Edit Equipment
Note: Requires admin privileges to implement. Please
contact your Landport Administrator. If you ARE your organization's
Landport administrator and want to request Edit Location privileges
for yourself or a co-worker, please submit a Support ticket.
IMPORTANT: Please do NOT delete equipment. Instead, "retire" it (see Retiring
Locations/Equipment). If you think a piece of equipment must be deleted, please
submit a Support ticket.
To edit equipment:
- From the Dashboard, tap Edit Locations.
- Drill down to the piece of equipment you want to edit and tap the name, causing the piece's profile to appear on the right.
- Here are the fields you may edit, making sure not to forget Step 4 at the bottom of this page. (If the label is blue in Landport, you may tap it for additional information):
- Name - The
name of the piece of equipment displayed in the location tree.
- Code - The code name of the
equipment. An example usage would be entering the model type. This enables reports including the model type to be exported to
Excel, which can easily be sorted to gather statistics. Populating the code also enables requests to be sorted and grouped by code.
- Prefix - The hierarchical name(s) shown as part of the equipment location for a request. For example, if "Elevator" is added to the location tree, under "Exchange Bldg", then the prefix is "Exchange Bldg". On a request, the location field would appear as "Exchange Bldg, Elevator" (see screen shot). Note: If you've just started adding equipment and have added a category line item, such as "Equipment" to house all the pieces, the
prefix will populate from the next higher level on your location tree (e.g. your company/organization name, building name). If you don't want that many
levels appearing in the prefix, you will want to edit the "Equipment" prefix before adding individual pieces. Otherwise, the entire prefix will carry down to those pieces.
- Type - The type of equipment (e.g. HVAC, Electrical, Plumbing, General_Equipment).
- Parent - The location above in the
hierarchy. To move equipment from one location to another, simply adjust the "Parent". Be sure to update the "Prefix" to reflect the change.
- Creator - The person who created
the equipment. This has no bearing on workflow.
- Available at Registration - Select "Yes" if the
equipment is used by Requestors (e.g. Employee, Tenant); otherwise,
select "No" if it is common to all. You should also select "Yes" and tap the update button, if you wish to set the site manager
to be someone other than the person that created it.
- Site Manager - The assigned owner and person notified of a request submitted on
this piece of equipment. Unless manually changed, the site manager defaults to the person who created the piece
of equipment. To change the site manager, first update "Available at Registration" to "Yes". This causes the "Site Manager" field to appear. Use the drop down to select the appropriate person.
- Service and Management Visibility - Is this piece of equipment of interest only to Servicers and
Managers (e.g. Is it of a technical nature)? Select "Yes" to make the equipment invisible to Requestors (e.g. Employee, Tenant). Select "No" if it is to be visible to Requestors. Either way, Servicers and Managers can see and create requests on the equipment. (Please note that equipment contained within a technical location/equipment category are also considered to be technical and are not visible to Requestors.)
- Common Location - Select "Yes" to make the equipment a common area that can be viewed by all occupants of a building (e.g. an elevator). If the equipment is within a private space (e.g. office, condo, apartment) and used only by certain occupants of a building, select "No".
- Common base - If the equipment is a common item that's shared by all occupants of a building, then select "no common base". If the equipment is within a private space (e.g. office, condo, apartment), then the common base selected should be the location where other common items are for that particular private space.
- Location Description - A generic text description for the piece of equipment, visible to Servicers when they initially review the request, and often comprised of make/model/serial/installation date/filter size/etc. If you're planning to export and manipulate equipment data, it's helpful to enter the data in the same order, with placeholders for missing values, and separated by semi-colons (;) or slashes (/). An example is: "Installed - 2016; Make - Carrier; Model - n/a; Serial - n/a; Serves - Floors 1-4".
- Description Preload - Whatever is entered here will appear in the otherwise blank "Request Description" field, when a Requestor creates a request on that piece of equipment. The text usually prompts for specific information to be entered. Only applies to equipment that has been made visible to Requestors. An example might be an elevator, where the description preload might be as follows:
- Date - Often used for warranty expiration*, lease renewal*, asset acquisition. The date may optionally be included when generating request-based reports. (* Building a recurring request in the Preventive Maintenance module might be the most effective way of managing these items.)
- Location area - Square footage that will appear in asset reports. Typically not applicable for equipment.
- Resource Location - Typically not applicable for equipment.
- Building address - The address of the equipment. If the address is not specified, then it is inherited from the above parent location.
- Billing address - The billing address of the equipment. If the address is not specified, then it is inherited from the above parent location.
- Add files or URLs to this location - Attach one or more files or URLs (e.g. a picture, a warranty, or a link to an internal shared drive or manufacturer's website), so that any time a Manager taps on that location, they have access to the files/URLs. Requestors (if the equipment is visible) and upgraded Servicers can also view them (visibility for files can be selectively limited, if desired). For larger items (over 0.5 MByte), we recommend attaching URLs (although files attached via mobile device are automatically resized). Smaller items may be attached as files.
- Tap the update button. (Be careful not to tap delete!)
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