Prepare the reference information used across AssetIQ

Master data provides the consistent reference values used when assets, maintenance activities, rentals, reports and other operational records are created. Set it up before users begin entering large volumes of transactional data.

1. Understand master data #

Master data is controlled reference information reused throughout AssetIQ. It improves consistency, search, reporting and governance by reducing free-text variations.

Only authorised users should create or change master data. A small naming or classification change can affect many existing and future records.

Common master-data groups #

Group	Typical purpose	Examples to confirm in the live tenant
Organisation structure	Controls where records belong and how they are grouped.	Entities, locations and departments
Asset classification	Provides consistent asset grouping and identification.	Categories, types and related classifications
Asset reference values	Supports standard asset descriptions and selection lists.	Manufacturers, models and other reference values
Operational references	Supports maintenance, rental or other enabled workflows.	Priorities, statuses, reasons or types where configurable

The examples above are not a promise that every list is available in every AssetIQ configuration. Publish only the master-data types visible in the approved release.

2. Plan the setup #

1. Nominate a business owner for each master-data group.
2. Agree naming conventions before creating records.
3. Remove duplicate spellings, abbreviations and obsolete values from source lists.
4. Identify which values belong to a particular entity, location or department.
5. Prepare a controlled list for review before bulk setup.
6. Decide who may create, edit, deactivate or approve master data.

Recommended setup sequence #

• Confirm the organisation and entity structure.
• Create locations and any location hierarchy required by the business.
• Create departments or organisational units.
• Create asset categories and other primary classifications.
• Create supporting reference values used by asset and operational forms.
• Review the values with the business owner, then test them by creating a representative asset or operational record.

3. Create a master-data value #

Use this general procedure for a master-data list available to your role. The exact menu name and fields depend on the selected master-data type.

Before you begin #

1. Confirm that your role permits master-data administration.
2. Confirm the approved name, code and description.
3. Search the existing list to ensure the value does not already exist.
4. Confirm the correct entity, location or other scope if the form includes one.

Create the value #

1. Sign in to AssetIQ.
2. Open the administration or master-data area available to your role.
3. Select the required master-data type.
4. Search the list for possible duplicates or alternative spellings.
5. Select the action to create a new value.
6. Enter the mandatory information using the approved naming convention.
7. Set the value as active or available when the form provides that option.
8. Save the record.
9. Confirm that the new value appears in the master-data list and in the relevant operational selection field.

Expected result #

The value is saved once, appears in the correct master-data list and is available in the relevant AssetIQ forms according to the user’s permissions and data scope.

4. Edit a master-data value #

Before changing a value that is already in use, consider its effect on existing assets, reports, integrations and historical records.

• Open the relevant master-data list.
• Search for and open the value.
• Confirm that you selected the correct record and scope.
• Change only the approved fields.
• Save the record.
• Refresh the list and confirm that the change is retained.
• Check a representative linked record to confirm the expected display behaviour.

Deactivate instead of deleting #

Where AssetIQ provides an active/inactive control, deactivate an obsolete value rather than deleting it if the value is already referenced by operational records. This helps preserve history and reporting consistency.

• Do not create a replacement value until the naming and migration approach is agreed.
• Do not delete a value solely to correct spelling when existing records depend on it.
• Record the reason, owner and date for significant master-data changes.
• Review downstream reports and integrations after structural changes.

5. Naming and quality rules #

Rule	Recommended practice	Avoid
Names	Use clear business terms understood across teams.	Unexplained abbreviations or personal shorthand
Codes	Use a documented, stable code structure when codes are required.	Reusing a code for a different meaning
Duplicates	Search before creating a new value.	Creating singular/plural or spelling variants
Scope	Assign the correct entity, location or department.	Making local values global without approval
Lifecycle	Deactivate obsolete values when supported.	Deleting values used by historical records

6. Troubleshooting #

The master-data menu is missing #

• Confirm that you are using the correct account.
• Ask an administrator to review your role and permissions.
• Sign out and sign in again after a role change.

A new value is not available in a form #

• Confirm that the value saved successfully and is active.
• Confirm that it belongs to the correct entity or location.
• Refresh the page or reopen the form.
• Confirm that the form uses the master-data list you updated.

A duplicate already exists #

• Do not create another copy.
• Identify which value is approved and currently used.
• Agree whether the duplicate should be corrected, deactivated or consolidated.
• Review linked records before any change.

7. Related articles #

• Understand the AssetIQ dashboard
• Manage users, roles and permissions
• Add your first asset
• Import assets
• Manage entities and locations