Trimble AllTrak Cloud Getting Started Guide Revision B_ENG [Type text]
Contents Trimble AllTrak Cloud Account Activation... 6 Activation Email... 6 Activate your account... 6 Expired Activation... 6 Overview of AllTrak Cloud Main Pages... 8 Dashboard Page... 9 Locations Page... 10 Assets Page... 11 Employees Page... 12 Templates Page... 13 Reports Page... 14 Charges Page (Requires Charge Module)... 15 Transfer Cart... 16 Getting Started with AllTrak Cloud... 17 Certificates... 17 Creating Employee Certificates... 17 Certificate Fields... 17 Services... 18 Service Fields... 19 Employee Overview... 20 Employee Roles... 20 Role Fields... 21 Add Employee... 22 Add Employee - Info Tab... 23 Add Employee - Assign Roles Tab... 24 Add Employee - Certificates Tab... 25 Add Employee Alert Settings... 27 Renewing Employee Certificates... 27 Editing Current Employee Certificates... 28 Employee Certificate History... 28 Location Overview... 29 Location Types... 29 Location Group... 29 Trimble AllTrak Cloud Getting Started Guide 2
Warehouse... 29 Jobsite... 29 Vehicle... 29 Container... 29 Employee Location... 29 Terminal... 30 Sub-locations... 30 Location Setup... 31 Asset Overview... 34 Asset Groups... 34 Asset Group Setup... 35 Asset Setup... 36 Asset Categories... 36 Adding an Asset... 36 Owned Asset - Manage As Tab... 41 Rented Asset - Manage As Tab... 41 Fleet Asset - Manage As Tab... 42 Loaned Asset - Manage As Tab... 42 Consumable - Manage As Tab... 43 Add Certificate to an Asset... 43 Add Services to an Asset... 44 Completing Asset Sevices... 45 Editing Service History... 45 Asset Templates... 46 Adding Asset Templates... 46 Editing Asset Templates... 47 Transferring Assets... 48 Using the Transfer Cart... 48 Delivery Notes... 49 Alerts Overview... 50 Alert Types... 50 Dashboard Alert Panel... 50 Alert Grid... 50 Reports... 53 Templates Tab Overview... 53 Trimble AllTrak Cloud Getting Started Guide 3
Report Categories... 53 Report Templates... 53 Managing Report Templates... 54 Create a New Report Template... 54 Edit a Report Template... 55 Delete Report Templates... 55 Duplicate a Report Template... 56 Running and Accessing Generated Reports... 56 Generate a Report... 56 Access Generated Reports... 56 Delete Generated Reports... 56 Report Format, Filters and Data Fields... 57 Report Group By and Data Columns... 57 Assets Report... 58 Asset Report Filters... 58 Assets Report Data Fields... 59 Asset Transfer Report... 60 Asset Transfer Report Filters... 60 Asset Transfer Report Data Fields... 60 Asset Certificate Report... 61 Asset Certificate Report Filters... 61 Asset Certificate Report Data Fields... 62 Employee Certificate Report... 63 Employee Certificate Report Filters... 63 Employee Certificate Report Data Fields... 63 Employee Report... 64 Employee Report Filters... 64 Employee Report Data Fields... 64 Location Report... 65 Location Report Filters... 65 Location Report Data Fields... 65 Scheduled Services Report... 66 Scheduled Services Report Filters... 66 Scheduled Services Report Data Fields... 67 Completed Services Report... 68 Trimble AllTrak Cloud Getting Started Guide 4
Completed Services Report Filters... 68 Completed Services Report Data Fields... 69 Deleted Assets Report... 70 Deleted Asset Report Filters... 70 Deleted Asset Report Data Fields... 70 Asset Charge Settings Report... 71 Asset Charge Settings Report Filters... 71 Asset Charge Settings Report Data Fields... 72 Location Charge Report... 73 Location Charge Report Filters... 73 Location Charge Report Data Fields... 73 Trimble AllTrak Cloud Getting Started Guide 5
Trimble AllTrak Cloud Account Activation Activation Email When an administrator gives a user login rights to AllTrak Cloud an Activation email will be sent by the system to the email address the administrator has entered for the user. The email will come from: admin_alltrak@trimble.com The subject of the email will be: AllTrak Cloud Activation Mail Sample Email Dear Your Name, Welcome to Trimble AllTrak Cloud An AllTrak Cloud login was setup for you. To activate it, you will need to confirm your email address by clicking on this link: https://alltrak.trimble.com/alltrak/verification.html... For security reasons, this link will stop working after 24 hours. If you are unable to verify your email address within 24 hours, you should go to the Forgot Password page to get another verification email. Your User ID is userid@tenant.com Go to the Forgot Password page Best regards, The Trimble AllTrak Cloud team Activate your account 1. Click on the confirm you email link provided in the email (indicated by red arrow above) 2. This will take you to a web page where your email will be confirmed and where you need to setup your password (screenshot below) 3. Enter your user ID (indicated by blue arrow above) in the Username field 4. Enter a password (required: minimum 10 characters, upper and lower case, 1 symbol and 1 number) 5. Confirm the password 6. You will receive a confirmation that the password has been set (screenshot below). Go to the login page (alltrak.trimble.com) and enter you user ID and password to log into the system Expired Activation If you do not activate your account within 24 hours, you will see the following message: For security reasons, this verification link has expired. You need to go through the Forgot Password process to get a new verification email. Go to the Forgot Password page Trimble AllTrak Cloud Getting Started Guide 6
Set Password 1. Click on the link, enter your User ID and click on Submit to generate a new email with a new link. Username provided in Activation email Password must be a minimum of 10 characters and include at least 1 of each of upper and lower case character, 1 symbol, 1 number. (e.g. S@mp1epwrd) Password Confirmation Log In Page Trimble AllTrak Cloud Getting Started Guide 7
Overview of AllTrak Cloud Main Pages There are 8 Main Pages in AllTrak Cloud. This guide provides a brief overview to each of these pages and the functionality available within each page. Dashboard Page Location Page Asset Page Employee Page Template Page Reports Page Charges Page Transfer Cart Banner Bar The AllTrak Cloud banner provides access to Company and User Settings. Click on the name of the current logged in user to expand the menu where Company and User Settings can be accessed. o Company Settings are only available to Administrator users of the system. The bell icon on the banner displays the current number of alerts in the system. Trimble AllTrak Cloud Getting Started Guide 8
Dashboard Page The Dashboard View has 2 sections Map overview All locations for which an address has been provided will be displayed on the Map. The type of location will be indicated by the symbol in side of the location icon. Indicates a Warehouse location Indicates a Jobsite location 3 Indicates that there are 3 locations represented by this icon at the current zoom level of the map Detail Panels Alert Panel - Displays current alerts for asset services, return due, certificate expirations, rental returns, and low consumable stock Status Panel - Displays how many assets are set to different statuses (Operational, Broken, In Repair, Lost or Stolen, Retired) State Panel - Displays how many assets are in each asset state (In Warehouse, On Site, In Transit, or Unavailable) Asset Grid - Displays individual asset information based on the selected Detail Panel Trimble AllTrak Cloud Getting Started Guide 9
Locations Page The Locations Page displays a tree control to select and manage locations and display the assets and consumables that are at the selected location in the Asset Grid. Add/edit/delete locations Add/edit/delete assets Set Location State (Active, Inactive or Archived) View Assets by location o Search Assets o Choose Columns to display in grid o Export grid to excel o View transfer history for a selected asset at a location Add assets to the Transfer Cart Search for assets within a selected location Export the Asset Grid to Excel View Consumable Transfer History for the selected location Trimble AllTrak Cloud Getting Started Guide 10
Assets Page The Assets Page displays a tree control of Asset Groups and displays the assets in each asset group in the Asset Grid. Add / Edit / Delete Asset Groups Add / Edit / Delete Assets View All Assets or by Asset Group o Search Assets o Choose Columns to display in grid o Save grid search, filter and column settings as a Named View o Export grid to excel o View transfer history for a selected asset Add assets to the Transfer Cart Trimble AllTrak Cloud Getting Started Guide 11
