing assets in the User Console.
• ID – The ID field is the identifier the system uses to store the asset attribute values. By default the ID is auto generated by Asset Manager. However you may choose to override the auto generated ID field to simply import and export purposes. The ID would equate to the database table column that holds the asset attribute data. It is useful for administrators to have this information available if they plan on accessing the Asset Manager database directly with SQL query and reporting tools. IDs must be globally unique.
• Type – Type is a selection list of the available asset attribute types previously described. Choose the type that best represents the type of data that users will be entering for the new asset attribute type (see table below). Depending on upon the Type selected additional definition areas may appear in the asset attribute editor.
TIP: Entering unconstrained (free-form) string data can make standardized reporting almost impossible when multiple users are entering data into the system. When at all possible, use constrained string lists to allow users to select a choice or multiple choices, but not enter free-form string data. Furthermore the use of regular expressions can ensure that string data is always in the correct format.
• Units- Units is a selection that is used on numerical attributes (integers or doubles). The Units selection is the units that the value is stored as on the server, not necessarily the value displayed. If a Unit is chosen, the values will be converted based on the User’s “Units Display” setting. This is most useful for expression attributes since the Units needs to match the Units of the original attribute. For example a Max Temperature expression attribute needs to be in Celsius to match the Temperature attribute.
4. Enter the appropriate information in the “Name and Type” area of the editor for the new attribute you are creating.
NOTE: For most data types, an additional area will appear for specifying optional value constraints, formatting features, etc..
Figure: Optional Value Constraints
For integer, floating point and URL types, these optional value constraints allow you to specify a minimal value and a maximum value as well as enter in a regular expression which will be used to validate user input.
If the new asset attribute is of type “String”, then an additional area will appear for specifying an optional value constraint of a regular expression which will be used to validate user input.
Figure: Optional Value Constraints of Regular Expression
For asset attributes of type “String” an additional check box titled “Restrict String Values” will be displayed. If this check box is selected, the area expands providing an entry area for specifying a list of strings that are valid selections. By selecting “Restrict String Values”, the users cannot type in free-form information and must select a value from the pick list.
Figure: Restrict String Values Input Box
TIP: These are just a few of the variable Asset Type configuration options. For more detailed assistance with configuring Data Schema Asset Types and Custom Asset Types, please contact RF Code support.
The Add, Edit and Delete buttons provide mechanisms to manage the items in the list. Use the Up and Down buttons to move an item higher or lower in the list.
For asset attributes of type “String List”, the restricted string list is not an optional selection. An asset attribute of type “String List” must have a list of acceptable values defined.
For asset attributes of type “Asset Reference”, an additional area appears in the editor which is a drop down list titled “Asset Type”. The drop down list allows you to select the appropriate asset type that the asset attribute will reference.
Figure: Asset Reference Box
The purpose of an “Asset Reference” is to “link to” or reference an asset already entered in to the Asset Manager database. An example would be an asset attribute of type “Asset Reference”, called “Connected Display” which points to an “Asset Type” called “LCD Display”. Now when a new asset type is added to the system that has the attribute “Connected Display” the user will be prompted to select from a list of “LCD Display” assets. In this way if a desktop PC is added to the system, the LCD display which is also in the system can be “linked” to it.
5. Once the appropriate information is entered for your new asset attribute, click the Save button at the bottom of the editor to create and save the attribute. Once saved, the new asset attribute will appear in the list on the left side of the task pane.
Editing Asset Attributes
The steps for editing an asset attribute are:
1. Navigate to Admin Console>Data Schema>Asset Attributes and the asset attributes task pane will appear on the right. The asset attributes task pane is divided into two sections which are the list of defined asset attributes on the left and the asset attribute editor on the right.
2. Select the appropriate asset attribute from the list of asset attributes. Once asset attribute is selected, the editor will appear on the right of the task pane displaying the details.
3. Edit the appropriate details of the asset attribute. Note that once an attribute is created there are three fields that are not editable:
• Values Are Unique
NOTE: Please note that if you desire to have this option assigned to your attribute you MUST have this check box selected when you create the asset attribute. The restrictions can be removed at any time, however you cannot place this restriction on the attribute after it has been created.
• ID
• Type
These fields will appear but will be grayed out. If any of these three fields need to be changed, the asset attribute must be deleted and recreated.
Also notice that new field or prompt is displayed once an asset is created which is “Retired”.
Figure : Edit Asset Attribute
You should “Retire” an asset attribute that is used by Asset Types, when you no longer desire that the asset attribute be used. To do this, remove this attribute from the list of attributes used by Asset Types. When the attribute is removed, all asset types that use the asset attribute will no longer prompt the user for this particular asset attribute. However, existing assets that do have values for this particular asset attribute will continue to reside in the database and be usable in reports.
NOTE: If there are no Asset Types using the asset attribute and it is no longer needed, then the best course of action might be to “Delete” the asset attribute.
Once the appropriate edits are complete, click the Save button at the bottom of the editor.
Deleting Asset Attributes
The steps for Deleting an asset attribute are:
1. Navigate to Admin Console>Data Schema>Asset Attributes and the asset attributes task pane will appear on the right. The asset attributes task pane is divided into two sections which are the list of defined asset attributes on the left and the asset attribute editor on the right. Add and Delete buttons are displayed above the task pane.
2. Select the appropriate asset attribute from the list of asset attributes. Once asset attribute is selected, the editor will appear on the right of the task pane displaying the details.
3. Click the Delete button to delete the asset attribute. If the asset attribute is in use by one or more Asset Types, the asset attribute cannot be deleted.