Creating and Managing Subassets

Derek Torres
Derek Torres
  • Updated

Subassets are a powerful feature of ServiceTrade that allow you to make an Asset a "child" of another Asset -- that is, to indicate that it's a component of, or dependent on, another Asset.

Some example uses for this feature include:

  • Linking alarm devices (Subassets) to the alarm system or alarm panel (parent Asset) to which they're connected.
  • Associating components of a large piece of equipment such as a generator or an HVAC unit.

This article will walk you through how to create subassets, edit subassets, and view subassets. 

Creating a Subasset

A few things to note before creating a Subasset.

  • You must create an Asset you want to be the parent Asset.
  • Only certain assets can be parent assets. Most of them have the word "Group" at the end.
    • Examples: Fire Extinguisher Group, Alarm System, HVAC Unit Group, etc.)
  • These instructions are for Asset Hierarchy View, we do not recommend creating subassets in Legacy Asset Type View
  1. On the Location page, click to expand the Assets menu.
  2. If the asset is eligible to have a subasset an arrow will be present. Click to expand the arrow.
  3. Click the + Add a Subasset button at the bottom of the expanded parent asset tree to open the Create Asset Menu.
    create-subasset.jpg
  4. The Parent Asset field will automatically be filled with the parent asset.
  5. Follow the normal steps of creating an asset.

 

How to Make an Existing Asset a Subasset

You may have some existing Assets at a Location that you would like to group into a Parent Asset.

Example: You may have created a large number of fire extinguishers that you want to create a single recurring Service inspection for.

You can group the extinguishers by creating a parent Fire Extinguisher Group Asset. Then you would edit all the extinguishers' parent Asset to be the Fire Extinguisher Group.

Then when you are making the recurring service, select the parent Fire Extinguisher Group as the Asset to Service.

  1. On the Location page, click to expand the Assets menu.
  2. Click the Pencil Icon next to the Asset you wish to edit.
  3. Click the Parent Asset drop-down menu, and select the parent of this Subasset.
    • All Assets that are eligible to be parents of the Asset you select will be shown in the list.
      • Example: if you are editing an Alarm Device Asset, then all Alarm Systems Assets at this Location will be available for selection.
        Screenshot-from-2017-01-30-10-42-30.png
  4. When done editing, click Save.

 

Viewing Subassets

Viewing Subassets from the Location Page

This drop-down menu allows you to select between the Asset Hierarchy View (*default) and Legacy Asset Type View. 

Hiearchy View Icon.jpg

Asset Hierarchy View

This view organizes your parent/child assets in a structured manner, similar to how a family tree is organized. This structure makes it easier to understand the relationships between different assets.

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You can click to expand a parent asset to view its child assets.

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Legacy Asset Type View

This view shows only parent assets in alphabetical order. To view subassets you have to click the Show Subassets button. The subassets will be present, but they will also be in alphabetical order and will have no direct connection to their parent other than the Parent: field.

View_Subassets.gif

 

Viewing Subassets from the Parent Asset Page

You can see the list of Subassets associated with any Asset by viewing the parent Asset and opening the Subassets section, as seen below.

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3-Tier Asset Hierarchy

You can create a third tier of child assets. This means that child subassets can have one additional layer of child subassets.

Important Note: This 3-Tier Asset Hierarchy structure was designed to benefit mechanical customers who need multi-tier hierarchal relationships to reduce the number of services they need for a maintenance level agreement.

Warning: This feature was not designed for fire customers' needs. If you are a fire customer and/or use InspectionManager or ServiceTrade's blank paperwork, we highly recommend that you do not create 3-tier hierarchies. Doing so will likely break your forms and cause additional support issues.

3-Tier Example.jpg

 

If a 2-tier child asset is eligible for a 3-tier child asset, you can click on it to expand the view.

3-Tier Expand.gif

 

Adding a 3-tier child asset to a parent's child

If you have an existing 2-tier parent-child asset and you want to add an additional 3-tier child asset to the parent's child, follow the instructions below:

  1. Click the arrow next to the parent asset to expand it.
  2. Click the arrow next to the parent's child asset that you want to add a 3-tier child subasset to.
  3. Click the + Add a Subasset button at the bottom of the expanded 2-tier child asset tree.
  4. Select the Asset Type.
    • Note: Only eligible subassets will appear in the choose type menu.
  5. The Parent Asset will already be selected. From here, follow the normal steps for creating an asset.
    3-Tier Hiearchy.gif

 

Adding a parent to an existing 2-tier parent-child

If you have an existing 2-tier parent-child asset and you want to create a 3-tier parent at the top of the asset tree, follow these instructions:

Important Note: If you are using the new Tasking feature in ServiceTrade, we highly recommend your group asset be an Equipment Group asset type. This is a special asset group that can contain assets of all varieties. 

  1. First you will need to create a parent asset group. You can skip this step if you already have an existing parent asset. Click the + Add an Asset button.
  2. Follow the normal steps of creating a parent asset.
    3 Tier Hiearchy Part 1.gif
  3. Find the 2-tier parent and click the edit pencil icon.
  4. On the Parent Asset field, select your new or existing group.
  5. Click Save.
  6. Repeat Steps 3-5 as many times as you need.
    Hiearchy View part 2.gif

3-Tier Asset Hierarchy FAQs

How will this affect importing subassets?

To import 3-Tier Assets, you first have to create or import a parent group asset. Then, you use the Bulk Asset Import Tool and import the subasset(s) using the parent group assets' asset_id in the parent_asset_id field. Once you have successfully imported the subasset(s). You would then use Bulk Asset Import Tool, take the asset_id of the newly imported subasset(s), and use the parent_asset_id field again to import the next level of subassets.

 

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