Employees Page The Employees Page is where employees can be added to AllTrak Cloud and their permissions within the system can be set. Employee Roles are also defined on the Employees Page which creates a set of permissions that a particular employee has within AllTrak. Add / Edit / Delete Employees Add / Edit / Delete Employee Roles View the assets by Responsible Employee Trimble AllTrak Cloud Getting Started Guide 12
Templates Page The Templates Page is where Asset Templates, Asset Certificates, Employee Certificates and Service Tasks are created and managed. Add / Edit / Delete Asset Templates Add / Edit / Delete Employee and Asset Certificates Add / Edit / Delete Service Tasks such as repair, calibration and maintenance Assign Certificates and Services tasks to asset templates Set up Charge Rates for Asset Templates Trimble AllTrak Cloud Getting Started Guide 13
Reports Page The Reports Page is where standard reports can be generated to produce either Excel or PDF reports. Please refer to the AllTrak Cloud Reports Guide for more detailed information. Assets - create inventory reports with desired filters Asset Transfer - generate a transfer history report Asset Certificate - generate a list of certificates an asset has or requires Employee Certificate - generate a list of certificates an employee has Employee - generate a list of employees in the system Location - generate a list of Locations in the system Charge Settings - generate list of asset with charge settings (Charge Module only) Location Charge - combine closed charges into one report (Charge Module only) Scheduled Service - generate a list of upcoming or overdue services Completed Service - generate a list of services that have been completed Deleted Assets - generate a list of assets that have been deleted from the system Trimble AllTrak Cloud Getting Started Guide 14
Charges Page (Requires Charge Module) The Charges Page displays a location tree showing Location Groups and Jobsites. Jobsite Location charge reports can be run from the Pending Charges tab. Open Charge reports are generated in Excel and PDF formats so that charges can be reviewed and then these charges can be Closed on a specified date. Run Open Charge reports for a selected Jobsite on a selected date Delete and rerun Open Charge reports Add Plug Charges ( Ad-hoc ) to a Jobsite Location Close Charges for Jobsites Access any Closed Charges report for any Jobsite Location Trimble AllTrak Cloud Getting Started Guide 15
Transfer Cart The Transfer Cart is where assets can be transferred from one location to another location. Add assets to the Transfer Cart Modify the quantity of Commodities and Consumables being transferred Select the To location for the transfer Select the expected return date for each asset Optionally back date the transfer Select the responsible employee for each asset if different from the Location Manager Trimble AllTrak Cloud Getting Started Guide 16
Getting Started with AllTrak Cloud Before using AllTrak Cloud to track and manage assets, data for Employees, Locations, and Assets needs to be setup in the database. Also, Certificates and Services need to be defined so that they can be associated with Employees and Assets during setup. Certificates Asset Certificates and Employee Certificates can be setup and assigned to assets and employees to ensure correct certifications for work in the field. An Asset can be setup to require a valid Asset Certificate for use in the field and can also be setup to require that an Employee has certain certifications to be assigned the tool for use in the field. An Asset Certificate is used to identify that a specific asset is properly certified for use in the field. For example, test equipment may be required to have a certification that it has been properly calibrated in order to be used in the field and this calibration certification may need to be renewed on an annual basis. An Employee Certificate is used to identify that a specific employee has required certifications or specific certifications for the use of certain equipment. For example, a truck can require that an employee have a driver s license in order for that truck to be assigned to the employee. Creating Employee Certificates To Add a Certificate: 1. Select the Template Page by clicking on the icon on the main menu bar. The icon will change to yellow color to indicate the selected page. 2. There are 3 tabs on the Template Page: Asset Templates, Certificates and Services. By default, you will be placed on the Asset Templates page. Click on Certificates to setup Certificates in the system. 3. To Add a Certificate, click on the icon on the left side of the page (just below the Menu bar) 4. The Add Certificate popup will appear. Fill out the fields (described below) and click on Add Certificate Fields Is this certificate for an Asset or Employee? o Select Asset to create a certificate that is used to ensure an asset is properly certified. o Select Employee to create a certificate that is used to ensure that an Employee has the proper certifications for work in the field. Trimble AllTrak Cloud Getting Started Guide 17
Note: It may be better to use Services instead of Asset Certificates because the scheduling and logging of information is more robust for Services than it is for Asset Certificates. Name Enter a descriptive name for the certificate. Description Enter a more detailed description for the certificate (up to 1024 characters). Receive notification (e.g. 2 weeks in advance) o Select Yes if you want the system to generate an alert when the certificate is about to expire. o Select No if you do not want to receive an alert if a certificate is about to expire (not recommended). A certificate can be set to generate an alert days or weeks in advance of the certificate expiration date Services Notification Interval o The first field is an integer number of the notification interval unit (days or weeks) o Select the interval unit (days or weeks) If 2 days is entered, then the system will generate an alert 2 days prior to the certificate expiring. If 1 week is entered, then the system will generate an alert 7 days prior to the certificate expiring. Is this certificate critical? o Select Yes or No Asset Certificates and Employee Certificates can be setup and assigned to assets and employees to ensure correct certifications for work in the field. An Asset can be setup to require a valid Asset Certificate for use in the field and can also be setup to require that an Employee has certain certifications to be assigned the tool for use in the field. An Asset Certificate is used to identify that a specific asset is properly certified for use in the field. For example, test equipment may be required to have a certification that it has been properly calibrated in order to be used in the field and this calibration certification may need to be renewed on an annual basis. An Employee Certificate is used to identify that a specific employee has required certifications or specific certifications for the use of certain equipment. For example, a truck can require that an employee have a driver s license in order for that truck to be assigned to the employee. To Add a Service: 1. Select the Template Page by clicking on the icon on the main menu bar. The icon will change to yellow color to indicate the selected page. 2. There are 3 tabs on the Template Page: Asset Templates, Certificates and Services. By default, you will be placed on the Asset Templates page. Click on Services to setup Services in the system. 3. To Add a Service, click on the icon on the left side of the page (just below the Menu bar) 4. The Add Service popup will appear. Fill out the fields (described below) and click on Add Trimble AllTrak Cloud Getting Started Guide 18
