Asset Grouping for Multi-Location and Multi-Department Organizations

FaciliWorks Faciliworks 8i
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In organizations with multiple locations, divisions, or departments, Asset Grouping in FaciliWorks 8i enables you to partition a shared database into logical sections. This ensures users only see the assets and related activities that are relevant to their assigned areas.

FaciliWorks 8i Documentation:

What Is Asset Grouping?

Asset Grouping allows you to organize assets into defined groups based on criteria such as:

  • Location

  • Division or department

  • Operational team

  • Any custom grouping relevant to your organization

Once configured, users only have access to the assets—and related PMs, work orders, and service requests—that belong to the groups they are assigned.

User Access and Visibility

  • Users are assigned to one or more asset groups

  • Login credentials determine which asset groups are visible

  • Users will only see:

    • Assets

    • Preventative Maintenance (PM) records

    • Work Orders (WOs)

    • Service Requests

    • KPI data

For details on setting up user groups and permissions, consult the Administrator Guide. For user-level navigation and actions, reference the User Guide.

System Impact of Asset Grouping

When Asset Grouping is enabled:

  • PM and WO filtering is scoped to the user’s assigned asset groups

  • Users can drag and drop date reassignment in the Scheduler only for accessible assets

  • KPI dashboards display only data for the user’s assigned asset groups

This results in:

  • Cleaner views for users

  • Reduced irrelevant data exposure

  • Better role-based access and accountability

Enabling Asset Grouping in FaciliWorks 8i

To enable Asset Grouping:

  1. Complete asset group configuration in Asset Grouping Entry

  2. Check the Enable Asset Grouping checkbox in system settings

Note: Before Asset Grouping can be enabled in FaciliWorks 8i, every user and every asset must be assigned to at least one asset group.

Why This Requirement Exists

Once Asset Grouping is enabled:

  • Access to assets, PMs, work orders, service requests, and KPIs is controlled strictly by asset group membership

  • Any user or asset without a group assignment has no valid access path

Requiring at least one group assignment ensures continuity of access and prevents data from becoming invisible.

Best Practice Before Enabling Asset Grouping

Before checking the Enable Asset Grouping option:

  1. Create all required asset groups

  2. Assign every asset to at least one group

  3. Assign every user to at least one group

  4. Verify visibility using a test user account

Only after completing these steps should Asset Grouping be enabled.

Asset Grouping Entry

Asset Grouping Entry is where you:

  • Define asset groups

  • Assign assets to groups

  • Assign users to asset groups

Asset grouping can be used to partition the shared database by:

  • Physical location

  • Department

  • Staff teams

  • Any operational grouping your organization requires

This ensures each group only views the assets that pertain to their responsibilities.

Key Takeaways

Asset Grouping in FaciliWorks 8i is essential for organizations with:

  • Multiple sites

  • Multiple departments

  • Large distributed teams

It improves:

  • Security and role-based access

  • Scheduler clarity

  • Relevant KPI reporting

  • Maintenance focus for teams