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There are two views within the Asset User role for adding equipment records: Add/Edit Equipment and Add/Edit Computers.
- Add/Edit Equipment view provides the ability to add new equipment records, while also providing access to edit and update current assets.
- Add/Edit Computers view provides the ability to copy a current equipment record with its details, and where you would rename, save, and create a new equipment record.
I. Asset User ->Add/Edit Equipment
(Adding new equipment records)
Select the Add/Edit Equipment view to add a new equipment item or edit current equipment within your org.
From the Add/Edit Equipment view, filter for an item of a like equipment type and select it to display its details in the right window.
Selecting a like equipment item first before selecting to Add a New record will limit the number of fields to that equipment type.
Next, from the EQ list view, select the Add New action located at the top of the window.
The EQ Form will display in the right window view. The number of fields associated with the computer/or equipment item will display for the specific equipment type.
There are several fields associated with a new equipment record; however, when adding new IT equipment, there are only a few fields needed for the equipment record. If more information is available about the equipment, you are welcome to add the information.
Three required fields must be completed; these are indicated by a red asterisk (*) on the EQ Form view.
1. Equipment Code: This field is added with an abbreviation for the unit along with the serial number.
**Individually assigned computer items will usually have the unit abbreviation + serial (7 digits)
Use either WLT for Windows laptops or WWS for Windows Work Station.
Example: BARMxxxxxxxWLT - x indicating the serial number of the computer or SRD-xxxxx for shared devices
Note: The computer name for new equipment installs/replacements is usually provided by the Client Support staff who will be imaging/installing the equipment for your area.
2. CSI Code: CSI codes to be assigned will depend upon the equipment item:
11281300 – Computer (Desktop or Laptop)
40622900 – Tablets and Mobile Devices
11281600 – Printers
27221900 – Servers
11280000– (Office Equipment) Monitors and Docking Stations
3. Shop/Zone Code: The shop code is auto-assigned as NONE (Not Applicable) unless you need to change it as indicated by your organization.
4. Sub-Department Code: The sub-department code will auto-populate on the form according to the logged user’s org.
If you need to change the sub-department in accordance with the equipment’s location, select the ellipsis button to open the data list. Then filter and select the correct sub-department.
The department code field will auto-populate on the EQ Form view according to department hierarchy when the sub-department code is selected.
5. Employee Name: Filter and select the person to whom the device will be/is assigned.
Note: If the equipment item is indicated as a multi-use device for a shop or unit, assign the supervisor.
Other fields on the form typically added for IT equipment are shown below in the screenshot.
The three fields indicated with a red asterisk must be populated, but others are not required:
Once required fields are populated and any other field data you want to be added is updated, select the Save action button at the top of the EQ Form window to save the new equipment record entry.
II. Asset User ->Add/Edit Computers
(Allows Copying of a current equipment record and updating to create a New Record)
Log in to ARCHIBUS and navigate to the Add/Edit Computers view within the module.
On the Add / Edit Computers view, you have to first search by your unit/org equipment or other search criteria options (including Employee Name) using the search console.
After selecting the Search action button on the console, your filtered list of computer(s) and other department equipment, depending upon your search criteria, will display.
Next, select the Equipment Code link to display the details within the pop-up window and to create a (Copy) of that equipment item.
Important: You must rename (update the Equipment Code field) before selecting SAVE.
You should change all other equipment details to reference the new equipment item as well (make, model, replacement date, install date, etc.).
Equipment Names:
Update the equipment code to create a newly named equipment item.
Use your established naming convention and org abbreviation.
**Computer items will have the unit abbreviation + serial (7 digits)
Use WLT for Windows laptops or WWS for Windows Work Station.
Example: PARKxxxxxxxWLT with x indicating the serial number of the computer
Your newly saved computer equipment record will be added to the list. You can select to open the record and edit further if needed. Remember to select SAVE if you edit the equipment record.