Service Fields Name Enter a descriptive name for the certificate. Description Enter a more detailed description for the certificate (up to 1024 characters). Interval o The first field is an integer number of the notification interval unit (days, weeks, months or years) o Select the interval unit (days or weeks) If 2 days is selected, then the system will generate an alert 2 days prior to the certificate expiring. If 1 week is selected, then the system will generate an alert 7 days prior to the certificate expiring. Note: Unscheduled or Ad-hoc Services (i.e. Tire Repair) can be setup and logged for an asset when needed. Simply do not setup an Interval for these types of services. Receive notification (e.g. 2 weeks in advance) o Select Yes if you want the system to generate an alert when the certificate is about to expire. o Select No if you do not want to receive an alert if a certificate is about to expire (not recommended). Notification Interval is required if Receive notification is set to Yes. o The first field is an integer number of the notification interval unit (days or weeks) o Select the interval unit (days or weeks) If 2 days is entered, then the system will generate an alert 2 days prior to the certificate expiring. If 1 week is entered, then the system will generate an alert 7 days prior to the certificate expiring. Add an attachment (pictures, documents, etc.) o Click on Upload to open a file chooser to select a file to attach to the service. o Multiple files may be attached to a single service o The files could be a Service Manual, Service Instructions, Inspection Checklist (ladder safety form), a picture or a video. o The maximum file size for each file uploaded is 10mb. Trimble AllTrak Cloud Getting Started Guide 19
Employee Overview Assets are required to have a Responsible Employee and Locations are required to have a designated Location Manager, therefore Employees must be added to the system before Locations and Assets can be added to the system. When the AllTrak Cloud tenant was created for your company, an Admin user was also created for your company. This individual can add additional employees to the system. If an employee is being given access rights to the system, they will need to be assigned a Role which states what privileges the employee has within the system. If Certificates will be associated with the employee, the certificate definitions will need to be defined in the system. An employee can be edited and certificates can be added later. Employee Roles There are 2 system defined roles that cannot be modified or deleted (Admin, everyone). An Admin user has full rights within the system to perform and all functions. An everyone user can only view data that has been entered into the system. To Add an Employee Role: 1. Select the Employee Page by clicking on the icon on the main menu bar. The icon will change to yellow color to indicate the selected page. 2. There are 2 tabs on the Employees Page: Employees and Roles. By default, you will be placed on the Employees tab. Click on Roles to access Employee Roles. 3. To Add a role, click on the icon on the left side of the page (just below the Menu bar) 4. The Add Role popup will appear. Fill out the fields (described below) and click on Add. Trimble AllTrak Cloud Getting Started Guide 20
Role Fields Name Enter a name for the type of user being given access rights to AllTrak Cloud. (e.g. Field worker, Warehouse worker) Access Privileges Grid Assets o o o Select the checkbox next to Assets to for user s that should have full rights for managing how an asset is defined. A user can be setup to have selected permissions for an asset. Edit only, Add and Edit only, Delete, Add, and Edit permissions. A user cannot have Add permission without Edit permission. A user cannot have Delete permission without both Add and Edit permission. Employees o Select the checkbox next to Employees for user s that should have full rights for managing how an employee is defined. o A user can be setup to have selected permissions for an employee. Edit only, Add and Edit only, Delete, Add, and Edit permissions. o A user cannot have Add permission without Edit permission. A user cannot have Delete permission without both Add and Edit permission. Locations o Select the checkbox next to Locations to for user s that should have full rights for managing how a location e is defined. o A user can be setup to have selected permissions for an employee. Edit only, Add and Edit only, Delete, Add, and Edit permissions. o A user cannot have Add permission without Edit permission. A user cannot have Delete permission without both Add and Edit permission. Templates o Select the checkbox next to Templates to for user s that should have full rights for managing how Templates are defined. This includes Asset Templates, Certificates and Services. o A user can be setup to have selected permissions for an employee. Edit only, Add and Edit only, Delete, Add, and Edit permissions. o A user cannot have Add permission without Edit permission. A user cannot have Delete permission without both Add and Edit permission. Additional Privileges Can this employee transfer assets? o Yes, enables the user to transfer assets from one location to another or from one employee to another. Can this employee edit data for asset transfers? o Yes, enables the user to set a back date for a transfer (e.g. executing a transfer on September 15, but want to indicate that the transfer actually occurred on August 30). Can this employee confirm any delivery? o Yes, enables the user to confirm that assets transferred to any employee have been delivered. This setting should be No for most users. Can this employee generate reports? o Yes, enables the user to generate any Reports in the system. Can this employee view the dashboard? o Yes, enables the user to view the dashboard where alerts are displayed. Trimble AllTrak Cloud Getting Started Guide 21
The following settings only apply if the Charges module had been enabled. Can this employee view jobsite charges? o Yes, enables the user to run an Open Charge report for a jobsite from the last closure date to a selected date, but it does not allow the user to Close the Charges for that time period. Note: this is useful for stakeholders to view the current status for a jobsite, but does not allow them to finalize the charges. Can this employee close jobsite charges? o Yes, enables the user to Close charges for a jobsite. This capability should be limited to those employees responsible for verifying and finalizing the charges for jobsite. Can this employee manage Asset Charge settings? o Yes, enables the user to setup Charge settings for a jobsite and to setup charges for assets. This setting also requires the user to have edit rights for assets and locations. Add Employee To Add an Employee: 1. Select the Employees Page by clicking on the icon on the main menu bar. The icon will change to yellow color to indicate the selected page. 2. There are 2 tabs on the Employees Page: Employees and Roles. By default, you will be placed on the Employees tab. 3. To Add an employee, click on the icon on the left side of the page (just below the Menu bar) 4. The Add Employee popup will appear. Fill out the fields (described below). 5. Save Employee Info Save and Next a. Click on to save the employee info and move to the next Employee setup tab. Save and Exit b. Click on to save the employee info and exit the Add Employee workflow. Note: If application access has been granted for this employee, the system will automatically send the employee an Activation email. Please review the Account Activation section for more information. Trimble AllTrak Cloud Getting Started Guide 22
Required Fields are indicated by a red bar on the left edge of the field. Add Employee - Info Tab Do you want to provide application access for this employee.. o Select Yes to allow this employee to log into AllTrak Cloud o Username (Email Address) - enter the employee s email address in the username field. Please note that only their email in front of the @ should be entered. Do you want to create and Employee Location o Select Yes, if you want the system to create an Employee Location for this employee. Please review the overview of Locations and Employee Locations for more information. First Name - Employee s first name (required) Last Name - Employee s last name (required) ID - The employee ID. This is an alphanumeric field and can also accept the following characters (!@#$%^&*()_-+=,./<>?; : {}[] \). If you have two or more employees with the same first and last names then the BADGE ID field is also required and the combination of the First Name, Last Name and Badge Id is required to be unique. Scan Code - Enter a scan code id for this employee. o This could be a barcode or id that is printed on an employee badge. This code can be used to scan and transfer an Employee Location and assets to another location. Designation - You can use this field to add any description for the employee (i.e. Crew Chief, Foreman, Electrician, Plumber, Surveyor etc.). Trimble AllTrak Cloud Getting Started Guide 23
