Assets Admin Setup Guide (Beta)

Use the Company level Asset tool settings to configure your organization's asset classification system. Defining a clear Asset Type Hierarchy and customizing fieldsets, custom fields, and status groups ensures data consistency and relevance for all assets tracked across your company's projects.

• Build an Asset Type Hierarchy: Create the foundational structure used to classify every asset. You can build a nested structure up to 10 levels deep to establish granular, parent-child asset categories. See Configure Asset Types.

• Configure Fieldsets: Determine exactly what information is captured for an asset. You can use Procore's default fieldset or create custom ones tailored to specific asset types. See Configure Fieldsets.

• Create Custom Fields: If standard fields do not meet the tracking requirements for a particular Asset Type or Subtype, you can design your own custom fields. See Configure Custom Fields.

• Define Standard Dropdown Options: Ensure data consistency across your projects by defining the exact list of options available in standard dropdown fields. See Configure Default Fields.

• Manage Status Groups: Define the precise lifecycle stages for your assets. Use the Procore Default group or create custom status groups to match your company's specific operational workflows. See Configure Status Groups.

1. Navigate to the Company level Assets tool.

2. On the Types tab, click Create Type.

3. Enter the asset information. Fields marked with an asterisk are mandatory.

   • Name: A descriptive name for the asset category. For example, "HVAC Equipment".

   • ID: A unique alphanumeric ID. It's best practice to use a separator for different hierarchy levels. For example, "HVAC.CHLR" for a chiller within the HVAC type.

   • Description: Add more context about the asset type.

4. Toggle the Enable to allow assets to be created for this type to allow assets to be created at this level.

5. Click Create.
   The new type will appear in the hierarchy table.

The newly created Asset Types are automatically assigned the Procore Default for their Fieldset and Status Group. You can change this later by creating Custom Fieldsets and Status Groups.

1. In the Assets Types table, which lists all asset types, in the row where you want to create a subtype for an asset type, click the + Subtype button.

2. Enter the subtype asset information. Fields marked with an asterisk are mandatory.

   • Name: A descriptive name for the subtype asset. For example, "HVAC Equipment".

   • ID: A unique alphanumeric ID. It's best practice to use a separator for different hierarchy levels. For example, "HVAC.CHLR" for a chiller within the HVAC type.

   • Description: Add more context about the asset subtype.

3. Toggle Enable to allow assets to be created for this type to allow subtype assets to be created at this level.

4. Click Create.
   The new subtype will appear as a nested entry in the hierarchy table.

The newly created asset subtype will automatically inherit the Fieldset and Status Group from its parent Asset Type.

In the Assets Types table, you can Edit, Copy, or Delete an Asset type.

1. Use drag-and-drop to move an Asset Type within the same hierarchy level.

2. When a parent Asset Type is moved, all its subtypes are automatically moved with it.

3. Reordering is only allowed within the same level (Level 0 with Level 0, Level 1 with Level 1 under the same parent, etc.). Cross-parent movement is not permitted.

4. The updated order will automatically reflect in the Asset Type dropdown in the Asset creation form and all system filters.

1. Navigate to the Company level Assets tool.

2. On the Fieldsets tab, click Create Fieldset.

3. Enter a unique name for the fieldset and click Create.

4. On the 'Edit Fieldset' page, click the toggle to the ON position to make the field visible in the section.
   OR
   Click the toggle to the OFF position to hide the field in the section.
   Note: A icon indicates that the field is visible by default and cannot be changed to hidden.

5. Mark the Required checkbox next to any additional fields that you want to make mandatory.

6. Optional: Click Add Custom field to create a new custom field or to select from existing custom fields. A banner at the top tells you how many existing custom fields you've already added to the current fieldset.

7. Optional: Click Create Section to organize fields into different sections.

8. Click Save Changes.

9. In the 'Save Changes?' window, click Confirm to save your changes.

In the Fieldsets table, you can Edit, Copy, or Delete a Fieldset.

Once you have created your custom Fieldset, the final step is to apply an asset type hierarchy to the fieldset. This dictates which fields are used when you create an asset of a specific type.

To assign an asset type to a Fieldset:

1. Navigate to the Company level Assets tool.

2. On the Fieldsets tab, click the value in the Assigned Asset Type column for the fieldset you want to modify.

3. On the next screen, select or deselect the checkboxes for the Asset Types or Subtypes you'd like to assign to the fieldset.

4. Click Assign to save the changes.

1. Navigate to the Company level Assets tool.

2. On the Custom Fields tab, click Create Custom Field.

3. Enter a name and select a field type for your custom field.

4. Click Create.

Repeat for as many custom fields as required.

In the Custom Fields table, you can Edit or Delete a custom field.

To ensure data consistency, you can define the list of options for standard dropdown fields.

1. In the Default Fields tab.
   You can manage options for the following fields:

   • Attachment Type: Categorize the type of document associated with the asset, such as manuals or certificates.

   • Naming Standard: Define and configure a naming standard to automatically generate standardized Asset IDs.

2. Click the Arrow icon next to Attachment Type to view and modify options for that field.

3. Click Edit.

4. Modify the options for the Attachment Type as necessary:

   • To rename an option, click into the Name field and make your changes.

   • Select or deselect the Active checkbox to activate or deactivate the attachment type.

   • To add an option, click Add Option.

   • To delete an option, click the Delete icon.

5. When you're ready to save the changes, click Save.

6. Click the Arrow icon next to Naming Standard to create a naming standard.

7. Click Create.

8. Modify or create options for the Naming Standard as necessary:

   • Click the X icon to delete the Asset Field.

   • Click the Add icon to add or remove default fields to define your naming standard in the Select Fields screen. Click Save Changes.

   • Click Configure Field Values to manage fallback values and formatting rules to ensure your Asset IDs generate consistently. Click Save Changes.

   • Select the Separator value from the dropdown list.

9. A Preview displays an example of how your asset will be named based on your choices.

10. When you're ready to save the changes, click Save.

Status Groups define the lifecycle stages for an asset. You can use the Procore Default group or create custom ones to match your specific workflows.

In the Status Group table, you can Edit, Copy, or Delete a Status Group.

Once you have created your custom Status Group, the final step is to apply an asset type hierarchy to the status group. This dictates which fields are used when you create an asset of a specific type.

To assign an asset type to a Status Group:

1. Navigate to the Company level Assets tool.

2. On the Status Groups tab, click the value in the Assigned Asset Type column for the status group you want to modify.

3. On the next screen, select or deselect the checkboxes for the Asset Types or Subtypes you'd like to assign to the status group.

4. Click Assign to save the changes.