In Tracmor, an asset model - or "model" for short - is one of four identifiers that defines each unique asset.
The asset model is more dimensional than the other identifiers in that a model represents a triad of associated information: a Model Number, a Category, and a Manufacturer. Further, the model, category and manufacturer can also include optional and/or required custom fields.
You can build each model one piece of information one at a time, but the quickest way to create many models is to enter the information systematically:
- Import categories first
- Import manufacturers (in this step you associate each manufacturer with a category)
- Import model numbers (with categories and manufacturers in place, all that is needed is a model number to complete the model)
This article describes everything you need to know about creating and editing models:
- Finding the menu options
- Creating one new model
- Importing a list of models
- Deleting models
- Exporting a list of models
- Editing model information
- Adding attachments to a model description
- Mass editing models
- Model settings that require associated assets
- Archiving models
- Adding custom fields
- Related articles
Finding the menu options
All options for creating and editing Models are accessed from the side menu by clicking on Asset.
Note: If the side menu is not visible, click on the square to the left of Global Search at the top of the screen. Clicking on this icon allows you to show and hide the side menu.
Click on Asset>Models to open this view; circled in red are the options described in this article.
Note: The options that can be accessed via the icons in the upper right corner include adding, mass editing, importing, exporting, archiving, and mass deleting models, as described below.
Creating one new model
To add one new model, navigate to Asset>Create Model:
Alternatively, navigate to Asset>Models and click on the (blue) plus icon in the upper right hand corner:
The required fields are circled in red:
- Model Number. The model number can be any number associated with the class of item - it is usually a good idea to use the manufacturer-provided model number.
- Category. If you have not already created a category for this model, you can add one by clicking on the (blue) plus icon at the right.
- Manufacturer. If you have not already created a manufacturer for this model, you can add one by clicking on the (blue) plus icon at the right.
- Email alerts. If you click yes, you must also add an email address. When transactions occur involving this model, an email alert will be sent to that email address.
Note: All the other fields are optional. Depreciation class is only listed if it has been enabled in the settings.
Click on Save and you will see the new location at the top of the Model List.
Importing a list of models
To import a list of models, start by clicking on Asset>Models (from the side menu) and then clicking on the (green) down arrow icon.
Having clicked on the down arrow icon, you will arrive at a dialog box from which you can download a standard file to import models by clicking on the download icon (tan).
Note: Clicking on the blue icon to the right of the standard file icon displays a list of files previously imported.
Open the downloaded file, preferably in MS Excel. Note that the column headings match the fields in the Create Model dialog box. Required fields are circled in red. Do not skip any rows.
Important: You must create Categories and Manufacturers before importing Model Numbers. For more information on creating these, see the links at the end of this article.
Save the file with a descriptive name.
Click on Choose File to navigate to the saved file, and once you have chosen the file and the file name is listed in place of [No file chosen], click on Upload File.
Once the file is uploaded, you will receive a status report via the Imported File List. If any models were not successfully imported, the number will be indicated under the column heading “Skipped.”
Note: Clicking Undo removes the imported values. This option is only available for the most recent import.
To determine the error, download the file by clicking on the link in the "Skipped" column. In the example above, clicking on the number "1" in red downloads a file with the error message.
You can delete models as follows:
- One at a time while editing (see below)
- Mass delete by either
- Clicking on the check box to the left of the model to be deleted in the Model List view
- Creating a filtered list using the search function; filter by Model Name, Model Number, Category, Manufacturer, Archived status, or date (for date click on Advanced Search. Once the search parameters are selected, click on Apply Filter. Then either select the items of interest or all items by clicking on the check box at the top of the column, as shown by the red arrow in the lower left corner.
Once your selections have been made, click on the red "trash" icon in the upper right hand corner. You will be asked to confirm the delete request. Once you confirm, the item(s) will be deleted and will no longer appear in the Model List.
Exporting a list of models
If you need a record of your models, you can export a list by clicking on the export icon in the upper right hand corner. The Asset Model list downloads as an MS Excel spreadsheet and includes all model numbers and associated information, including the number of assets for that model.
Note: The spreadsheet is password protected and cannot be edited without the password that Tracmor sent to your account admin.
Editing model information
To edit the information for a model already created, navigate to Asset>Models and click on the Model Number of interest in the Model List view.
The next menu will have show these options: Edit, Attachments, Location Alert Settings, Assets Per Location. You can also end the edit at any time by clicking on Cancel, and Delete the model by clicking on Delete.
Click on Edit to arrive at the same options as when you create one model at a time. To edit the Category or Manufacturer, your options are to select the correct one from the dropdown menus or to create a new one by clicking on the (blue) plus icon to the right.
Note: If you added custom fields, they will also be available to edit.
Click on Save of upload your edits.
Adding attachments to a model description
To upload attachments such as manuals or scanned documents, navigate to Asset>Models and click on the Model Number of interest in the Model List view (as shown above).
Click on Attachments, then click on Choose File. Once you have navigated to the file and its name appears instead of [No file chosen], click on on Submit. All uploaded attachments will be listed on the Attachment List.
Mass editing models
The mass edit models function is primarily useful to edit information that models may have in common, namely:
- Model description
- Custom fields
To apply this function, navigate to Asset>Models, and from the List View check the box to the left of the models you wish to edit. Then click on the (light blue) pencil icon:
Click the check box for any fields you wish to mass edit. If the selected models have a custom field in common, it will be an option. Click on Save to save your edits.
Model settings that require associated assets
Once a model is associated with an Asset, you can set a location alert and see how many assets are associated with this model at a given location.
To access these settings, navigate to Asset>Models and click on the Model Number of interest in the Model List view (as shown above).
Set a location alert by clicking on Location Alert Settings.
The required fields are Area, Location, and Email.
If you need to check the number of the Assets Per Location for that model, click on Assets Per Location.
This example shows that for this Model Number there is one asset in a given Area and Location.
Applying the filter in the search function, which described in the section on deleting models, is a quick way of creating a list of models you may want to archive or un-archive. Once you have created a filtered list, you can select items by clicking the check box next to each item.
Note: Clicking on the check box at the top of the column selects all items in the list.
To archive (or unarchive) the selected items, click on the yellow icon (upper right hand corner).
Archived information is still searchable and can be made available - by unarchiving it.
Adding custom fields
Your tracking system can be expanded to include the information important to your organization; simply add custom fields, as needed. Navigate to Settings>Module Field List Settings (located near the bottom of the side menu).
Of the 10 modules that you can add custom fields to, click on Add Custom Field for Models. See the link at the end of this section for an article on creating custom fields.