Type - Employee type lets you select the type of employee (e.g. permanent, temporary, outsource, Super Admin). This is a drop down selection list and must either, be blank or be selected from the provided list. The selection is solely for categorizing employees and does not affect the use of the system. Office Phone - Employee s office phone, the phone number can be written using parenthesis, dash and/or space Mobile - Employee s mobile phone, the phone number can be written using parenthesis, dash and/or space Email - This is the email that will be used for all communications with the employee. o If the employee needs to receive email alert notifications for assets they are responsible for then this field is required. o This field is required if a Login Name is provided. o The email address in this field does not have to match the login email address Responsibility - This is a dropdown list where the employee s responsibility can be set to Location Manager, Responsible Employee, or None o Location Managers can be set as the manager of a Location and can be assigned responsibility for assets o Responsible Employees can be assigned assets o None means the employee cannot be assigned assets or made a location manager, but they could be granted login access to the system. This selection can also be used for inactive employees Address Line 1 - Address first row Address Line 2 - Address second row Country - Country of address entered City - City of address entered Zip Code - Zip code/post code of address entered Employee Image - an employee image can be uploaded to the system by clicking on the icon. A file selection dialog box will appear where you can select the image file to upload. The file size must be less than 10mb. Add Employee - Assign Roles Tab If an employee has been granted access rights to AllTrak Cloud, Save and Next will bring up the Assign Roles tab. Note: If Save and Exit was selected the user will automatically be assigned the everyone role which provides view only access. To Assign a Role to the Employee: 1. Select the appropriate role in the Roles list on the left side of the popup. a. When a role is selected the permissions granted for that role are displayed in the Access Privileges section on the right side of the popup. 2. Save Employee Role Assignment Save and Next a. Select to assign the selected role to the user and to move to the Employee Certificates tab. Save and Exit b. Select to assign the selected role to the user and to exit the Add Employee workflow. Trimble AllTrak Cloud Getting Started Guide 24
Add Employee - Certificates Tab To Assign a Certificate to the Employee: 1. Select a certificate to add to the employee. 2. Click on Add Certificate. 3. The Register Certificate section will appear. Fill out the fields (shown below) for the certificate being added. Save 4. Click on to save the certificate to the employee. Save and Exit 5. Click on to Save the Employee setup. Trimble AllTrak Cloud Getting Started Guide 25
Save and Next 6. Click on to Save the Employee and move to the Alert Settings tab. Add Employee - Certificate Fields Certificate Number This is an optional field that is typically used to record a specific certificate identifier for this certificate (i.e. Driver s License Number) Issue Date Select the date that the certificate was issued to the employee. A date in the past can be selected, but a future date cannot be selected. Expiration Date Select the date the certificate will expire. Attachment Upload a file attachment as a record of the certificate (document or picture) o Click on upload to open the file chooser to select the file to upload. Comments - Enter any additional comments for this certificate (up to 1024 characters) Trimble AllTrak Cloud Getting Started Guide 26
Add Employee Alert Settings Employees who are either the Current Responsible Employee for an asset, the Location Manager for the asset s Current Location or are setup as the Owner of the Asset can receive emails when an alert is generated for that asset. This section enables which types of alerts an employee will receive when they are generated. Warehouse workers who may be the Owner for several hundred assets and who are reviewing the Dashboard on a daily basis may want to have email alerts for assets turned off. To Set Alert Email Preferences for and Employee: 1. Check / Uncheck the settings for email alerts. Save and Exit 2. Click on to save the Email Alert Settings Email Alert Settings Check All - Check / Uncheck to either select all alert types or deselect all alert types. Fleet Due Check to receive alerts when an Fleet Asset is scheduled to be exchanged or returned. HSE Check for Assets Check to receive an alert when an asset certificate is set to expire. HSE Check for Employee Check to receive an alert when a certificate this employee has is set to expire. Rental Due Check to receive and alert when a Rented Asset is scheduled to be returned to the rental vendor. Return Due Check to receive an alert when an asset is scheduled to be returned to the location from where it was transferred. Service Due - Check to receive and alert when an asset has scheduled service pending or overdue. Stock Alert Check to receive alerts when a Consumable s stock has dropped below its minimum stock level. Warranty Expiration Check to receive and alert when an asset s warranty has expired. Renewing Employee Certificates Use the Renew Certificate workflow to renew a certificate so the history of the certificate can be saved. If Edit Certificate is used for certificate renewals, then any history is lost. To renew an employee certificate: 1. On the Employees Page select the Employee to edit and click on to edit the employee 2. Select the Certificates tab on the Edit Employee popup. Trimble AllTrak Cloud Getting Started Guide 27
3. In the Employee Certificates section, select the desired certificate and click Renew Certificate. 4. The Renew Certificate panel will appear, select the Issue Date and Expiration Date for the Certificate. a. The certificate number defaults to the previous certificate number, but can be edited. b. Select the Issue Date and the Expiration Date for the renewed certificate. c. A new attachment can be uploaded for the renewed certificate. The previous attachment will be saved in the history. d. Enter any additional information in the comments field. 5. Click on Renew Certificate. a. The current certificate information will be displayed in the Employee Certificate section b. The previous certificate information will be saved and added to the Certificate History section. Editing Current Employee Certificates A current employee certificate can be edited if the dates were entered incorrectly, or the attachment is missing. Editing a certificate should not be used to renew a certificate because the history of the certificate will be lost. When editing a Certificate the Certificate Number cannot be edited. If this is required, delete the certificate and add it again. The Certificate Number can be edited when renewing a certificate or in the history record. To edit a current employee certificate: 1. Select the Certificates tab on the Add/Edit Employee popup. 2. In the Employee Certificates section, select the certificate to be edited and click on Edit Certificate. a. If an attachment has already been uploaded, but needs to be replaced, the original attachment can be deleted and a new attachment can be uploaded. b. Enter the Certificate Number (optional), Issue Date (Required), Expiration Date (Required) 3. Click on Note: If the Certificate Number has been entered, but is incorrect, the certificate will need to be deleted and added again. c. Optionally, upload an attachment by clicking on Browse in the Attachment section and selecting the desired attachment. d. Additional information may be entered in the Comments field (up to 1024 characters) Update Employee Certificate History The history of Employee Certificates is displayed in the Certificate History Section of the Certificates tab. Historical certificate information can be added directly to the history section by clicking on Add History. History records for certificates can be edited by selecting Edit History. All details in the history can be edited, including certificate number, dates, comments and attachments. Trimble AllTrak Cloud Getting Started Guide 28
