Create Equipment
You can manually add new equipment details to ELTON through a comprehensive form or import data from a CSV file using the Salesforce 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 product 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.
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 and this spreadsheet for the equipment information. The import option is available on the Equipment tab, by clicking on the Import button on the action bar. On Salesforce Data Import Wizard, remember to select Equipment on the Custom objects tab.
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.
Use mass clone to clone various equipment objects simultaneously. Besides, you can also clone their assignments. To mass clone equipment:
- On the Equipment tab, select the equipment you want to mass clone by checking the boxes next to them,
- Click the Mass Clone button on the action menu.
- On the Clone Equipment screen, you can change the description and equipment tag of the clone equipment. Also, if you want to preserve the assignment for the cloned equipment, check the Clone Equipment with Assignment.
- Click the Clone button to finish.
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