While you can enter most types of information one at a time, importing data is the fastest way to build your asset tracking system. To ensure success, you will want to populate the fields systematically to ensure that the foundation for each new layer of information is in place.
Stated simply, a systematic approach all comes down to where, who, and what, in this order:
The table below provides the recommended sequence for importing data. The information in the column "Standard import file fields" is the name of the fields that are imported at each step. They are color coded as follows:
- Green signifies information that is new and required.
- Black signifies information that must already be in place so that the new (green) information can be associated with it.
- *Purple signifies optional information.
Follow the color changes as you proceed down the column to see how new information becomes the required pre-requisite for the next set of new information!
Tip: Click on the links for each type of information for an article on that topic that includes step-by-step instructions. You can skip to the "Importing" section of each article.
|Standard import file fields
(note how the layers build based on previous inputs)
|Why this step is important|
|Tracmor includes all US states and Canadian provinces. To add addresses for anywhere else, you must add the state before adding the complete address.|
|Areas function like boundaries within your organization for the purpose of identifying where your assets and inventory items are located. They can be used to create the desired degree of specificity, and they provide a level of control for user “roles” based on the geographic area(s) you specify and associate with each role.|
|Locations are associated with Areas, and they are the refinement of where your assets and inventory items are located. The hierarchy is: Country, state, area, location.|
|4||*Optional: Custom Fields||
Note: Roles are created individually (not imported) because permissions are set according to a permission hierarchy that affects who can access these fields.
Any custom fields you create will be added to the standard import files - best to add them early. These modules allow custom fields:
|Categories are the most generic level of description and provide the basic building block for every “model.”
|Manufacturers are associated with a category to provide the second identifier that creates the foundation for each model.
Note: Manufacturer refers to the manufacturer of your assets. “Companies” - added in Step 8 - is the information that facilitates shipping and receiving.
*Address Line 1
*Address Line 2
|Create company profiles to track shipping and receiving transactions.|
|Create contacts and associate them with companies so you can track shipping and receiving transactions.
Tracmor includes three types of depreciation calculations.
|10||Asset Models||Model Number
*Email Notification Status
*Notification Email Id
|This step associates the three parameters that complete a “model.” That is: every model is unique and is defined by these three parameters: category, manufacturer, and unique model number.
The model number is typically the model number provided by the manufacturer. Since these are often difficult to remember, you can further define each model by adding a Model Name and Model Description for each Model Number.
With all the basic identifiers in place, assets can be identified by an Asset Tag, which serves as the unique identifier in Tracmor, and when printed out and adhered to the asset, it connects the Tracmor records to the physical asset.
*Minimum Quantity *Notification
*Email Notification Status
*Notification Email ID
|Create the inventory by adding parameters highlighted in green, based on the parameters highlighted in blue.|