CLASS 

All categories fall into one of four different Classes

• FIXED EQUIPMENT    This is the default class.  Assets imported into Lightning (no matter the category) will land here.
• FLEET
• MOBILE EQUIPMENT
• FACILITIES

 

CATEGORY

The relationship between Category/Sub Category is the most important when setting up your assets.  

Category Sub Category Sub Category Sub Category Sub Category

Machinery Conveyor Lathe Mold Press

Heavy Equipment Bulldozer Excavator Grader Backhoe

Vehicle Van Pickup SUV Motorcycle

Rental Facilities Condominium Home Towne House Storage Unit

  To create a new Category    

1. Select the Class the category should be under.
2. Click inside the Category drop-down box, type the new category name, and press enter (or click on the [+] button)

  To edit or delete an existing Category    

1. To edit a the Category name displayed on the screen, click the edit category name link.  Once finished, press enter.
2. To delete the displayed Category, click the delete link.  This is only permitted if the category has no historical record.       

                

SUB CATEGORY 

There is no limit to the number of Sub Categories that can be added to a Category.  They cannot be moved to another Category.  If you change your mind and want a Sub Category placed under a different Category, it must be created under that other Category.

  To create a new Sub Category    

1. First select the desired Category.
2. Click the + button under Add Sub Category.
3. Enter the name and hit enter.

  To edit / delete an existing Category  

1. Click the edit category name link.  Once finished, press enter.
2. To delete the displayed Category, click the delete link.  This is only permitted if the category has no historical record.   

Add Meter Or Fluid Log

Meters and Logs are established at the Category level.  They apply to all Sub Categories and all Assets listed under the selected Category.

  To Add a Meter/Log to a Category  

1. Select from the options in the drop-down menu Select a meter 
2. To remove a Meter from a Category, select a visible meter.  It will display the Minimum/Maximum settings for the Meter.  At the top of the window, click on remove from category. 
3. To establish a Minimum/Maximum level that will restrict the acceptable entries for a Meter on that Category, select a visible meter.  It will display the Minimum/Maximum settings for the Meter.  Enter the numeric value, and hit enter.

  To Create a new Meter/Log  

1. Click the   Manage   button.  It will display all available Meters. 
2. Click the + button under New Meter or Log.
3. Decide which type of meter you want from 4 options:

• Fluid
• Gauge
• Trip meter
• Meter

4. Enter the name of the new log and click enter.

Edit Category Attributes

Each Category has six standard fields available to it:

• In Service Date
• Manufacturer
• Model
• Year
• Serial # (Under the FLEET Class, this will appear as VIN #)
• Vendor

By default, all six are made visible for any Asset assigned to that Category.  These are all optional fields, when creating/editing an Asset.

1. To change the field to Not Visible, click the Visible icon and change it to Not Visible 
2. To make the field mandatory when creating/editing an Asset, click the Not Required icon and change it to Required 

Custom Fields

Asset Custom Fields are also determined at the CATEGORY level.  New Categories have no Custom Fields and must be added manually.

 To add an existing Custom Field 

1. Click on the + button below Add Custom Fields 
2. Select all custom fields to be added, and click   Add   at the bottom  of the window.
3. To make the field mandatory when creating/editing an Asset, click the Not Required icon and change it to Required  
4. To reorder the fields, use the double ellipsis button, and drag up or down to change the order.  

 

 To create a NEW Custom Field 

1. Click on the + button below Add Custom Fields 
2. Click the New button in the top right corner 
3. Fill out the required fields

• Name
• Group  (Groups are only to help with organizing a lengthy list of Custom Fields)
  • To create/edit a Custom Field Group, click the   Manage Groups   button.  Begin typing the name in the    Add a Field Group   button, and hit enter.
  • To delete a Custom Field Group, click the   Manage Groups   button.  Remove the Group for clicking the trash can icon 
• Type:  This is the most important field when establishing a new custom field.  It determines how the custom field should behave.  Once a Type is selected and saved, you cannot change to a different type.  The 8 Type options are:
  • Text:  Any character, letter, symbol, or number, can be typed in this field
  • Checkbox:  Creates a Yes/No style checkbox 
  • Integer:  Only numbers can be entered
  • Decimal:  Numbers with a decimal point can be entered
  • Date:  MM/DD/YY
  • Lookup:  Creates a drop-down field, containing the options that may be selected from
  • Contact:  Creates a drop-down field that brings up the list of Employees, Vendors, Customers, Users
  • Currency:  Numbers entered will be preceded by your country's currency symbol

4. Click   Save   at the bottom  of the window.

 

 To edit an existing Custom Field 

A custom field must be removed from the Category, before it can be edited.
        

1. Click the X button on the desired Custom Field, to remove it from the Category.
2. Once removed, click the + button below Add Custom Fields 
3. Find the desired custom field, and click the pencil icon to edit the record. 
4. Edit the Name, Group, or (if applicable) the Lookup field. 
   REMEMBER:  The Type cannot be edited.  Once a Type is selected and saved, you cannot change that custom field to a different type.
5. Click   Save   at the bottom  of the window.

 

 

Makes And Models

The items listed in this section, will be made available for the Asset Manufacturer and Model fields.

Models are tied to Makes.  You cannot have a model without a Make, but you can have a stand-alone Make/Manufacturer.

MAKE / MANUFACTURER

 To create a NEW Make (Manufacturer) 

1. Click in the box below  
2. Start typing the Manufacturer's name.  If it's available, you can select it.  If not, click the   [+]   next to the name, to add the new Make to your database. 

 To edit an existing Make (Manufacturer  

1. Select the Manufacturer of choice from the drop-down library.
2. Click the edit manufacturer name? button underneath the chosen Make.  This will open the edit option.
3. Type in the changes and hit enter.

MODELS

 To attach a Model to an existing Make 

1. Select the Manufacturer of choice from the drop-down library.
2. Click the + button under the Add Model line.  
3. Type in the changes and hit enter. ​​​​

 To edit or Delete a Model 

1. To edit a Model, move the cursor over the model of choice, and click the pencil symbol to alter the name. 
2. To delete a Model, move the cursor over the model of choice, and click the X symbol to alter the name.