One thing we hear from customers is that they are looking for ways to make it easier to get their asset information loaded into the system. We also find that the customers who complete this step at the start get the most value out of the system. Here are some ideas to help get you started fast:
1) Taking Inventory & Audits: If you are starting asset management from scratch, you may need to inventory what you actually have and get the assets loaded into the system. We find that ‘many hands make light work’, so why not schedule an inventory party? Bring in some pizza/snacks and have the whole team scan and enter your assets at once in a working session. Sometimes it makes sense to just have them enter some key data and then use options 3 or 4 below to add other data.
2) Uploading a Spreadsheet: Have an existing system or spreadsheet? Then the best way to start is usually with a one-time data upload (optional for Premium+ customers). With this approach, we send you a simple spreadsheet template and instructions. You cut/paste/enter your data using all the power of Microsoft Excel to cut/paste/copy rows as needed. Then you send it back to us. We do a QA test to make sure everything looks good, and then we import it into our system.
3) Updating Multiple Assets Using the Scan Feature: Once you have some data in the system, it’s easy to update multiple assets at the same time. Say for example you have 20 iPads which were ordered at the same time and need to be added to the system with make & model number information etc.. Once you have the labels applied and active in the system you can use the multi-scanning feature of the iPhone native app to select the 20 iPads by scanning the QR codes. The app will beep and vibrate your phone as you scan each code. Then you can update all of them at once with the Make and Model information on the view/update screen. You can use this feature for as many assets and data fields as you like.
4) Updating Multiple Assets Using the Search Feature: You can also use the native iPhone app to update multiple assets at once by using the search feature. It’s very similar to scanning the labels only this time you search for them. Once you have a set of search results, you can update them all at once. You need to determine a common piece of data that exists for each asset. That’s what you would search for.
5) Best Practices for Working with Data: The GoCodes software has a powerful search feature which searches all of the data associated with all of your assets just like Google Gmail searches. There’s no need for folders and files. So you can find things fast. Since the searching and reporting is based on the data, we recommend that you take some time to decide how you want to organize your assets. For example by team, dept., type, owner, location etc. Once you decide that, you can setup your custom data fields and custom pick-lists (in Profile and Settings) to help ensure that you minimize manual data entry and have the highest data quality. Try to make key data items that you want to search by a single word. For example instead of having an asset assigned to an employee ‘John Smith’, use ‘John_Smith’ instead. That way you will be able to search for the name ‘John_Smith’ and you will get accurate unique matches.
6) Updating & Checking in/out Multiple Assets: You can quickly check in/out multiple assets using the native iPhone app. Just put the scanner in ‘multi’ mode, scan the labels and check in/out as needed. The assets will all be updated in a single step. When checking out, you will be able to select who the assets are ‘Assigned To’ and this can be a great place to configure a drop-down or pick-list. When assets are checked in, the Assigned To field will be cleared. Remember GoCodes tracks all changes to you can always see who checked an asset in/out and when in the Change History for each asset. You can also use the search feature in the iPhone native app to select a group of assets to check in/out in the same way. This can be very helpful for assets that get checked in/out as a group. For example for items that are normally included in a tool box, or even a truck.