Assets
Assets is your central workspace for viewing and managing the physical assets your organisation tracks in Utility Cloud. From here you can search for assets, view and edit their details – including attributes, history, attachments, notes, and relationships – and create, import, or export asset data.
Create an asset
Create an asset through the Assets tile
Select the Assets tile from the Landing Page or from the navigation menu.
Select an account from the Account dropdown.
Select Create.
Select the asset class the asset belongs to, then select Create.
Drag and drop the marker on the map to the location of the asset.
Complete the Asset Details page.
Select Save.
Security Rights Required: Create Assets
Create an asset through the Map tile
Select the Map tile from the Landing Page or from the navigation menu.
Select Add Asset.
Select the account and asset class for the new asset, then select Next.
Drag and drop the marker on the map to the location of the asset.
Enter the asset information and attributes.
Select Save.
Security Rights Required: Create Assets
Asset fields
When you create an asset through the Assets tile or Map tile, you're prompted to complete the following fields:
Asset ID: Identifies the asset when searching for it.
Account: Pre-filled based on your earlier selection.
Asset Class: The class selected in the previous step. You can change this here if needed.
Asset Description: A description of the asset, used when searching.
Date Installed: The date the asset was installed, if known.
Parent Asset Key: Leave blank if the asset isn't part of a relationship. Enter the parent's key here to link the assets.
Asset Tag: If the asset has a tag, enter the code here to link it for Scan and Go.
Attributes: Predefined attributes for this asset class. Complete these where applicable.
Locate your asset: Drag and drop, use the locate tool, enter an address, or enter coordinates to position your asset on the map.
Add attachments to an asset
Select the Assets tile from the Landing Page or from the navigation menu.
Search for and select the asset.
Scroll down to the Attachments panel.
Right-click on the asset folder to access these options:
Create: Create new subfolders.
Delete: Delete a folder or attachment.
Edit: Edit or rename an attachment. Folder names can't be edited after creation.
Upload: Upload additional files.
Search for assets
Quick search
Select the Assets tile from the Landing Page or from the navigation menu.
Select an account from the Account dropdown.
Enter your search criteria in the search box.
Select the search icon (magnifying glass). Results appear below in card or list view.
Security Rights Required: View Assets
Advanced search
Select the Assets tile from the Landing Page or from the navigation menu.
Select an account from the Account dropdown.
Select Advanced.
Select the field to match from the dropdown, then specify the rule. Depending on the field type, additional options are available: equal, not equal to, begins with, doesn't begin with, contains, doesn't contain, ends with, doesn't end with, is empty, is not empty.
Select Add rule or Add group to add further criteria. You can combine criteria with AND and OR operators.
Select Search. Results appear below in card or table view.
Security Rights Required: View Assets
Save and manage searches
After running an advanced search, you can save it for future use:
To save a search: select Save, then Save As and enter a name. Names must be unique across the billing account.
To run a saved search: select the Saved Search dropdown and choose the search to run.
Share a saved search
You can share saved searches with other users in your billing account.
Select the saved search from the Saved Search dropdown.
Select Edit.
Choose a sharing option:
Only Me: The search is visible only to you.
Specific Users: The search is visible to you and the users you select.
Everyone: The search is visible to all users in your billing account.
Select Save.
To edit a saved search that someone else created and shared with you, you need the Can Share Saved Searches security right. Without it, you can save a copy of the search using Save As.
If a saved search is used in a dynamic route, a route icon appears next to its name in the Saved Search dropdown.
Security Rights Required: Can Share Saved Searches
Delete a saved search
Select the saved search from the Saved Search dropdown.
Select Delete.
If the search isn't used in a dynamic route, confirm the deletion when prompted. If it's used in a dynamic route, remove it from all dynamic routes before deleting it. You can delete searches you created without needing the Can Delete Saved Search security right.
Security Rights Required: Can Delete Shared Search
Edit an asset
Select the Assets tile from the Landing Page or from the navigation menu.
Select the asset to edit.
Select the ellipsis at the top of the asset tile, then select Edit Asset. The Asset Editor page appears.
Make your edits, then select Save, or select Cancel to exit without saving.
Security Rights Required: Edit Assets
Copy an asset
Select the Assets tile from the Landing Page or from the navigation menu.
Select the asset to copy.
Select the ellipsis at the top of the asset tile, then select Copy Asset. The Asset Editor page appears with a copy of the asset.
Make any edits required, then select Save, or select Cancel to exit without saving.
Security Rights Required: Copy Assets
Create relationships between assets
The Asset Relationships section lets you create, edit, and visualise parent/child relationships between assets, and position child assets on a schematic or floor plan.
Add a child asset relationship
Select the Assets tile from the Landing Page or from the navigation menu.
Find and select the parent asset.
Scroll down to the Relationships section.
Select the Edit button (pencil icon).
Select +Add. The Search for Asset dialog appears.
Search for and select the child asset.
Select OK to confirm the relationship. The child asset appears in the relationship tree on the Asset Relationships tab.
If the parent asset has a schematic or floor plan, drag and drop the child asset's icon to position it.
You can also create a parent/child relationship by entering the parent asset's internal key directly in the Parent Asset Key field on the Asset Editor for the child asset. After saving, the relationship appears in the Asset Relationships tab.
Navigate between related assets
To open a child asset's details: in the Asset Relationships section, select the link icon on the child asset in the relationship tree.
To open the parent asset's details: in the Asset Relationships section, select the up arrow in the upper-right corner of the section.
Security Rights Required: Edit Assets
Import assets
You can add assets to Utility Cloud in several ways: manually through the Assets tile, by importing an .xlsx file, by uploading a GIS shapefile, or via an ESRI ArcGIS Online subscription. See Esri ArcGIS Integration for details on the ESRI option.
