Assets Admin Setup Guide (Beta)

Overview

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 Drop-down Options: Ensure data consistency across your projects by defining the exact list of options available in standard drop-down 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.

Permissions

ASSETS PERMISSIONS OVERVIEW

For the initial setup — creating Asset Types, building Fieldsets, defining status groups, and importing the hierarchy — users must have 'Admin' level permissions to the Company Admin tool.

Day-to-day asset record creation and updates at the project level use standard project-level permissions for the Assets tool.

Required permissions to take each action are listed in the table below.

Learn which user permissions are required to take the described actions in this tool.

Some actions that impact this tool are done in other Procore tools. See the User Permissions Matrix for the full list of actions taken in all other tools.

 |  | 

The action is available on Procore's Web, iOS, and/or Android application.

Users can take the action with this permission level.

Users can take this action with this permission level AND one or more additional requirements, like granular permissions.

Action	Read Only	Standard	Notes
Add Attachments to Assets Web	Create Attachments
Assign Assets to Projects Web	Assign Assets to Projects	Assign Assets to Projects
Assign Configurable Fieldsets to Asset Types Web			Users need 'Admin' level permissions to the Company level Admin tool to take this action.
Assign Status Groups to Asset Types Web			Users need 'Admin' level permissions to the Company level Admin tool to take this action.
Configure Asset Types Web			Users need 'Admin' level permissions to the Company level Admin tool to take this action.
Configure Attachment Types for Assets Web			Users need 'Admin' level permissions to the Company level Admin tool to take this action.
Configure Default Field Values for Asset Types Web			Users need 'Admin' level permissions to the Company level Admin tool to take this action.
Configure Naming Convention for Assets Web			Users need 'Admin' level permissions to the Company level Admin tool to take this action.
Configure Status Groups for Assets Web			Users need 'Admin' level permissions to the Company level Admin tool to take this action.
Configure Your View Web
Create a Saved View Web
Create Assets Web	Create Assets
Delete a Saved View Web
Delete Asset Attachments Web	Delete Attachments	Delete Attachments
Delete Assets Web	Delete Assets	Delete Assets
Edit a Saved View Web
Edit Asset Web	Edit Assets OR Create Assets
Edit Asset Attachments Web	Edit Attachments
Edit Asset Statuses Web	Edit Assets
Generate QR Codes for Assets Web
Import Assets Web	Create Assets
Link Related Items to Assets Web			Users must also have 'Read Only' level permissions or higher to the project level tool with the related item.
Search and Filter Assets Web
Share a Saved View Web
Unlink Related Items to Assets Web			Users must also have 'Read Only' level permissions or higher to the project level tool with the related item.
Update a Saved View Web
View Asset Attachments Web
View Assets Web
View Assets Change History Web			To see details of related items in the Change History, users must also have 'Read Only' level permissions or higher to the project level tool with the related item.
View Related Items for Assets Web			Users must also have 'Read Only' level permissions or higher to the project level tool with the related item.

Considerations

Background

In the company's Admin tool's Assets settings, you can configure your asset classification system. When you define a clear Asset Type Hierarchy and customize Fieldsets, Default Fields, and Status Groups; you can ensure data consistency and relevance for all assets across your company's projects.

The Asset Type Hierarchy is the foundational structure you will build to classify every asset. You can create a nested structure up to 10 levels deep to create granular categories. The hierarchy can be created manually or imported.

Things to Consider

Required User Permissions
Importing Asset Types
- You can only import if you have not yet created any asset types.
Creating Asset Types
- Newly created Asset Types automatically apply the Procore Default Fieldset and Status Group. You can update these settings later by creating and assigning Custom Fieldsets and Status Groups.
- Newly created asset subtypes are assigned the Procore default Fieldset and Status Group configurations.
Deleting Asset Types
- Deleting an asset type also permanently deletes all of its subtypes.
- Before you delete an asset type, all assets associated with the asset type must be deleted. When you delete an asset type, all information associated with the selected asset type will be lost.
Reordering Asset Types
- The order of asset types is reflected in the drop-down menus within the Assets tool.
- 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.
- When a parent Asset Type is moved, all its subtypes are automatically moved with it.