Location Overview Assets are required to be at a Location ; therefore, a Location must be added to the system before Assets can be added to the system. If your company works out of one warehouse, you can create a single location to represent the warehouse and begin adding assets to the Warehouse location. If you want to create assets and have them directly placed at other Locations then those locations must be created first. Location Types Location Group Location Groups are a way to organize other locations in a logical fashion. Jobsite locations, Warehouse, Vehicle and other locations can be organized underneath Location Groups to make it easier to find a specific location. Assets cannot be transferred to a Location Group. Use Location Groups in similar way as you use Folders to organize computer files or emails. If your company has regional offices, you can use Location Groups to organize warehouse, projects and vehicles for each region. Location Groups can also be used to organize jobs for different divisions of the company (Mechanical, Electrical, etc.) Location Groups can be created underneath other Location Groups providing a lot of flexibility for organizing your data. For example, a Location Group called Northeast Region can contain a Location Group called NE Projects where all Jobsite Locations managed by the Northeast Region office are placed. Warehouse Warehouse Locations typically represent the location(s) where assets are stored when they are not out in the field. If your company works out of multiple branch offices and stores assets in different warehouses to supply the jobs managed by the different branch offices then different Warehouse Locations should be setup to represent the different warehouses. Typically, a Warehouse Location is selected as the Default Location (warehouse that owns the assets) for most of a company s assets. Jobsite Jobsite Locations are used to represent jobs or projects where assets are transferred to perform work in the field. If you have included the Charge Module with you AllTrak system you can track how much a jobsite should be charged for the use of assets, commodities or consumables. Charges can only be tracked for a Jobsite and its sub-locations. Vehicle Vehicle Locations are similar to Warehouse Locations. They are frequently used for delivery vehicles and assets are transferred to the delivery vehicle and then transferred from the delivery vehicle to a jobsite location. This process maintains a full audit trail for the asset transfer process. Vehicle Locations are also used for service vehicles where assets tend to be located for extended periods of time and are typically expected always be on that vehicle. Container Container Locations are used to represent containers where assets are placed and then moved between the Warehouse and a Jobsite. A container location takes on the properties of its Parent Location. If a Container is a child of a Warehouse then the Container acts as a Warehouse. If a Container is a child of a Jobsite then it takes on the properties of its Parent Jobsite and any assets in the Container are charged to its Parent Jobsite while the Container is a child of the Jobsite. Container Locations can be drag and dropped within the Location Tree on the Web Client to move the Container as a child of one location to be the child of another location. This action is reflected in the system as a transfer of assets. Employee Location Employee Locations are unique in that they are optionally created when adding or editing an employee within AllTrak. An Employee Location is directly associated with an employee in the system and all assets transferred to an Employee Location are the responsibility of the associated employee. By default all Employee Locations are placed under a system created Location Group, called Employees. Trimble AllTrak Cloud Getting Started Guide 29
Employee Locations are typically used to track assets by employee and not by jobsite. They can also be used to track permanently assigned tools that are not typically charged to a jobsite. However, if an Employee Location is drag and dropped underneath a Jobsite Location, the Jobsite will be charged for any tools at the Employee Location. Terminal Terminal Locations help manage assets that are unavailable for use in the field. All assets transferred to a terminal location will have an Asset State of Unavailable. Also, a terminal location may be defined to update an Asset s Status when the asset is transferred to the terminal location. For example, a Terminal Location used for retired assets can be setup so that the status of all assets transferred to the terminal location is automatically set to Retired. Sub-locations Locations can be sub-locations of other location based on the following. Location Groups may have the following types of sub-locations. Location Group Container Employee Jobsite Terminal Vehicle Warehouse Containers may have the following types of sub-locations. Container Employee Locations may have the following types of sub-locations. Container Employee Jobsites may have the following types of sub-locations. Container Employee Jobsite Note: If a jobsite location is the child of another jobsite location, then it cannot be moved from underneath the parent jobsite Warehouses may have the following types of sub-locations. Container Employee Terminal Vehicle Warehouse Vehicles may have the following types of sub-locations. Container Employee Terminal Locations Terminal Locations may not have any sub-locations Trimble AllTrak Cloud Getting Started Guide 30
Location Setup Note: This guide shows the steps to add a location within the AllTrak Browser Client. Please review the AllTrak Cloud Excel Import Template guide to learn how to upload multiple locations using an Excel template. To Add a Location: 1. Select the Location Page by clicking on the icon on the main menu bar. The icon will change to yellow color to indicate the selected page. 2. There are 3 tabs on the Location Page: Assets, Consumables and Map. By default, you will be placed on the Assets tab. 3. The Location Hierarchy is displayed on the left side of the page. To Add a Location, click on the icon above the Hierarchy panel. 4. The Add Location popup will appear with the Hierarchy Selection tab selected. a. To create a Location on the Root of the Hierarchy, click on. b. To create a Location under another Location, select the Parent Location on the Location Save and Next Hierarchy and click on. New Location 5. The Location Details tab will be displayed. a. Enter the desired values for the fields. Each field is described below. Trimble AllTrak Cloud Getting Started Guide 31
6. Click on, to add the new location the system. Location Details Fields Required Fields are indicated by a red bar on the left edge of the field. Type This is a dropdown list where the Type of location must be selected. Name Enter a name for the Location. The name of the location does not have to be unique, but the combination of the Location Name and Location ID must be unique. Location Id Enter an alphanumeric reference for this location. This is not a required field, except if the Location Name is not unique, then this field must contain a value and the combination of the Location Name and the Location ID must be unique. Project Codes are frequently used as the Location ID for Jobsite locations. Location Manager - Each Location must have a Manager. Select the Location Manager from the dropdown menu. Only employees who have been set up in the system as a Location Manager will appear in this list. Note: Location Manager is not required for Location Groups. Contact Number - Contact Number for the Location, the phone number can be written using parenthesis, dash and/or space. Location Description Enter an optional detailed description for the location. Location Address Fields Save and Exit Trimble AllTrak Cloud Getting Started Guide 32
Address Line 1 Address first row. Address Line 2 Address second row. Country country of address entered. City city of address entered. Zip Code zip code/post code of address entered. Country country must be selected to populate the State list. State state of address entered. To Add a map pin for the address 1. Click on Search on Map to search the entered address on the map. 2. Found addresses will appear in a list above the map, select the correct address to place a pin on the map. 3. If the address cannot be found, a pin can be place manually by simply clicking on the map with the mouse. Trimble AllTrak Cloud Getting Started Guide 33
