Sites are a required field when:
- Creating new Areas
- Creating new Assets
- Creating new Stock Locations
They are used to specify which of your organisation’s sites a Location, Area, or Asset belongs to, and must be configured before you can configure the rest of your module. This setting is most useful where you have multiple sites, but will need to be configured even if you only have one site.
It is important to note that the Asset Manager’s sites are shared across both Asset Management and Stock Control, but do not carry across from other modules, and will not carry across to other modules. For this reason, you will need to recreate your sites within the Asset Manager before you can use the module.
There are six options available when managing your Asset Manager’s sites. These are:
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Create a Site
To add a new site, select the Assets tab, and then the Sites option. This will open a register of all sites that have previously been added to your system. Click on Add.
A blank Details form will open for you to populate. Up to nine fields are available for you to complete:
Copy From – the option to copy Areas and Assets from an existing site when creating a new site.
Site* – enter a name for the site.
Site Code – the option to enter an identifying code against a site. This must be unique and entered manually, but can comprise any combination of letters and numbers.
Address Line 1/2/3, Town, and Postcode – the option to enter the site’s address.
Notes – the option to enter additional notes against a site.
Enter the site’s details using the available fields. Note that Site Code must be entered manually, and can use any combination of numbers and letters, as your organisation requires.
When you have entered the relevant details, click on Save to finish adding the new site.
You will be returned to the Sites register, where you can continue adding your organisation’s sites. If there are no other sites in your register, the new site will be displayed at the top of the register. Otherwise, sites are listed alphabetically by their Name.
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View a Site
To view a site, open the Asset Manager on its Assets tab, and click on the Sites button at the top of the page. This will open a register of all sites that have been recorded in your system. If necessary, you can narrow the list of sites shown within the register using the search options at the top of the screen.
To view a site, click on its Name.
The site will open on its Details tab, which will display the site’s key properties. For convenience, the site’s associated Areas will be listed in the bottom half of the screen. You can click on any Area’s name to open it. Alternatively, you can view a list of all Assets or Job Schedules that are associated with the site by clicking on the appropriate tabs at the top of the screen.
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Edit a Site
To edit a site, open the appropriate site and click on the Edit button.
All fields will be opened for editing. Make the necessary adjustments, and then click Save to finalise your changes.
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Delete a Site
To delete a site, locate the site within the Sites page and click on the red cross icon.
If the option hasn’t been used within your system then it will be cleared from the list. However, you will not be able to delete a site that has already been used in your system. Instead, you will need to Disable the site to remove it from dropdown lists and prevent its future selection (see below).
Note that this action cannot be undone. Once a site has been deleted, it will be permanently removed from your system.
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Disable / Re-Enable a Site
You will not be able to delete a site that has already been used elsewhere in the Asset Manager. If you wish to remove a site from menus to prevent its future use, then you will need to Disable it. To do so, open the site on its Details tab and click on Disable Site.
This will open a blank Disable Site form. Select a Disabled Date* using the calendar icon, and optionally record your reason for disabling the site within the Disabled Reason field.
Click on Save.
You will be returned to the site’s Details form, which will now contain the Disabled By, Disabled Date, and Disabled Reason fields.
It is important to note that disabling a site will also disable all Stock Locations, Areas, and Assets associated with that site, although they will remain within the applicable registers.
To re-enable the site, click on Enable Site within the site’s Details.
This will re-enable the site and any Stock Locations, Areas, and Assets associated with that site.
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Export Sites
Activ provides you with the option to export a register of your sites from your system as a CSV file. This file can be stored or printed for use outside of Activ
Note that this CSV file only contains data from the Details form of sites. All other information is excluded from the export, but can be exported from their respective parts of Activ.
To export your Asset Manager’s sites, open the Sites page and click on the Export button at the bottom of the page.
The CSV file will automatically download to your computer.
Note that download behaviour is controlled by your browser settings. If the CSV file does not download as expected, we recommend that you check your browser settings to ensure that they are properly configured.