Create Assets Type (Manual)

Manually Create Asset Type Hierarchy

Navigate to the Company level Admin tool.
Under 'Tool Settings', click Assets.
On the Types tab, click Create Type.
Enter the asset type information.
- Name: A descriptive name for the asset category. For example, 'HVAC Equipment'.
- ID: A unique alphanumeric ID.
  Note: 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.
- Enable to Allow Assets to be Created for this Type: Move the toggle ON to allow assets to be created for this type. This supports enabling asset creation at any level within the asset type hierarchy.
Click Create. The new type will appear in the hierarchy table.
To create a subtype, navigate back to the Types tab.
1. Next to the Asset type, click + Subtype.
2. Enter the asset subtype information.
  - Name: A descriptive name for the asset category. For example, 'HVAC Equipment'.
  - ID: A unique alphanumeric ID.
    Note: 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.
  - Enable to Allow Assets to be Created for this Type: Move the toggle ON to allow assets to be created for this subtype.
3. Click Create.
  
  Tip
  
  Copy - Click the vertical ellipsis  next to the asset type and select Copy. Make your updates, then click Copy.
  
  Delete - Click the vertical ellipsis  next to the asset type and select Delete. Click Delete to confirm.
  
  Edit - Click the edit  icon next to the asset type, make your changes, then click Save.
  
  Reorder - Click the grip  icon next to any asset type and drag it to the desired location.

Import Asset Types (Bulk)

Import Asset Type Hierarchy

Navigate to the Company level Admin tool.
Under 'Tool Settings,' select Assets.
Click the Types tab.
Click Import.
Click Download Excel Template.
Open the template on your computer and enter the required information into the template:
- Level 1, Level 2..: A descriptive name for the asset type.
  Level 1 is the parent asset type such as "HVAC Equipment" and Level 2 is a subtype such as “Air Handling Unit”.
- Asset Type ID: A unique alphanumeric code. It's best practice to use a separator for different hierarchy levels (e.g., HVAC.CHLR for a chiller within the HVAC type).
- Description: A description of the asset type.
- Allow Assets: Defines whether assets can be created for the asset type. This supports enabling asset creation at any level within the asset type hierarchy.
Save the template.
Navigate back to the Import window.
Select the file.
1. Click Attach File and select the prepared assets file.
2. Drag and drop the prepared assets file from you computer to the upload box.

Once the file uploads, a Job Status pop-up displays the import progress. You can minimize this window.

Newly created Asset Types automatically apply the Procore Default Fieldset and Status Group. You can update these settings later by creating and assigning Custom Fieldsets and Status Groups, as detailed below.

Manage Asset Types

Navigate to the Company level Admin tool.
Under 'Tool Settings' select Assets.
Click the Types tab.
- Edit an Asset Type
  1. Click the edit icon next to the asset type.
  2. Make your changes.
  3. Click the Defaults tab to update field value defaults.
  4. Make your changes.
  5. Click Save.
- Copy an Asset Type
  1. Click the vertical ellipsis next to the asset type and select Copy.
    Note: The asset type, its subtypes, and Fieldset and Status Group configurations are copied.
  2. Make your changes.
  3. Click Copy.
- Delete an Asset Type
  1. Click the vertical ellipsis next to the asset type and select Delete.
  2. Click Delete to confirm.
- Reorder
  1. Click and hold the grip icon next to the asset type.
  2. Drag-and-drop to move an Asset Type within the same hierarchy level.
    Changes are automatically saved.

Create a Fieldset

Background

Fieldsets determine what information is captured for an asset. You can use Procore's default fieldset or create custom ones with standard fields, custom fields, and tailored dropdown options.

Navigate to the Company level Admin tool.
Under 'Tool Settings,' select Assets.
Click the Fieldsets tab.
Click Create Fieldset.
Enter a unique name for the fieldset and click Create.
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.
Mark the Required checkbox next to any additional fields that you want to make mandatory.
Optional: Click Add Custom field to create a new custom field or to select from existing custom fields.
Optional: Click Create Section to organize fields into different sections.
Click Save Changes.
Click Confirm to save your changes.

Reorder Asset Types

Manage Fieldsets

Assign Fieldsets to Asset Types

Background

Fieldsets determine what information is captured for an asset. You can use Procore's default fieldset or create custom ones with standard fields, custom fields, and tailored dropdown options.

Steps

Navigate to the Company level Admin tool.
Under 'Tool Settings', click Assets.
Click the Fieldsets tab.
Locate the configurable fieldset you want to apply to asset types.
Click the link in the 'Assigned Asset Types' column.
Select which asset types to assign this fieldset.
Click Assign.
Click Save Changes to confirm.

Create a Custom Field

Manage Custom Fields

Navigate to the Company level Admin tool, select Assets under Tool Settings. In the Custom Fields table, you can Edit or Delete a custom field.