Asset Overview Asset Groups Asset Groups are used to organize assets to make it easier to specific types of assets. Before adding assets to the system, it is best to setup Asset Groups. For example, do you want all of your saws in the one group called Saws or do you want to organize your saws into different groups based on the type of saw; Circular Saws, Concrete Saws, Miter Saws, etc? Do you want to place these detailed groups into a Parent Group called Saws or do you want a flat hierarchy without parent groups. While using a hierarchy can make it easier to find assets, it is best if you limit the hierarchy to 2 levels. Note: Parent Asset Groups may not contain assets. It may seem easier and simpler to use a very basic Asset Group structures such as Saws for all saw types, but it is typically better in the long run to create groups that are more specific for the types of tools. It is more effort to create detailed Asset Groups later and then have to edit individual assets to associate them with the appropriate Asset Group. It is easy to move Asset Groups under Parent Groups, so creating Parent Asset Groups in the beginning is not as critical as creating the detailed Asset Groups. Asset Group Hierarchy Examples Asset Group Simple Flat Hierarchy Breakers Drills Grinders Safety Equipment Saws Asset Group Detailed Flat Hierarchy Drills, Corded Drills, Cordless Drills, Right Angle Corded Drills, Right Angle Cordless Drills, Hammer Corded Drills, Hammer Cordless Saws, Circular Saws, Concrete Saws, Cut-off Saws, Jig Saws, Miter Saws, Reciprocating Trimble AllTrak Cloud Getting Started Guide 34
Asset Group Detailed Hierarchy Drills o o o o o o Saws o o o o o o Corded Drills Cordless Drills Right Angle Drills Corded Right Angle Drills Cordless Hammer Drills Corded Hammer Drills Cordless Circular Saws Concrete Saws Cut-off Saws Jig Saws Miter Saws Reciprocating Saws Asset Group Setup Note: This guide shows the steps to add an Asset Group within the AllTrak Browser Client. Please review the AllTrak Cloud Excel Import Template guide to learn how to upload multiple Asset Groups using an Excel template. To Add an Asset Group: 1. Select the Asset Page by clicking on the icon on the main menu bar. The icon will change to yellow color to indicate the selected page. 2. There are 3 tabs on the Location Page: Assets, Consumables and Map. By default, you will be placed on the Assets tab. 3. The Asset Group panel is displayed on the left side of the page. To Add an Asset Group, click on the icon above the left side panel. 4. The Add Group popup will appear. Note: The left panel of the Add Group popup will be empty if no Asset Groups have been added to the system. 5. Add a Group to top level of the Group hierarchy a. Click on New Group to enter a name for the group being created. Trimble AllTrak Cloud Getting Started Guide 35
Add b. Click on to Create the group. 6. If creating a sub-group on the Group hierarchy a. Select the Desired Parent Group in the list of Groups shown in the left panel of the Add Group popup b. Enter the Name in the New Node field that appears under the selected Group Asset Setup Asset Categories Adding an Asset c. Click on to create the group. Assets are unique assets tracked with a unique Scan Code or Alternate Code. If a unique asset is transferred to a jobsite or employee, it is expected that this exact same asset will be returned. Unique Assets can have Services assigned and logged. Commodities are assets that are not tracked individually, but based on a count of how many are at a given location. Where there is a unique scan code or alternate code for each unique asset, there is a single scan code or alternate code for each type of Commodity. Shovels are a good example of a Commodity. If 10 shovels are transferred to a jobsite and then 5 shovels are returned, it typically does not matter which 5 shovels were returned. Since Commodities are not tracked individually, it is not possible to attach a Service to a Commodity. Consumables are items that are typically stocked in the warehouse for use in the field. These items are expected to be consumed when they are sent to the field. It is important to track how many consumables have been transferred to a location and the current inventory level at the warehouse. When the warehouse inventory level falls below a minimum level, alerts can be generated to indicate that the stock needs to be replenished. To add an Asset: 1. Assets can be added from either the Asset Page or Location Page, which can be accessed by clicking on the icon or the icon on the main menu bar. The icon will change to yellow color to indicate the selected page. 2. The Add, Edit and Delete icons are available on the line above the Asset Grid on either the Asset or the Location page. Click on to add an asset to the system. 3. The Add Asset popup will appear. a. Enter the desired values for the fields. Each field is described below. 4. Click on Add Save and Exit a. to save the Asset Details and exit the Add asset workflow. Save and Next b. to save the Asset Details and move to the next tab to enter more asset information. Trimble AllTrak Cloud Getting Started Guide 36
Note: Upon Save and Exit if the combination of Manufacturer and Model have never been created previously the system will automatically create an Asset Template using the Model-Manufacturer as the template name. Click on Save to continue. Asset Details Fields: Category & IDs Section Category Select the category for the asset being added to the system. This field defaults to Asset. If entering a Commodity or Consumable this setting must be changed. Note: It is important to select the correct category (Asset, Commodity or Consumable) because this field cannot be edited. If an item is saved with the incorrect setting, it will have to be deleted and re-entered. Scan Code and Alternate Code The Scan Code and Alternate Code fields work in conjunction with each other. All assets require either a Scan Code or an Alternate Code. Both fields require a unique value across all Scan Codes and Alternate Codes. When transferring assets, the Scan Code and Alternate Codes can be used interchangeably. The system will search the Trimble AllTrak Cloud Getting Started Guide 37
list of Scan Codes first and if the code is not found it will then search the list of Alternate Codes. Typically, barcode values are entered into the Scan Code field and the internal Inventory Numbers are entered into the Alternate Code field. Scan Code Type - This field will default to Inv. Id / Barcode. This field is only enabled if the Bluetooth Tag support has been enabled for your system. o If Bluetooth tag support is enabled, choose the tag type used for the value being entered into the Scan Code field. Inv. Id / Barcode, if you are using either a barcode tag or an inventory id value for the Scan Code field. Trimble Beacon, if you are registering an asset with a Trimble Bluetooth Beacon attached. Milwaukee TICK, if you are registering an asset with a Milwaukee TICK tag attached. Scan Code - Enter the asset Scan Code here. The Scan Code is the alphanumeric value of the Tag you have stuck on the asset or can be an alphanumeric inventory number. Note: You can use a USB Bar Code Scanner to scan the barcode to add the value to the field. When a USB barcode scanner is connected to a computer, it acts the same as entering data on a keyboard. Select the cell to enter the Scan Code, use the barcode scanner to scan the barcode and the value will be entered into the cell. Alternate Code Type - This field will default to Inv. Id / Barcode. This field is only enabled if the Bluetooth Tag support has been enabled for your system. o If Bluetooth tag support is enabled, choose the tag type used for the value being entered into the Scan Code field. Inv. Id / Barcode if you are using either a barcode tag or an inventory id value for the Scan Code field. Trimble Beacon if you are registering an asset with a Trimble Bluetooth Beacon attached. Milwaukee TICK if you are registering an asset with a Milwaukee TICK tag attached. Alternate Code - Enter an asset Alternate Code in this field. An Alternate Code is a reference code that can also be used for tracking the asset. It can be an inventory code for the asset and does not need to be a barcode or RFID tag code. This field is required is a Scan Code has not been entered for the asset. Serial Number - This is where you can enter the Serial Number of the asset. Entering the serial number helps identify the asset if the Scan Code or Alternate Code is missing. Asset Details Fields: Details Section Template Name If the asset being added is the same Manufacturer and Model of a previously entered asset, type in the first few characters of the Model or Manufacturer and a drop down selection list will appear. Select the appropriate Asset Template from the drop down list. If a template is selected, the Manufacturer, Model and Description are entered automatically and cannot be edited. Manufacturer Enter the manufacturer of the asset. If you have entered this manufacturer before, as you type it will appear in a dropdown pick list so you can select it instead of typing in the entire name. When available it is recommended to pick a previously entered manufacturer from the list to avoid typographical mistakes. Model - Specify the model of the asset here. Description - Enter a description for the asset here. Note: If this asset is the first one of this Manufacture and Model, an Asset Template will be created using the Manufacturer, Model and Description. If the asset is the same Manufacturer and Model of a previously created asset the system will use the description of the Asset Template that is already defined. Trimble AllTrak Cloud Getting Started Guide 38
