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Assets in DataScope

Manage and control your assets in DataScope centrally and in real time.

Written by Jessica Franco

📌 What Are Assets?

The Assets module in DataScope allows you to centrally register, monitor, and manage your physical assets (equipment, tools, vehicles, facilities, and more).

With this functionality, you can consolidate all asset information and usage history in a single place, achieving more efficient, traceable, and real-time asset management.

📌 What Can You Do with Assets?

  • Centralize information: each asset has a unique history where its usage, inspections, maintenance activities, and failures are recorded.

  • Monitor availability and usage: through one or more meters linked to the asset type.

  • Control access: define which users or groups can view and manage each asset.

  • Organize by location: assign and update the location where the asset is stored or operating.

  • Reduce manual work: all asset management is centralized in DataScope, eliminating the need for external files such as Excel spreadsheets.

  • Import and export data: manage large volumes of information using:

    • Bulk Excel imports to register multiple assets.

    • Excel exports to generate complete reports.

  • Bulk actions: perform certain actions in batches, making it easier to manage large numbers of assets.

  • Google Sheets integration: export and synchronize asset information directly with Google Sheets.

  • Activate or deactivate assets: according to your operational needs.

📌 How to Create Assets

There are two ways to create assets:

  1. Manual Entry

    Through the DataScope interface, ideal for registering individual assets or making specific updates.

  2. Bulk Import

    Using an Excel template that allows you to register multiple assets at once, especially useful during initial setup.

Main Asset Fields

When registering an asset, you can complete the following fields:

  • Asset Type*: Defines the category the asset belongs to (for example: machinery, vehicles, tools, electrical equipment, etc.). The asset type determines which custom fields and meters will be available.

  • Name*: The primary identifier of the asset. This is the name displayed in the platform.

  • Identifier*: Can be a license plate number, serial number, or internal code.

  • Location: The location where the asset is currently assigned. This allows you to organize assets within your operational structure and manage them efficiently. It can be linked to New Locations and changed at any time.

  • Authorized Users and/or Groups: Defines who can operate, inspect, or maintain the asset. At least one user or group must be assigned for the asset to be accessible within the system. If none are selected, no one will be able to view or manage it.

  • Description (optional): Additional details about the asset.

  • Custom Fields: Depending on the selected Asset Type, additional fields previously configured for that type may appear.

🔴 Important: Fields marked with a red asterisk (*) are required and must be completed before the asset can be saved.

📌 Asset Types

All assets must belong to an Asset Type.

Asset Types allow you to organize and classify assets according to their nature (for example: heavy machinery, vehicles, tools, electrical equipment, etc.).

Each Asset Type includes:

  • Name and description

  • Identification icon

  • Custom fields

  • Associated meters

  • Ability to be edited at any time

Custom Fields by Asset Type

Each Asset Type can contain custom fields that will automatically appear when creating an asset of that type.

Examples include:

  • Brand

  • Model

  • Capacity

  • Image

  • Internal inventory number

  • Date

  • Number

  • Files

  • Any other information relevant to your operation

This allows each Asset Type to be tailored to your company's specific needs.

File Storage per Asset

Each asset can store up to 30 attachments, with a total storage limit of 100 MB per asset.

In addition, file uploads include security validations to ensure data integrity and protection.

Organizing and Managing Custom Fields

You can customize fields based on the information you need to track for each asset type.

  • Reordering Fields

You can change the order of custom fields by dragging and dropping them into the desired position.

The configured order will be used in:

  • The asset profile

  • Forms where that asset type is selected

  • The Excel asset import template

Note: New custom fields are automatically added to the end of the list, but can be reorganized at any time.

  • Reusing a Field Name

If you delete a custom field while editing an Asset Type, you can immediately reuse the same name to create a new field without saving and reopening the configuration.

If two active fields have the same name, DataScope will display a warning so you can assign a unique name.

📌 Meters

Meters allow you to track cumulative or variable values associated with asset usage (for example: operating hours, cycles, consumption, etc.).

Meter Management

From the Meters section, you can:

  • Create new meters

  • Define their unit of measurement (hours, amps, liters, meters, etc.)

  • Rename them

  • Duplicate them

  • Deactivate them

When a meter is deactivated, it is no longer available for new assignments, but its entire history remains intact.

Meters in Asset Types

Meters are linked to assets through Asset Types.

This allows you to:

  • Associate multiple meters with a single Asset Type.

  • Update multiple meters for the same asset through forms.

  • Unlink meters when necessary (they become inactive but retain their history).

  • Maintain an organized structure based on asset categories.

Practical Example

If you have an Asset Type called Heavy Machinery, you could link:

  • Hour Meter (hours)

  • Cycle Counter

  • Fuel Meter (liters)

Every asset created under this Asset Type will inherit these meters and be able to record their corresponding values.

Meter Usage Example (Hour Meter)

Imagine registering the following asset:

  • Name: Caterpillar 320 Excavator

  • Unique Identifier: CAT320-5678

  • Authorized Users: Maintenance Team

  • Description: Heavy machinery used in earthmoving operations.

  • Meter (Hour Meter): 2,450 operating hours

Each time you complete an inspection or maintenance form, you can update the hour meter with the excavator’s latest operating hours. The system will maintain a cumulative and real-time record of the machine’s usage.

📌 Assets in Forms

Within Forms, you can:

  • Restrict the list of available assets for a specific form.

  • Define multiple meters to update for the same asset.

  • Record measurements and location changes through Web Forms.

This allows each form to be adapted to its operational context and ensures operators only see the assets relevant to their tasks.

📌 Assets in Tickets

You can also associate an asset directly when creating or editing a Ticket, allowing incidents, failures, or findings to be linked to the corresponding asset in a centralized and traceable manner.

Asset Selector in Tickets

When creating or editing a Ticket, you will find a new Asset Selector that:

  • Allows only one asset per ticket.

  • Includes search by asset name or code.

  • Displays results grouped by Asset Type.

The selector behaves differently depending on the Ticket Type:

  • If the ticket has no type, all assets the user has permission to access can be selected.

  • If the ticket has a type, only the assets configured for that Ticket Type will be displayed.

Configuration in Ticket Types

When creating or editing a Ticket Type, you can define:

  • Which Asset Types are associated with that Ticket Type.

  • Which specific assets are available for selection.

This configuration determines which assets appear in the selector when creating a ticket of that type.

Exports Including Asset Data

Associated asset information appears in exports:

  • PDF: Displays the asset associated with the ticket. If no asset is linked, the field is omitted.

  • Google Sheets / Excel: Adds the Asset and Asset ID (code) columns.

📌 Updates and Traceability

Assets can be updated in two ways:

  • Automatically through forms containing fields linked to the asset.

  • Manually by editing the asset information directly in the platform.

Every modification is recorded in the asset history, including updates to one or more meters. This ensures complete traceability and facilitates audits and internal controls.

Changing an Asset's Location

An asset's location can be updated:

  • From mobile forms.

  • From the asset configuration page in the web platform.

Every location change is recorded in the asset history.

⚠️ Note: Assets and their meters can be deleted, but all actions remain recorded for audit purposes.

ℹ️ Important

👉 If you are using the Free Plan, the number of assets you can manage is limited to 5 active assets. If you exceed this limit, the functionality will be restricted until you upgrade to a paid plan.

👉 With the DataScope Assets module, your company gains greater operational control, reduces errors, and improves efficiency in managing physical resources.

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