Edit a Custom Field

On the custom field you want to modify, click Edit.
The Edit Field screen appears, where you can make your changes.
Click Update to save your changes.

Delete a Custom Field

Note: You cannot delete a custom field if it is assigned to any fieldset.

On the custom field you want to delete, click the Delete icon.
A confirmation screen appears stating that the action cannot be undone and all associated data with the selected custom field will be removed.
Click Delete to confirm deletion of the custom field.

Attachment Type

Background

To ensure data consistency, you can define categorizes the type of document associated with the asset, such as manuals or certificates.

Steps

Navigate to the Company level Admin tool.
Under 'Tool Settings', click Assets.
Click the Default Fields tab.
Click the caret to expand Attachment Type.
Click Edit.
Modify the options for the Attachment Type as necessary:
- To rename an option, click into the Name field and make your changes.
- Select or clear 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.
Click Save.

Naming Standard

Background

Company Admins can configure naming standards and auto-generation rules so that asset names follow a consistent format across all projects. This helps avoid duplicates and supports cleaner data for reporting and handover. You can also create project specific naming conventions in the Project level Assets tool.

Steps

Navigate to the Company level Admin tool.
Under 'Tool Settings', click Assets.
Click the Default Fields tab.
Click the caret next to Naming Standard to expand the section.
Click Create.
Modify or create options for the Naming Standard as necessary:
- Click the Add icon, and mark the checkboxes for the fields you want to add or remove from your naming standard. Click Save Changes.
- Click the grip icon and drag the field to the correct place in the order.
- Click the X icon to remove the field.
- 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.
Click Configure Field Values.
- Enter the fallback values should the fields not be available for certain asset types.
- Select the field length for each field in the naming convention.
- If you added single-select Custom Fields, click Edit Defined Values or Define Field Values.
  1. Enter short codes (2-4 characters) for each drop-down option.
  2. Click Save Field Values.
Review the preview, then click Save.

Considerations

Background

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.

Statuses are grouped into three main states:

State	Default Status
New	Planned, In-Design, In-Warehouse, Arrived on Site, Installed, Pre-startup, Commissioned, Ready for Handover
Operating	Active, Under maintenance
Decommissioned	Inactive - Not in Use, Inactive - Replaced

Things to Consider

Required User Permissions
Assigning Status Groups
- You can only assign Status Groups to asset types if the asset type and subtype do not yet have any asset records.
Creating Status Groups
- All statuses must be mapped to a standard state: New, Operating, Decommissioned.
Deleting Status Groups
- You cannot delete a status from a group if it is currently in use by any asset.
- The Delete button is disabled if the status group is assigned to any asset type or subtype. You must unassign it before you can delete it.

Create a Status Group

Steps

Navigate to the Company level Admin tool.
Under 'Tool Settings', click Assets.
Click the Status Groups tab.
Click Create Status Group.

Tip
You can also Copy the Procore Default Status Group to use it as a starting point for a new custom group.

5. Enter Name and Description for the new Status Group.

6. Enter your statuses:

Assign a Color to the status for easy identification.
Enter a Status Title. For example, 'Awaiting Installation'.
Select the Status State: New, Operating, or Decommissioned.

7. Click Add Status to add a new row, then repeat Step 6 for each row.

8. Create the Status Group

Click Assign Later to just create the status group.
Click Create and Assign to create the status group.
- Select the Asset Types or Subtypes, then click Assign.
  
  manage status groups
  
  Copy - Click the copy  icon next to the status group to duplicate it. Make your updates to the new status group, then click Assign Later or Create and Assign.
  
  Delete - Click the delete  icon next to the status group and select Delete. Click Delete to confirm.
  
  Edit - Click the edit  icon next to the status group, make your changes, then click Save.
  
  Reorder - Click the grip  icon next to any status group and drag it to the desired location.

Overview

Permissions

ASSETS PERMISSIONS OVERVIEW

Considerations

Background

Things to Consider

Create Assets Type (Manual)

Manually Create Asset Type Hierarchy

Tip

Import Asset Types (Bulk)

Import Asset Type Hierarchy

Manage Asset Types

Create a Fieldset

Background

Assign Fieldsets to Asset Types

Background

Steps

Create a Custom Field

Manage Custom Fields

Edit a Custom Field

Delete a Custom Field

Attachment Type

Background

Steps

Naming Standard

Background

Steps

Considerations

Background

Things to Consider

Create a Status Group

Steps

Tip

manage status groups

Assign Status Groups to Asset Types

Steps