Overview

Asset Collector is an asset management tool available on the Citywide mobile app for both Android (11+) and iOS (15+) devices. Users can download and visualize assets in the field, collect new assets, update asset attribute data, upload images and record condition assessments to optimize lifecycle event strategies in Citywide Assets.

Download Assets

Users can download up to 1000 assets from Citywide Assets or GIS layers.  The maximum is in place to prevent a slowdown in user experience.  Assets can also be downloaded directly through the map view.

To download assets while out in the field using a GIS layer:

	Tap Assets on the mobile app home screen. Tap the Asset Downloader   icon ❷. In the download assets menu ❸ select GIS Layers. Users can download assets based on GIS layers, a mobile profile, or scheduled work orders.  The same download button is also available in the map view accessed from the home screen. Location Services must be turned on for the app.
	Zoom into the map to designate a search area. Or enter an address in the search bar which pans the map to the address entered.  The address search uses the same geocoder found on Citywide GIS. Tap Layers ❹ to display all available map layers.
	Select a layer(s) ❺.  The selected layer is highlighted. Tap again to unselect. The total number of assets found is shown at the top of the screen.  If the total is greater than 1000, (Too many assets (Max 1000)), click back into the layers and adjust the selections. Tap Sync   in the top right corner to download the assets.

Assets not linked to a GIS feature, as well as linked assets, can be added to an asset Mobile Profile in Assets and then downloaded to the mobile app.  Mobile profiles are set up in the Asset Inventory view.  Click here to learn how to setup a mobile profile.
 

To download assets using a Mobile Profile:

	On the mobile app home screen, tap Assets Tap the Asset Downloader  icon ❷. In the download assets menu ❸ select Asset Mobile Profile. Users can download assets based on GIS layers, a mobile profile, or scheduled work orders.
	Tap Mobile Profile ❹ to display all available profiles. Select a profile ❺.  The number of assets to download will show in brackets and does not exceed 1000.
	Tap Sync   ❻ in the top right corner to download the assets.  Once the assets have been downloaded, they can be viewed and modified within the mobile app.

To download assets using Scheduled Work Order Dates:

	Tap Assets on the mobile app home screen. Tap the Asset Downloader   icon ❷. In the download assets menu ❸ select Scheduled Work Order Dates. Users can download assets based on GIS layers, a mobile profile, or scheduled work orders.  The same download button is also available in the map view accessed from the home screen.
	Enter a date range by selecting Scheduled Start Date/ Scheduled End Date.  Tap the calendar icon and select a start and end date in the popup calendar. Tap anywhere on the screen to accept the selection. The total number of assets found will show at the top of the screen.
	Tap Sync    in the top right corner to download the assets..

To add a mobile profile in Citywide Assets:

1. Navigate to Assets on the web.
2. Filter the inventory list for the assets to include in a profile. If the filtered list exceeds 1000 assets, only the first 1000 will be added to the profile.
3. Click Mobile Profile  above the grid.  The Mobile Profiles window has two tabs ❶:
   1. Mobile Profiles – profiles created by individual users for their own use.
   2. Admin Mobile Profiles – profiles created by an Assets Admin for other users, based on their role.
      
4. Click +Add Mobile Profile ❷.
   
5. Enter a name.
6. If creating a mobile profile for your own use, leave the Admin Mobile Profile flag set to No and click Add.
7. If you’re an Assets Admin and you’re creating a mobile profile for others to use, set the Admin Mobile Profile flag to Yes. Select which role(s) can view and download this profile from the Assign to (Assets roles) dropdown (hold Ctrl to multi-select).  Click Add.  Note: The role needs to have Assets - Mobile view permissions in order to download assets in Citywide Mobile.
   
   Once added, profiles can be managed using the Action buttons on the right. Action buttons include overwrite, edit, delete, and preview.
8. After syncing on mobile, the profile can be downloaded and used at any time.

9. Mobile profiles are saved as static lists at the time of creation. Any changes thereafter based on filter criteria will not affect the assets saved in the respective profiles.

10. Users can save up to 10 mobile profiles specific to their user account.

View and Update Asset Information

Once assets are downloaded, mobile users can search, filter, and edit asset data when out in the field.  Condition assessments can be collected and images uploaded.

Options in the Downloaded view:     Add a new asset     Sync data    Search by Asset ID, asset barcode, or keyword (click the x within the field to clear the search)    Scan a barcode using device camera to locate an asset    Sort by Asset ID in ascending or descending order    Filter by Category, Segment, and/or Department    Download Assets Asset cards ❶ display the Asset ID and name, GIS layer if linked, in-service date, and the location for the corresponding asset.  Tap an asset card to navigate to the asset view.

