How to Create a New Asset in FaciliWorks Essentials
Adding an asset is one of the first steps in setting up FaciliWorks Essentials. Assets are the equipment, machines, vehicles, facilities, instruments, or other items that your organization needs to maintain, inspect, repair, or service.
This guide walks you through creating a new asset record and explains the important information to enter so the asset is ready for maintenance tracking.
Watch the Video
Prefer to see the process in action?
FaciliWorks Essentials CMMS Software – Adding an Asset Record
The video demonstrates how to add an asset and also shows how the configurable Grid View can be used to work with asset records.
Before You Begin
It helps to have some basic information about the equipment available before creating the record, such as:
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Equipment or Asset ID
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Description
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Manufacturer
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Model number
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Serial number
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Location
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Asset type
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Department
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Supplier information
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Purchase or installation information, if applicable
You do not necessarily need every field completed before creating the asset. Start with the information you currently have and add additional details as needed.
Step 1: Open Assets
In FaciliWorks Essentials, navigate to:
Data Administration→ Assets
This area contains the primary information for equipment and other assets being tracked in FaciliWorks.
Step 2: Create a New Asset
Click the + (Add) button to create a new asset record.
A blank asset record will open where you can begin entering information about the equipment.
Step 3: Enter the Asset ID
Enter a unique value in the Asset ID field.
Each asset must have its own unique Asset ID. FaciliWorks uses this value to identify the asset throughout the system and connect maintenance records, tasks, PM history, parts, costs, and other information to the correct piece of equipment.
Example
Instead of using:
Pump
consider using something identifiable such as:
PUMP-001
If you have several similar pieces of equipment, a consistent Asset ID structure will make searching and reporting much easier later.
Step 4: Enter the Asset Description
Enter a clear description that will help users recognize the equipment.
For example:
North Building Cooling Water Pump
A useful description can make it much easier for technicians to select the correct asset when creating or completing maintenance work.
Step 5: Set the Asset Status
Make sure the asset’s Status is set appropriately.
If the equipment is currently in service and will have scheduled preventive maintenance, the asset should normally be:
Active
Important: An asset must be Active for it to be included in scheduled preventive maintenance.
If an asset is not appearing when you expect maintenance to become due, checking the asset’s status is a good troubleshooting step.
Step 6: Complete the Asset Information
Enter any additional information available for the asset.
Depending on your configuration, this may include information such as:
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Manufacturer
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Model
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Serial number
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Asset type
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Location
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Supplier
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Priority
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Comments/Notes
Not every organization will use every available field.
The goal is to enter information that will help your team identify, maintain, locate, and report on the equipment.
Step 7: Save the Asset
After entering the necessary information, save the record.
Your new asset is now available in FaciliWorks Essentials.
But creating the asset is only the beginning if you want FaciliWorks to automatically manage preventive maintenance.
Next Step: Assign a PM Task to the Asset
After an asset has been created, you can associate one or more maintenance tasks with it using the Assign PM Tasks area.
This is what tells FaciliWorks:
What maintenance needs to be performed on this asset?
Once a task is assigned to the asset, you can configure the maintenance schedule and use FaciliWorks to track when that work becomes due.
Helpful Tip: Use a Consistent Asset Naming System
Before entering hundreds or thousands of assets, consider establishing a consistent Asset ID format.
For example:
PUMP-001
PUMP-002
AHU-001
AHU-002
FORKLIFT-001
A standardized naming convention makes it easier to:
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Search for equipment
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Create reports
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Identify related assets
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Avoid duplicate records
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Find equipment quickly during maintenance
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Maintain clean data as your database grows
Common Questions
Does every asset need an Asset ID?
Yes. Each asset requires a unique Asset ID so FaciliWorks can identify the record.
Does every field have to be completed?
No. Enter the information that is important to your organization. Additional information can be added later.
Why isn’t my new asset appearing in scheduled PM?
Check the Status field first. An asset must be Active to participate in scheduled preventive maintenance.
Also verify that a PM task has been assigned to the asset and that the maintenance schedule has been configured.
Can I create several similar assets?
Yes. Each asset simply needs its own unique Asset ID. Using a consistent naming convention makes similar equipment easier to organize.
What’s Next?
Once the asset exists, the normal preventive maintenance setup process is:
Create Asset → Create Task → Assign Task to Asset → Configure PM Schedule → Generate/Perform PM → Complete PM
Have a question about setting up assets in FaciliWorks Essentials? Add it below and let the community know what you’re trying to accomplish.