Asset Status (Asset Only) Select the status for the Asset. This field defaults to Operational. Values include: o Broken o In Repair o Lost or Stolen o Operational o Retired Quantity (Commodity Only) - Enter the inventory quantity for the commodity. Unit (Consumable Only) Enter the Unit for the Consumable being added (i.e. Box, 5lb Box, Can, Case, Each, Tube) Asset Details Fields: Ownership & Storage Details Assets & Commodities Default Location - Default Location is the location where the assets should be returned back once the job is finished. Typically, this is the warehouse that owns the asset. A Jobsite cannot be the default location for an asset. o If adding the asset from the Asset Page this field will not have a default setting and a location must be selected. o If adding the asset from the Location Page and the currently selected location is a Warehouse, Vehicle or Container, that location will be selected by default. Current Location - Current Location is the location where the asset currently is. This can be a warehouse, a job site or any other location. o If adding the asset from the Asset Page this field will be blank, but will default to the default location once it is selected. o If adding the asset from the Location Page this field will default to the Location Page s currently selected location. o If the Current Location is different from the Default Location, the asset will be added to the Default Location and then automatically transferred to the Current Location upon saving. Storage Location - Storage location allows you to store the unique storage location for the asset. Storage Location is specific to the Default Location entered previously. Storage Location can be used to identify where in the warehouse an asset is stored (i.e. Cage 1, Shelf 1A, Bin 100 etc.) Changing the Default Location resets the Storage Location. Owner - Owner is the person who will care about the asset through its life. The owner is not always the person responsible for the asset, but is the person who will always care that the asset is repaired if broken, or who will need to recall the asset if the asset needs to be returned back (end of rent for example). Generally, the owner is the warehouse manager or a warehouse worker. Managed As The Managed As selection sets whether this is an owned, rented, leased (fleet) or loaned (borrowed) asset. o Owned o Rented o Fleet o Loaned Default Group Select the Asset Group for this asset Trimble AllTrak Cloud Getting Started Guide 39
Consumables Add Location At least 1 location must be selected to be a stock location for the consumable. Select Add Location a location from the drop down list and click. Asset Group Select the Asset Group for the consumable The location will display in the Consumable Ownership grid area. Fill out the required fields. Current Stock Enter the current stock level for the consumable at the selected location. This value can be 0. Min Stock Level Enter the minimum stock level that should be maintained at the selected location. This value can be 0. An alert will generate when the stock level falls below the entered value or reaches 0. Max Stock Level Enter the desired maximum stock level that should be maintained at the selected location. Storage Location Enter a name for where in the location the consumable is stored. Alerts Check this box so that the system will generate an alert when the Current Stock of drops below the Min Stock Level. Delete Click on to delete the location as a stock location for the consumable. Notes - The note field allows you to enter some note against the asset. Notes are displayed on the right hand side Asset Panel on the Asset Page and in the Notes section of the Edit Asset pop-up Cost Code - This is alphanumeric field that can be used to store the accounting cost code for this asset. Friendly Name - Friendly Name is a description for this specific asset. If an asset is associated with an Asset Template then the Description field is tied to the Asset Template description and is the same for all assets associated with that template. Trimble AllTrak Cloud Getting Started Guide 40
Owned Asset - Manage As Tab Purchase Date Select the date the asset was purchased. Note: An asset cannot be transferred using a Backdate prior to the date the asset is purchased. If no Purchase Date is entered then the date the asset was registered will be used for Backdate validation. Purchase Price Enter the purchase price for the asset. Purchase Currency Select the currency for the purchase price. Vendor Text field to enter the vendor where the asset was purchased. Purchase Order Number Text field to enter the Purchase Order Number for the asset. Warranty Expiration Date Select the date the warranty will expire for the asset. Vendor Warranty enter a number and select the units for an extended warranty time period. Cost Code Enter the cost code for the asset. Note: If the asset is associated with an Asset Template, the cost code will populate from the Asset Template value. Rented Asset - Manage As Tab Rental Tool Claim Enter a Tool Claim number for the rented asset. Rental Start Date Select the start date for the asset rental period. Rental Return Date Select the date the asset is expected to be returned to the rental vendor. Cost Code Enter the cost code for the asset. Trimble AllTrak Cloud Getting Started Guide 41
Note: If the asset is associated with an Asset Template, the cost code will populate from the Asset Template value. Fleet Asset - Manage As Tab Fleet Inventory Number Text field to enter an Inventory or ID number for the leased asset. Fleet Exchange or Warranty Date Select the date for the asset is schedule to be returned or exchanged with the vendor. Fleet Organization Reference Number Text field to enter a reference number for the leased asset. Cost Code Enter the cost code for the asset. Note: If the asset is associated with an Asset Template, the cost code will populate from the Asset Template value. Loaned Asset - Manage As Tab Loan Start Date Select the start date for the asset was loaned to your company. Loan End Date Select the date the asset is expected to be returned to the company that loaned the asset to your company. Cost Code Enter the cost code for the asset. Note: If the asset is associated with an Asset Template, the cost code will populate from the Asset Template value. Trimble AllTrak Cloud Getting Started Guide 42
Consumable - Manage As Tab Last Purchase Date Select the date the consumable was last purchased. Note: An asset cannot be transferred using a Backdate prior to the date the asset is purchased. If no Purchase Date is entered then the date the asset was registered will be used for Backdate validation. Last Purchase Price Enter the most recent purchase price for the consumable. Vendor Text field to enter the vendor where the consumable was purchased. Last Purchase Order Number Text field to enter the most recent Purchase Order Number for the consumable. Cost Code Enter the cost code for the asset. Add Certificate to an Asset Certificates can only be added to Assets. Neither Commodities nor Consumables may have certificates assigned. To add a required Asset Certificate to an Asset: Add 1. Select a Certificate from the Asset Certificate drop down list and click a. A row will appear in the grid below showing the details for the Asset Certificate 2. Select an Expiration date that the Asset Certificate will expire. Trimble AllTrak Cloud Getting Started Guide 43
To add a required Employee Certificate to an Asset: This is a certificate that an employee is required to have in order to use this asset. 1. Select a Certificate from the Employee Certificate drop down list and click a. A row will appear in the grid below showing which Employee Certificates have been added to the asset. b. The icon can be used to delete a certificate as required in order to use this asset. Add Add Services to an Asset To add a Service to an Asset: 1. Select a Service from the Service drop down list and click Add Service. a. A row will appear in the grid below showing the details for the Service. 2. Verify the Scheduled Date and select the correct date if necessary. Note: The Scheduled date will be set at the current date plus the interval for services with a defined interval. Trimble AllTrak Cloud Getting Started Guide 44