Search

To quickly locate an item using a keyword, asset barcode, or an Asset ID:

1. Tap search and begin to type. The app will search as you type.
2. If the asset has a barcode sticker, click  to scan the barcode.  Only downloaded assets or pending assets will be searched.
3. The number of items returned in the search is shown above the search field.
4. Click the x within the search field to clear the search.

Apply a Filter

Filter the assets in Asset Collector by category, segment and/or department.

1. Tap  to access the filter screen.
2. Tap Category/Segment/ Department. Multiple items can be selected within each classification. Tap anywhere on the screen to accept the selection.
3. Click Apply. The number of assets within the filtered list displays at the top (i.e., 129/1000).  Close the filter screen to work with the filtered assets.
4. Use the  on the filter screen to clear the applied filter.

Asset Information

Once in an asset view, users can: Visualize the asset by clicking the asset’s location ❶ View a thumbnail image of the asset View asset details View GIS information View and edit coordinates if the appropriate permission settings have been set, for GIS point assets only (not linear or polygon features), as well as get directions ❷ View and/or add attachments, condition assessments, and work orders View the risk rating for the reporting year View projected condition View barcode number (if assigned) View and/or update attribute information Scroll down to see all available options.  Click the checkmark icon  in the upper right corner to update any changes made to the asset.

Add a Condition Assessment

To add a condition assessment while out in the field:

1. Tap to view asset information.
2. Navigate to Condition Assessments (#). The number in brackets indicates how many condition assessments have previously been completed on the asset.
3. Click Add a to capture the latest condition.
   1. Adjust the date as needed. Enter a name in the Assessed by field. Click the checkmark icon  in the top right corner to save your information.
   2. Tap condition rating. Two methods are available when entering a condition value:
      • Standard method: Drag the slider to assign a value.  Use the text below the slider as a guide when setting the condition value. 
      • Condition Assessment Formula: If the asset profile has a formula on it, attributes in the equation are listed for input. Enter a value for each attribute. Condition rating is calculated based on the inputs provided.
      • Click the checkmark icon  in the top right corner to save your information.
      • 
   3. Tap and enter Assessment Details. 
4. Tap the checkmark icon  in the upper right corner to save your condition assessment. Once the mobile app data is synced with the Asset database, the Risk Rating and Projected Condition will update.
5. The sync icon on the main screen will display a red notification bubble  indicating the total number of items to be synced.

Upload an Image/PDF File

To take a photo or add an image/PDF file out in the field:

1. Tap to view asset information.
2. Navigate to Attachments (#). The number in brackets indicates how many attachments have been added to the asset.
3. Click Add and select Take photo, Camera roll, Photo Library, or Files from the pop-up menu.
4. Once a photo or PDF is added, a thumbnail image displays in the Attachments section. Click Attachments to view and manage attached files prior to syncing.
5. Tap  in the upper right corner to save the changes.

Create a Work Order

If Maintenance Manager is integrated with Assets, work orders can be viewed in Asset Collector on downloaded assets with work orders attached. New work orders can be added.

1. Tap to view asset information.
2. Navigate and tap Recent Work Orders (#). The number in brackets indicates how many work orders are attached to the asset.
3. Scroll through the list to see all attached work orders.
4. Click Add to attach a new work order on the asset.
5. Complete the necessary fields on the work order page. Tap to save.
6. Once the new work order has been saved, tap sync at the top to fetch resources data from the work order type.

Update Attribute Values 

1. Tap an asset from the list to view its information.
2. Scroll down to Attributes (#). The number in brackets indicates how many attributes are currently assigned to the asset. Tap to view attribute information.
3. Tap an attribute field and enter a new value. Tap anywhere on the screen to continue.
4. Tap  in the upper right corner to save the changes.

Key-Value Attributes

Key Value attributes are used when a data point is represented by both a key and a value. Citywide will search by key and return the matching value. For example:

Key	Value
01	Concrete
02	PVC
03	HDPE
04	Stainless Steel
05	Galvanized Steel
06	Other

To update a key-value pairs attribute:

1. Tap to view asset information.
2. Scroll down to Attributes (#) and tap to view all attributes ❶.
3.       

3. Search ❷ by key or by value, when updating a key-value pair attributes.
   

Create an Asset

New assets can be collected while out in the field and synced back to the inventory list.

