4Asset Groups

This chapter contains the following:

Manage your assets more efficiently by classifying them into groups according to your needs. For example, you can create an asset group for trucks of the same model based in a given location.

Here are the tasks you perform to manage your assets in groups:

  • Define Asset Group Rules: Group rules are the common characteristics of the groups that you create under the rule. You must define group rules before you create a group.

  • Create Asset Groups: An asset group handles asset assignments based on the group rules. Assets assigned to a group must honor the grouping attributes. You can assign the eligible assets to one or multiple groups of the rule.

  • Asset Assignments: The asset assignment specifies if the asset is end dated or doesn't match the grouping criteria after update.

You can use both the user interface or REST services to manage asset groups. Using the user interface, you can create, edit, and delete group rules, create groups, and manage asset assignments.

This figure illustrates the tasks that help you manage asset groups. First you create asset groups rules, then you create asset groups within the rules. You can then assign assets to your groups.

Diagram showing how you manage asset groups.

Use the Asset Group Rules page to search for, create, edit, and delete asset group rules. To open the Asset Group Rules page, on the Tasks pane, select Manage Asset Group Rules.

Create Asset Group Rules

You must create group rules before creating groups. On the Asset Group Rules page, click the Create button to open the Create Asset Group Rule page. Enter values for these attributes:

Attribute Description

Name

The name of the asset group rule.

Code

Code that uniquely identifies the asset group rule.

Description

Description of the asset group rule.

Grouping Attributes

Attributes that asset groups created for the group rule must honor. This is an optional attribute.

You can select multiple grouping attributes from the selected list. When you create a group for the group rule, you must enter a value for each grouping attribute. The assets you assign to the group must also honor the group attribute values.

For example, if you create a rule using Customer Number as a grouping attribute, then you must enter a value for Customer Number for each group you create for the rule. You can only assign assets to the group if the asset customer matches the group customer.

Usages

A usage is where you use asset groups in the application, such as for order entries or subscriptions:

  • For order entries, you can specify a group while entering a new sales order line for an asset-tracked product. Once the sales order line is fulfilled, the created assets are automatically assigned to the group.

  • For subscriptions, you can use groups for contract lines in contract or subscription products.

However, usages aren't enabled in the initial release. We strongly recommend that you don't specify usages for group rules.

Enforce unique assignment of assets to groups within the rule

Select the check box to ensure an asset can only be assigned to one group within a given rule. If not selected, you can assign an asset to multiple groups within the rule.

Inactive On

Date when the rule becomes inactive. Beyond this date, you can't create groups within the rule.

Edit Asset Group Rules

Edit an asset group rule on the Edit Asset Group Rule page. On the Asset Group Rules page, click the group rule name in the search results to open the page for editing. Here are some things to consider when you edit a group rule:

  • You can always edit the group rule name, code, and description.

  • You can edit grouping attributes only if no groups are defined for the rule.

  • You can update the Enforce unique assignment of assets to groups within the rule check box only if no assets are assigned to the groups within the rule.

Delete Asset Group Rules

Delete an asset group rule on the Asset Group Rules page. Use the Delete icon against the group rule listed in the search results. You can delete a rule only if no groups are created for it.

Use the Asset Groups page to search for, create, edit, and delete asset groups. To open the Asset Groups page, on the Tasks pane, select Manage Asset Groups.

Create Asset Groups

Create asset groups for your rules. On the Asset Groups page, click the Create button to open the Create Asset Group page. Enter values for these attributes:

Attribute Description

Group Rule

The name of the group rule to which the group is associated. This is a required attribute.

Number

Number that uniquely identifies the asset group. A unique group number is generated by default, but you can update the field with any alphanumeric value.

Name

Name of the group. The group name is generated by default from the group number, but you can update with any meaningful value.

Description

Description of the asset group.

Grouping Attribute Values

List of grouping attributes you selected in the asset group rule. The list is empty if you didn't select any grouping attribute in the rule.

You must enter a value for each grouping attribute. The assets you assign to the group must also honor the group attribute values.

For example if the grouping attribute is Customer Number and the entered value is 1006, you can only assign assets if the customer number of the group is 1006.

Inactive On

Date when the group becomes inactive. Beyond this date, you can't assign new assets to the group.

Edit Asset Groups

Edit an asset group on the Edit Asset Group page. On the Asset Group page, click the group name in the search results to open the page for editing. Here are some things to consider when you edit a group:

  • You can always edit the group name, code, and description.

  • You can edit grouping attribute values if no assets are assigned to the group.

Delete Asset Groups

Delete an asset group on the Asset Groups page. Use the Delete icon against the group listed in the search results. You can only delete a group if no assets are assigned to it.

Use the Asset Group Assignments page to view the assets assigned to the asset group, and to assign and unassign assets. To open the Asset Group Assignments page, on the Asset Groups page, select a group in the search results and click the Assign Assets button.

How You Assign Assets to A Group

On the Asset Group Assignments page, use the Add button to open the Add Assets dialog box. In the Add Assets dialog box, you can search for and select assets to add to the group. Here are some things to consider when you assign assets to a group:

  • If the group doesn't have grouping attributes, all assets not already assigned to the group will be eligible for assignment.

  • If the group has grouping attributes, only assets matching the grouping attribute values and not already assigned to the group are listed.

  • If your group rule enforces unique assignment of assets, the assets already assigned to another group of the same rule aren't listed.

How You Unassign Assets from A Group

Unassign an asset from a group on the Asset Group Assignments page. In the Assigned Assets section, use the Delete icon against the asset assignment.

Manage Asset Assignments on The Manage Assets and Edit Asset Pages

On the Manage Asset page, search for assets using the asset group name.

On the Edit Asset page, the Asset Groups tab listing all the group assignments for the asset. On the tab, you can:

  • Assign the asset to new groups using the Add button. Refer to the topic Manage Asset Group Assignments for details about the rules that apply to assignments of assets to groups.

  • Unassign the asset from a group.

View the assignment end date for an asset assignment in the Assigned Assets section of the Asset Group Assignments page. You can also view why the assignment is end dated when you hover over theWarning icon displayed for each end dated assignment. Then, you can choose to unassign the asset from the group.

Here are two reasons why an asset assignment gets end dated:

  • You update an asset in a way that the asset no longer matches the grouping attribute values of the group it's assigned to. The assignment end date is populated in all group assignments of the asset with the date of asset update.

  • If you end date the asset by either updating the asset active end date or the customer asset end date. The asset assignment end date is populated in all group assignments of the asset with the asset end date. If you update both the asset active end date and customer asset end date, the assignment end date is populated with the customer asset end date.