Create and verify an asset record in AssetIQ

An asset record brings together the identity, classification, ownership, location and operational information required to manage a physical asset throughout its lifecycle.

1. Before you add an asset #

Set up master data first

Before adding an asset, confirm that the required categories, locations, business units and other reference values are available in AssetIQ.

If a required value is missing, ask an administrator to create or activate it. Do not select an incorrect value simply to complete the record.

Set Up Master Data →

Prerequisites #

1. Your user role permits asset creation.
2. The required entity, location and department values exist.
3. The relevant asset category and related classifications exist.
4. You have the approved asset name, identifier and available serial or registration information.
5. You have confirmed that the asset does not already exist.

Search before creating. Duplicate asset records can cause incorrect counts, maintenance history, audits, assignments and reporting.

Information to prepare #

Information group	Examples	Guidance
Identity	Asset name, asset number, serial or registration number	Use the approved naming and identification standard.
Classification	Category, type, manufacturer or model	Select existing master data; do not create near-duplicates.
Organisation	Entity, department, location or responsible area	Choose the scope in which the asset will be managed.
Lifecycle	Acquisition, commissioning, status or condition information	Enter only information supported by approved records.
Supporting content	Photographs, documents or notes	Use current files that do not expose unrelated sensitive data.

2. Add the asset #

• Sign in to AssetIQ.
• Open the Asset Management or Assets area available to your role.
• Search using the asset identifier, serial number, registration number or name to confirm that a record does not already exist.
• Select the action to create a new asset.
• Complete every field marked as required.
• Select the approved classification, organisation and location values.
• Add any available optional information that is accurate and useful.
• Review the record for spelling, duplicate identifiers and incorrect selections.
• Save the asset.
• Confirm that AssetIQ creates the record and assigns or displays its unique identifier.

Expected result #

The asset is saved once, has a unique AssetIQ identifier, appears in the asset list and can be found using its key identifying information.

3. Verify the new asset #

1. Return to the asset list.
2. Search for the new asset using its AssetIQ identifier or another unique value.
3. Open the record.
4. Compare the saved values with the approved source information.
5. Confirm that the entity, department and location are correct.
6. Confirm that the asset appears in the appropriate filtered list and is available only to authorised users.

4. Correct asset information #

If you identify an error after saving, edit the existing record rather than creating another asset.

• Open the asset record.
• Select the edit action available to your role.
• Change only the incorrect or approved fields.
• Review the revised information.
• Save the record.
• Refresh or reopen the asset and confirm that the new values are retained.
• Review asset history where available to confirm that the change is traceable.

Do not change a unique identifier, entity or ownership-related value without confirming the effect on integrations, QR codes, audits, assignments and history.

5. Find and filter assets #

• Use a unique identifier for the most precise search.
• Use the asset name, serial number or registration number when supported by the search.
• Apply one filter at a time when investigating unexpected results.
• Confirm the entity, department, location, category and status filters.
• Clear filters to restore the complete list available to your role.

Expected search behaviour #

Only records matching the search and active filters appear. Clearing the search and filters restores the asset list available within the user’s permissions and data scope.

6. Next actions #

After confirming the asset record, complete the next actions required by your organisation and enabled AssetIQ modules.

Next action	When to use it	Related guide
Attach documents or photographs	When supporting evidence, certificates or reference files are required.	Manage asset documents and attachments
Generate a QR code	When the asset needs a scannable label for identification.	Generate and use asset QR codes
Assign the asset	When a person, project, location or entity becomes responsible for it.	Assign or transfer an asset
Set maintenance information	When scheduled or preventive maintenance applies.	Create and manage work orders

7. Troubleshooting #

The create action is unavailable #

• Confirm that your role permits asset creation and that you selected the correct working context.
• Ask an administrator to review your access.

A required selection is missing #

• Confirm that the value exists, is active and belongs to the correct entity or location.
• Refresh or reopen the form after master-data changes.

The asset will not save #

• Review required fields, validation messages and possible duplicate identifiers.
• Correct the highlighted information and save again.
• Record the error and contact support if the issue continues.