To add an asset:

1. Select Assets on the home screen.
2. Tap  in the upper right corner.
3. Select a Profile Group and Profile (used for data management at the asset level).
4. Enter a name, tap .
5. Enter a location or click the location icon  to open the map view and pan to the desired location ❶.  Once the desired location is indicated with crosshair icon  on the map, tap the checkmark   to add the coordinates.
6. Tap layers to add the asset to a GIS layer and create a new feature (custom setting).
7. Add a description.
8. Tap  to scan a new barcode or type in a barcode number.  The barcode must be unique and not assigned to an existing equipment or asset.  Citywide will perform a check during the Complete Asset process on the web platform.
9. Tap Add (Attachments) or (Condition Assessments) to upload an image or add a condition assessment.
10. Tap Attributes to add attribute information. The profile determines what attributes are added to the new asset.
11. Tap  in the upper right corner to save the new asset.
12. An asset card will display in the Pending Create view - the asset will remain pending until synced.

When an asset is created on mobile, it is pending until synced using the sync icon  in the top right corner of the app. This will remove the asset from the mobile view and place it in the Pending Imports view of the Assets database.  An Asset ID is assigned to the asset once in Pending Imports.  Users with the appropriate permission settings would then complete the information on the uploaded asset and approve the import.

Sync with Web platform

Sync the app data only when the internet WiFi/Data connection will be stable throughout the entire synchronization process (which should take several seconds). Do not let the device go to sleep or turn off during the sync and do not log out or delete the application without first syncing the asset updates and pending imports.

To sync:

1. Establish a stable Internet connection and tap the sync icon .
2. Syncing will take several seconds. Once synchronized, the updated asset information and new assets can be viewed in Assets.

To view a new asset:

Assets created in the field and synced with Citywide will be moved to Pending Imports where they remain pending until asset information is added and the import is approved.

1. To complete asset information, click Pending Imports in the upper left corner. New assets created on mobile will have an Asset ID assigned.
   
2. Locate the new asset and click the Asset ID. When prompted, click Complete Asset.
3. In the Asset Completion window, set classifications, an in-service-date, historical cost, etc. for the new asset on the Asset Template If an asset profile was selected when the asset was created on mobile, several of these fields will be set.
   Once an in-service-date is added or the Exclude from PSAB flag set to yes, all tabs are available for selection.
   1. Use Copy From An Existing Asset to select a similar existing asset from the inventory list and copy its details to the new asset. OR,
   2. Click Asset Template to assign a profile and complete classification and field The remaining tabs (Attributes, GIS, etc.) become available once an in-service date has been entered or the Exclude from PSAB flag has been set to yes.
   3. Click GIS to view feature and detail information or change the layer this asset will be added to (point features only). A new feature will be created on the selected layer once the details have been completed and saved.
      
   4. Click Condition Assessments to view all condition assessments added on mobile and/or to add a new assessment.
   5. Click Thumbnail to view all images/files added on mobile and/or to add a new file.
4. Once all asset information has been added, click Save.

5. If a barcode was added to the asset when created on mobile, Citywide will complete a check during the complete asset process  The barcode entered must be unique.  If the barcode has already been assigned, Citywide will return the following message when attempting to save:  This Asset's barcode is already being used by asset x.

5. Navigate back to the Pending Imports screen.
6. Click Approve import in the top right to add the asset to the Active inventory.
   

Map View

Downloaded assets can be viewed and accessed in Map view.  Assets are identified by individual asset tags or can display in clusters when larger numbers are closely located.

To work with assets in Map view:

1. On the home screen navigate to Map, download assets and sync.
2. Tap Layers and select a layer(s) to view, select done.

Icons in map view:    Asset tag – select to view asset location   Overlapping Asset tags – select to view a popup menu listing each asset   Cluster – tap to zoom in and view individual asset tags

3. Locate an asset, tap the asset tag to display Asset ID, Type (Segment) and Name.
   
4. Tap the Asset ID to see the asset’s detail and update attributes or add a condition assessment as needed. Tap to save any edits.
5. Expand the tool bar at the bottom and select Create Asset to locate and collect a new Asset.

Additional Information

Q: Am I able to edit the location of an existing asset?

Yes, but the asset must already be linked to a point-based GIS feature (not multipoint or shape geometry) and hosted on either the Citywide GIS or EGIS server (not ESRI). This assumes your server has GIS edit permissions, and your user has Asset Mobile edit permissions.

Q: When does my Asset Location update on GIS/EGIS?

When moving an asset on mobile, the location will update in GIS/EGIS immediately. If a feature connected to an asset on GIS (web) or EGIS is moved, the geometry will be updated overnight, meaning that these changes won’t be seen on mobile until the next day.

See the Citywide Mobile Application Update: Edit Asset Locations user guide for additional information (Home 🢡 Help & Support 🢡 User Guides).