Keeping Asset Details Current and Why It's Important

Overview

Keeping Asset Details current in Perspio is essential for accurate operations, reporting, workflows, servicing, and notifications. Asset Details are often used across the platform to identify assets, route alerts, populate workflow messages, and support downstream reporting.

This article explains:

• Why Asset Details must be maintained.

• Which fields are commonly used across Perspio.

• How to update Asset Details safely.

• What to do when Asset Details are sourced from an ERP integration (in this case, update the ERP, not Perspio).

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Why keeping Asset Details current is important

Accurate Asset Details improve the reliability of several Perspio functions:

1) Workflow notifications and escalation

Workflows often use Asset Details to:

• Identify the asset in Email/SMS alerts.

• Route notifications to asset contacts (e.g., Contact Email / Contact Phone).

• Include customer asset IDs, registration, or branch information in messages.

If Asset Details are outdated, alerts may:

• Go to the wrong person.

• Contain incorrect asset identifiers.

• Cause delays in response.

2) Reporting and dashboards

Asset Details are commonly used in:

• Filters.

• Groupings.

• Labels.

• Exports.

If records are inconsistent or outdated, reports can become difficult to trust.

3) Servicing and reminders

Servicing workflows and reminders may depend on:

• Asset Ownership.

• Location/Site.

• Operational Status.

• Service Contact Details.

• Customer References.

Stale details can lead to missed servicing actions or incorrect assignments.

4) Integration consistency

Perspio may display asset data sourced from external systems (ERP, fleet systems, maintenance systems). Maintaining the correct source of truth prevents data conflicts and constant rework.

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Important: Some Asset Details are ERP-managed

In many deployments, Asset Details are synchronised from an ERP integration (for example, a rental/ERP platform or Asset Master System).

What this means

If a field is sourced from the ERP:

• it should be updated in the ERP, not in Perspio.

• Perspio indicates in each field when and who (user/integration) updated the information.

• Perspio allows temporary edits, but the next sync will overwrite the value from ERP.

Rule of thumb

• If the field is ERP-synchronised, update it in the ERP

• If the field is Perspio-managed, update it in Perspio

This avoids “why did my change revert?” issues.

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Before you start

Before updating Asset Details, confirm:

• You have permission to view/edit assets in the Assets module

• You know whether the field is:

  • Perspio-managed (safe to edit in Perspio), or

  • ERP-managed (must be edited in ERP)

• You know which asset record you are updating (use a stable identifier such as Asset Name, Serial No., Registration, Customer Asset ID, or Perspio ID)

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Where to find Asset Details

Asset Details are accessed from the Assets module.

Standard navigation flow

1. Open Assets from the left navigation.

2. Use search/filter to find the asset.

3. Open the asset record.

4. Go to the Asset Details section.

5. Edit fields (if permitted).

6. Save changes.

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Which Asset Details should be kept current

The exact fields vary by tenant, but the following are commonly important:

Asset identity fields

• Asset Name.

• Customer Asset ID.

• Perspio ID (system-generated, usually read-only).

• Registration / Rego.

• VIN / Serial Number.

Why important: These are used in searches, reports, and workflow notifications.

Ownership and operational fields (usually updated through ERP)

• Customer / Account.

• Site / Branch / Depot.

• Asset Type / Category.

• Operational Status (if manually maintained).

Why important: These drive scope, filtering, and routing.

Contact fields

• Contact Name.

• Contact Email.

• Contact Phone.

Why important: Workflows can use these fields to send notifications dynamically, without hardcoded recipients.

Reminder / servicing support fields

• Service due dates.

• Reminder dates.

• Rego expiry.

• Compliance-related dates.

Why important: These support workflows, reminders, and servicing operations.

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How to update Asset Details in Perspio (Perspio-managed fields)

Step 1 – Open the asset record

Go to Assets, search for the asset, and open it.

Step 2 – Go to Asset Details

Open the Asset Details section/tab.

Step 3 – Enter Edit mode

Select Edit (if required by your tenant UI).

Step 4 – Update the required fields

Enter or correct values in the relevant fields.

Common field control types

• Text fields – free text (e.g., Asset Name, Customer Asset ID).

• Dropdowns – select from a predefined list (e.g., status, type, branch).

• Date pickers – select dates for expiry/reminder/service fields.

• Number fields – numeric-only values.

• Toggles – on/off settings (where applicable).

Step 5 – Save

Select Save.

Step 6 – Verify

Re-open or refresh the record and confirm the value persisted.

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How to handle ERP-synchronised Asset Details

How to identify ERP-managed fields

Indicators may include:

• Field indicates when and who updated the information.

• A field is labelled/inferred as integration-sourced.

• You edit it, but it reverts after sync.

• The tenant has a known ERP integration managing asset master data.

Correct process for ERP-managed fields

1. Identify the field that needs to change (e.g., Contact Email, Asset Name, Rego, Site).

2. Update the field in the ERP System.

3. Allow the integration sync to run (timing depends on your setup).

4. Verify the updated value appears in Perspio.

Important Warning: Do not repeatedly “fix” an ERP-managed field in Perspio if the ERP still holds the old value. The ERP will overwrite it on the next sync.

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Recommended data ownership model (best practice)

To avoid confusion, define a clear ownership rule for each field:

ERP-owned fields (update in ERP)

Usually:

• Customer/Account ownership.

• Asset Master Identifiers.

• Branch/Site Allocations.

• Contract-linked References.

Perspio-owned fields (update in Perspio)

Usually:

• Perspio-only operational fields.

• Workflow support fields not present in ERP.

• Local tags/labels (if configured).

• Tenant-specific metadata fields.

Your exact ownership model depends on how your tenant is configured. If unsure, confirm with your implementation/admin team.

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Common issues and troubleshooting

“I changed the field in Perspio but it changed back”

Cause: The field is likely ERP-managed and was overwritten by the next sync.
Fix: Update the field in the ERP, then verify it syncs into Perspio.

“The field is greyed out / I can’t edit it”

Cause: One of the following:

• Field is read-only/system-managed.

• Field is ERP-managed.

• Your user role lacks edit permission.

Fix: Confirm field ownership and user permissions.

“Workflow emails are going to the wrong person”

Cause: Asset contact details are outdated (or sourced from ERP and not updated there).
Fix: Update the contact details in the correct source system (ERP or Perspio), then test the workflow again.

“The report/export shows incorrect asset names or IDs”

Cause: Asset Details are outdated or inconsistent across systems.
Fix: Correct the source-of-truth record and allow sync/refresh.

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Operational recommendations

• Review critical Asset Details regularly (especially contact fields and identifiers).

• Use a naming standard for Asset Name and Customer Asset ID.

• Document which fields are ERP-managed vs Perspio-managed.

• Before troubleshooting workflows, verify Asset Details first.

• For integrated tenants, train users to update the ERP first when the field is ERP-owned.

• For support on ERP Integrations, please contact our Support Team.