Import assets from an Excel file
You can create or update a large number of assets at once by importing an .xlsx file. Before importing, make sure all required attributes have been created in the relevant asset class. Each asset must have a unique ID.
Download a blank template
In the upper-right dropdown list of the Asset Search, select Import, then select Download a Blank Template.
After your template export is completed, you'll be notified either from the job processing panel or by email.
Job processing:
Select Complete after your job has completed.
If it isn't already, set Job Status to Complete.
On the job card, select Click Here To Download.
Email:
In your inbox, search for an email from postmaster@utilitycloud.us with the subject "Asset Template Export Complete".
Follow the link to download your template.
Security Rights Required: Export Assets Blank Spreadsheet
Importing your file
In the upper-right dropdown list of the Asset Search, select Import, then select Browse.
Select the file you're using to import, then select Upload.
After your import is completed, you'll be notified either from the job processing panel or by email.
Job processing:
Select Complete after your job has completed.
If it isn't already, set Job Status to Complete.
Email:
In your inbox, search for an email from postmaster@utilitycloud.us with the subject "Asset Import Completed".
After your import is complete, new assets will be available in the Asset Search and existing assets will show their updates.
Asset imports can contain a maximum of 5,000 assets. For more than 5,000 assets, you'll need to import multiple files.
Security Rights Required: Import Assets; Export Assets Blank Spreadsheet
Import assets from a shapefile
Shapefiles let you quickly import or export asset data. The shapefile must be in the WGS_1984 projection, compressed as a .zip file, and each asset must have a unique ID. You need at least one existing asset class before importing.
Select the Assets tile from the Landing Page or from the navigation menu.
Select the Shapefile import/export button.
Select Choose File, select your compressed shapefile, then select Upload.
Confirm the correct shapefile is selected. Utility Cloud displays the asset type, asset class name, asset count, and projection.
Under Asset ID Attribute, select the shapefile attribute that serves as each asset's unique identifier. If the shapefile doesn't contain a unique ID, select Generate New and enter a prefix (for example, "HYD-").
Under Import Type, choose New Asset Class or Update Existing.
Select the account to assign the assets to.
Set up the asset description template by using column names from the shapefile in brackets.
Select the install date field, or set an alternate date.
Select Validate to check the file for errors. If errors are found, correct them before proceeding.
Select Schedule Job. You can monitor progress through the gear icon in the navigation menu.
If you have KML files, you'll need to convert them to shapefiles first. Open ESRI ArcMap, use KML to Layer (Conversion), then export the layer as a shapefile.
Security Rights Required: Import Assets; Export To Shapefile
Export assets
Export asset search results
Perform any search in the Asset Search.
In the upper-right dropdown list of the Asset Search, select Export and confirm.
After your export is completed, you'll be notified either from the job processing panel or by email.
Job processing:
Select Complete after your job has completed.
If it isn't already, set Job Status to Complete.
On the job card, select Click Here To Download.
Email:
In your inbox, search for an email from postmaster@utilitycloud.us with the subject "Asset Export Complete".
Follow the link to download your export.
Security Rights Required: View Assets; Export Assets Search Results
Export an asset relationship tree
Open the Asset Details page for the parent asset.
Scroll down to the Relationships section.
Select Export. The exported
.xlsxfile includes the parent asset and all child assets down the tree. The ParentAssetKey column contains each child's parent asset ID.
Security Rights Required: View Assets; Export Assets Search Results
Export a shapefile
Select the Assets tile from the Landing Page or from the navigation menu.
Select the Menu button, then select Shapefile.
Under Export, select the asset class to export.
Select Export Shapefile.
Select View Progress to monitor the job.
All asset attributes must have a key assigned that matches the GIS field name exactly. Keys must be 10 characters or fewer and can't contain spaces.
Security Rights Required: Export To Shapefile
Move assets between accounts
Locate and open the asset you want to move.
Select Edit.
Select Move.
Select the destination account from the dropdown.
Confirm the move.
If you want to remove all work and edit history for the asset, select the Delete history checkbox. This is optional and unchecked by default.
Security Rights Required: Can Move Assets Between Accounts
Create a schematic
A schematic lets you upload a floor plan or site image and position child assets on it. To place assets on a schematic, they must first be set up as child assets of the asset that holds the schematic. See Create relationships between assets.
Create a schematic through the Assets tile
Select the Assets tile from the Landing Page or from the navigation menu.
Select an account from the Account dropdown.
Select the asset you want to create a schematic for.
Scroll down to the Schematics panel and select Upload.
Select the image to use as your schematic.
Drag and drop child assets to position them on the schematic.
Security Rights Required: View Assets
Create a schematic through the Map tile
Select the Map tile from the Landing Page or from the navigation menu.
Select the Find icon and search for your asset.
Select the asset, then select Schematic in the popup.
Select an asset to view its details, complete work, or edit it – or drag and drop to reposition assets on the schematic.
Security Rights Required: View Assets
Asset labels
You can create printable label templates for one or more assets using the Asset Labels tile.
Select the Asset Labels tile from the Landing Page.
On the Asset Label Search page, select an account from the dropdown.
Select Create.
On the Asset Label Template page, enter a unique name in Label Template Name.
Select Select Print Template and choose the correct label stock.
Use the asset search to find the assets you want to create labels for.
In the Search Results box, select the assets. Each selected asset appears in the layout box to the right. You can also select Add All to add every asset in the search results, or Remove All to clear the layout.
Use the cursor to remove or reorder labels in the layout as needed.
Select Add Page if you need to add an additional page to the template.
Select Save to finalize the template.
Security Rights Required: View Asset Labels