How to Add Assets

Building Your Asset Library in Limble

Ty Houy avatar
Written by Ty Houy
Updated over a week ago

Overview

Assets are the building blocks of most other activity in Limble; that’s why adding assets should be one of the first things you do when setting up your account.

These are the steps you should take when creating your asset library:

  1. Create custom fields with the information you want to track

  2. Create an asset hierarchy and establish parent-child relationships between your assets

You can also bulk import your assets into Limble, and bulk update them with new information and custom fields.

In this article, we’ll cover how to add your assets and build out your asset library to make the most out of Limble.

Table of Contents

How to Add Assets from the Manage Assets Page

To add an asset, go to Locations > Select Your Location > Assets.

On the Manage Assets page, click the “Add an Asset” button at the top of the page.

In the new pop-up, name your asset. As a best practice, we recommend giving your asset a unique name, using special characters like numbers, to differentiate it from other assets.

In this example, I’ll add a fridge and name it “Koolmore Fridge - 001.”

Next, choose if you want the asset to be new or created from a copy. Since we’re creating an asset from scratch, we’ll select “A Blank Asset.” Then, click “Add.”

Creating Your Asset Profile & Custom Fields

Now that the asset is created, you can add some more information. By default, Limble offers category, make, and model as asset fields. Fill in those that are helpful to you.

You can create endless custom fields so you can track as much information about your assets as needed.

To create custom fields, click on the asset name.

This will take you to the asset card. Select “Add Field.”

In the new pop-up, make sure “Create New Field” is selected. For my fridge, I want to add the serial number, so I’ll name this “Serial Number.”

Next, we need to select a field type. Field types determine the kind of characters that you can or can’t use when populating a field.

For example, if you choose “number” as the field type, you would only be able to use numbers to populate the fields.

Here are the field type options you can use:

  • Text, for things like make, model, material, serial number, etc.

  • Number, for things like mileage or hours ran

  • Currency, for things like initial cost

  • Pictures, for things like additional imagery or troubleshooting charts

  • Documents, for things like owner manuals, contracts, or warranty documentation

  • Date, for things like warranty date or install date

  • Dropdown, for things like up/down

Field types cannot be changed after a field has been created. Be sure to carefully select the field type when creating a custom field.

For the serial number, we’ll want to use the text field type in case the serial number includes any letters. Then, click “Create.”

Now that it’s created, populate the field.

Repeat this process for as many fields as you’d like. I’ll add the product manual and initial cost as well.

Keep in mind that these asset field types will be available for future use. As you add additional assets, you can select from the custom fields you’ve created to build out new asset information.

The last thing I’ll do in the asset card is upload a photo. This is another way to help differentiate your assets.

To do that, I’ll click on the photo icon and upload.

And that’s it! Now the asset includes a lot of useful information that will help you make the most out of Limble.

Copying Assets

As you’re setting up your assets in Limble, you may need to add multiple assets of the same kind or similar assets that share much of the same information. This is where copying an existing asset will save you time!

To do this, select “Add Asset.”

Instead of creating a blank asset, select “A Copy of an Existing Asset.”

Now you’ll have the option to choose from your entire asset library. This includes assets you have at different locations if you have more than one on your account.

To get the one I want, I’ll select Koolmore Fridge - 001.

Update the name. In this example, I’ll make it Koolmore Fridge - 002 instead of the copy. Then, click “Add.”

Now we have an identical asset and didn’t need to repopulate any new fields.

(Note: copying an asset will pull over any associated PMs, but it won’t pull over any work history from the original asset.)

You can also copy assets by hovering and selecting the duplicate button.

Asset Hierarchy

Once you have a good deal of your assets in Limble, you’ll want to start thinking about the asset hierarchy.

Having an asset hierarchy is highly beneficial for your work in Limble in the following ways:

  • Organizes your assets

  • Makes assets easier to identify for work requests

  • Creates parent-child relationships between assets, which can be used to pass data between assets for tasks

  • For reporting, it can help you drill down into specific areas or assets that are using a lot of resources

For this example, my fridges are in animal care areas at a zoo; one is in the safari, and the other is in the aquarium.

I’ll create the safari and the aquarium, and animal care areas for each.

To create the asset hierarchy, hover over the asset near its name on the left hand side until the four-way arrow appears.

Move your mouse over the four-way arrow until the hand icon appears.

Hold down and drag your asset under the asset you want to be its parent. A grey box should appear.

You’ll know the asset is being put in the hierarchy when the grey box turns into a green box.

In this example, I’ll drag the animal care areas into their respective places first. Then, I’ll drag one of each fridge into the animal care areas to complete the hierarchy.

Now we have a good hierarchy setup and lots of room to build it out. Limble provides flexibility to build out your hierarchy to be as little or expanded as you want, so you can have several layers of parent and child asset relationships.

(Note: asset hierarchies cannot be edited from the mobile app using the drag and drop method as we’ve shown for the desktop. The only way to create asset hierarchies from mobile is by creating a child asset from within the asset card.)

Exploring the Asset Card

The asset card has a ton of easily accessible information about work history, associated vendors and parts, and more.

Let’s take a look at what you can find in the asset card.

In the PMs tab, you’ll see all of the PMs (or planned maintenance tasks) associated with this asset.

The WOs tab is similar to the PMs tab. You can see open and completed work orders associated with the asset, and even start a WO from here.

The Parts tab is where you can see which parts are associated with the asset and even manually add them here. This helps you and your team to easily know which parts are needed to perform work on this asset and how many are generally used.

The Vendors tab is where you’ll find associated vendors with your asset. This can be vendors who sold you an asset or ones you hire to perform labor on it.

The Log tab shows you all the activity that has happened to the asset. You can view the log and add additional records.

The Reports tab shows important statistics related to the asset. You can filter this information by a date range and export the information for reporting.

The Children tab allows you to create and view child assets.

How to Add Assets from the Mobile App

Adding new assets is just as simple to accomplish from the mobile app! From your mobile dashboard, scroll down and select “Add an Asset” under the “Others” header.

You will be prompted to add the asset name and location.

Once you have included all of the asset information, click the “Add” button.

We’re at the asset card again and have the same functionalities we have in the desktop app. I’ll add a new custom field for the serial number by selecting “Add Field.”

From the new pop-up, make sure to select “Create New Field.” For this example, I’ll name it “Serial Number” and use the text category for the information type.

Then, click “Create.”

I’ll populate the field with the serial number, and then exit the asset card.

Now I can look up my asset and see that it’s there with the other assets we’ve created at the Zoo.

Watch the Video Tutorial

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Still don’t see what you’re looking for? Check out our YouTube channel for more tips and tricks! You can also reach out to us anytime at support@limblecmms.com.

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