Create Equipment
You can manually add new equipment details to ELTON or import data from a CSV file using Salesforce's Data Import Wizard.
- Click on the arrow down icon on the Equipment tab and click + New Equipment on the context menu. You can also create new equipment from the Equipment menu by clicking on New at the start of the right row.
- A New Equipment window will pop up asking you to provide the equipment information. It primarily requests detailed information about the equipment itself, with additional sections potentially focusing on specific contexts like its current status, location, and loan details. This is a list of the fields in the equipment object:
Field | Description |
|---|---|
Equipment Name | Equipment unique identifier that begins with the sequence EQ followed by a sequential number. It is automatically assigned and cannot be modified. |
Owner | Pre-filled with the equipment creator. This is the owner of the record in Salesforce. Not to be confused with the Assigned role. Ownership can be changed later. |
Description | Details about the equipment, its function, or purpose. ELTON automatically creates a short description from the first 50 characters. |
Active | Indicates whether the equipment is active or not. Inactive equipment cannot be loaned. |
Manufacturer | Brand or company that produced the equipment. |
Status | Use this picklist to indicate the equipment's current status: None, Ready, Needs Inspection, and In Repair. Values in this picklist can be customized or added to by a system administrator. It may be useful to turn on History Tracking on this field to track the status over time. |
Model | Specific model name or number of the equipment. |
Pull from Service | Date equipment will be taken out of service. This is the last expected date that this piece of equipment should be used. It is used for reporting purposes only. |
Warranty Expiry Date | Date when the equipment's warranty expires. |
Serial/Lot-no | Equipment serial or lot number. |
Equipment Type | Category or classification of the equipment. You can create equipment types directly from this window or the Equipment menu. |
Equipment Cost | Cost of the equipment. |
Inventory Location | Where the equipment is physically stored. |
Insurance | Indicates whether the equipment is covered by insurance. Β Enter or use the lookup button to select the insurance policy for this piece of equipment. You can create insurance directly from this window or the Insurance menu. |
Equipment Tag | Unique bar code of the equipment. If the AccountAbilty Mobile Scanner app scans a bar code that matches the value in the Equipment Tag field the mobile app will use the equipment tag to find the equipment. |
Equipment Pool | Check this box to track the total number of identical items you have (e.g., 100 power cords). This is useful when you don't need to track each item separately. The Quantity on Hand field represents the number of copies available on the master record and Quantity on Loan shows the quantity currently loaned. |
Collection Status | Indicates if the equipment is part of a specific collection or not. For collections of equipment, this defines whether a product is the primary or complement level N of a collection. Choose Not in Collection if not part of a collection, Master if a collection master, or Component if a collection component. |
Consumable | Equipment records that are marked as consumable are not expected to be returned. The use of consumable records is a separately licensed feature. Please contact us for pricing and to obtain a license. |
Collection Parent Equipment | For collections (groups) of equipment that move together, this field is a pointer to the parent equipment of this component. Link this equipment to another primary device. |
Quantity on Hand | The number of identical equipment units available for this equipment record. System Admins should set this to be a read-only field since it is updated using various other records. Since you may require the number to go negative for a short duration, we do not validate quantity to prevent negative numbers. |
Assigned Date | Date the equipment was last assigned. |
Loan Start Date | Start date of the loan period. |
Assigned / Loan Type | Indicates the type the equipment is assigned or loaned to a user, account, contact, or opportunity. |
Loan Estimated Return Date | Expected date for the equipment's return. |
Post Loan Completion Date | Date when loan processing is finalized. The equipment will be available the day after this date. |
Loan Quantity | Number of units loaned (if multiple). For equipment that uses Quantity On Hand, this is the quantity of the current loan. |
Assigned Tracking Number / Loan Tracking Number | Carrier tracking code that identifies the loan. |
Assigned Note / Loan Note | Optional notes related to the loan and assignment. |
3. To finish creation, click Save.
Alternatively, you can import equipment data from a CSV file using Salesforce Data Import Wizard. To this end, you will need to download the ELTON import template file:
- Download and open the ELTON import template .xlsx file.
Populate this spreadsheet with the equipment data you wish to load. Refrain from changing the column titles, as they will automatically map to the equipment columns if left alone. If you have added custom fields to the equipment object that you wish to load, you may add those columns into the spreadsheet to allow for the data loading of custom fields.
Note that the spreadsheet has float-over tips to assist with data compliance rules. Follow these rules to ensure that the data loads correctly.ο»ΏAfter filling the spreadsheet, save it as a CSV file.
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If you choose to use Equipment Types or Insurance, you should populate those objects prior to loading Equipment data. You may enter those records manually or use Data Import Wizard to load Equipment Types and Insurance.
For more information on how to map the data fields and run the import, check Salesforce's documentation on importing data with Data Import Wizard.
- Click the Next button.
You will be shown a data preview that will allow you to visually confirm that your data is going to be loaded into the correct fields. Equipment Name will be marked as Unmapped.
ο»ΏClick Next. You will be presented with an overview of the field mapping.
ο»Ώ- Review this page and click Previous to make any changes or click Start Import to finish. You will be directed to the Bulk Data Load Jobs page. This will show you the results of your data load. If there are failed records, click the View Result link to see the errors, resolve the indicated error, and reload your data.
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