Save and Exit 3. Click on. Completing Asset Sevices Use the Complete Service workflow to log a service complete and schedule the next service. To complete a service for an Asset: 1. Assets can be edited from either the Asset Page or Location Page, which can be accessed by clicking on the icon or the icon on the main menu bar. 2. Click on to edit an asset. 3. The Edit Asset popup will appear. 4. Select the Services tab on the Edit Asset popup. 5. In the Schedule Services section, select the desired Service and click on Complete Service. 6. The Complete Service panel will appear, enter the necessary information to log the service complete. a. The Completion Date will default to the current date. Click on to select a different Completion Date. Note: The Completion Date cannot be set to a date in the future. b. If desired, enter a cost and provider for the service. c. Attachments can be uploaded as a record of the completed service. d. Enter any additional information in the Notes field. Save 7. Click on. The completed service will be saved to the Service History section. If the completed service has a scheduled interval, a new scheduled service will be created based on the Completion Date plut the interval. Editing Service History A completed service history can be edited, in case the date was entered incorrectly, or attachments are missing. Editing a certificate should not be used to renew a certificate because the history of the certificate will be lost. When editing a Certificate the Certificate Number cannot be edited. If this is required, delete the certificate and add it again. The Certificate Number can be edited when renewing a certificate or in the history record. To edit a completed service: 1. Select the Services tab on the Add/Edit Asset popup. 2. In the Service History section, select the desired Service and click on Edit Service. a. If an attachment has already been uploaded, but needs to be replaced, the original attachment can be deleted and a new attachment can be uploaded. b. Make edits to the other fields as needed. Save 3. Click on. Adding past services to history The previously completed services can be added directly to the service history by clicking on Add History. The Add History panel will appear. Enter the details of the previously completed service and click. Save Trimble AllTrak Cloud Getting Started Guide 45
Asset Templates When an Asset is created, an Asset Template is automatically created using the Manufacturer and Model that was entered for the asset. If either the Manufacturer or Model field is blank then an Asset Template is not created. The following fields are used to define the Asset Template: Template Name is created using the format <Model-Manufacturer> Manufacturer is set to the Manufacturer selected when creating the asset. Model is set to the Model entered when creating the asset Description is set to the description entered when creating the asset. Cost Code is set to the cost code entered when creating the asset. Any Certificates associated with the asset when created will automatically be assigned to the created Asset Template Any Services associated with the asset when created will automatically be assigned to the created Asset Template Any asset whose Manufacturer and Model match the Manufacturer and Model of an Asset Template will be associated with that Template. The asset will also automatically pull in certificate requirements and services that at are assigned to the Asset Template. Adding Asset Templates While Asset Templates are created automatically when assets are added to the system, they can also be created directly. To Add an Asset Template: 1. Select the Template Page by clicking on the icon on the main menu bar. The icon will change to yellow color to indicate the selected page. 2. There are 3 tabs on the Template Page: Asset Templates, Certificates and Services. By default, you will be placed on the Asset Templates page tab. To Add an Asset Template, click on the the page (just below the Menu bar) icon on the left side of 3. The Add Asset Template popup will appear. Fill out the fields (described below) and click on Add Asset Template Fields Trimble AllTrak Cloud Getting Started Guide 46
Template Name Enter a name for the template. It is recommended that you use the format Model- Manufacturer to keep consistent with the automatic naming convention used by AllTrak Cloud. Model Enter the model number for the Asset Template Manufacturer Select a manufacturer from the drop down list. Type the first character of the Manufacturer to find the manufacturer in the drop down list. Cost Code Enter a cost code for all assets of this Manufacturer and Model. Description Enter a description for all assets of this Manufacturer and Model. Attachments Upload attachments for the template. These attachments can be accessed when viewing the Asset Details in the side panel view of the Location or Asset pages when an asset assigned to this template is selected in the grid. Image Click on below to upload an image for all assets associated with this template. Asset Certificates and Services 1. Click on the Assign Certificates and Assign Services tabs respectively to associate Certificates and Services with the template. a. All assigned Certificates and Services will be automatically to any new assets added to the system that are associated with the template. Editing Asset Templates Upload To Edit or Merge an Asset Template 1. Selecting a template in the grid on the Asset Templates tab of the Templates page and click on. 2. All changes to fields in the Asset Template will be reflected on all assets associated with the template. 3. A template can be merged with another template by editing the name of the Template. For example: Two templates exist that represent the same type of asset (RTS773-Trimble and RTS-773- Trimble). These templates can be merged by editing the name of one of the Templates to the same name as the other template. a. In the name field, type in part of the name of the template you want to merge with (i.e. type in RTS). b. Select the name of the desired template. c. Upon clicking on Save, all assets in the current template will be merged into the selected template. Trimble AllTrak Cloud Getting Started Guide 47
Transferring Assets The Transfer Cart is used to transfer assets from one location to another and to transfer assets from one responsible employee to another. Assets can be added to the Transfer Cart from the Asset Page, the Location Page and from the Action menu on the Alert Panel of the Dashboard Page. Assets can also be added to the cart from within the Transfer Cart. To Add Assets to the Cart from the Location or Asset Page 1. From the Asset Grid on either the Location or Asset Page select assets to add to the cart by clicking on the checkbox in the left most column of the grid row. a. Multiple Assets can be selected and with an Asset selected, holding the Shift key while checking the box of another asset will select all assets between. b. Checking the checkbox on the header row will select all of the Assets in the grid. This should be done cautiously and it is recommended to use this feature only when adding assets from the Location Page. Note: If the Confirm Delivery feature is enabled in Company Settings and an Asset is currently In Transit (meaning its last transfer has not be confirmed), it cannot be added to the Transfer Cart. 2. Click on Add to to add the selected assets to the Transfer Cart. Note: The number of assets in the transfer cart will display on the Transfer Cart page icon. A maximum of 500 assets can be transferred at one time. Using the Transfer Cart 1. Click on the Transfer Cart page to view the Transfer Cart. 2. Addition assets can be added to the cart by entering the Scan Code or Alternate in the field immediately Add above Asset(s) transfer and clicking on. 3. Transfer Date By default, Transfers are recorded using the current date and time. Users with permission to modify transfer (defined by Employee Role) can set a backdate for the transfer in the Transfer Date field. This is not common, but can be used if assets were actually sent to a location, but the transfer was never logged. Trimble AllTrak Cloud Getting Started Guide 48