Portfolios

Overview

A Portfolio is the hierarchy of physical assets and locations your documents relate to, for example a campus, a building, a floor, or a plant unit. Where the repository files documents by their metadata, Portfolios organises the real-world things those documents describe, so you can start from an asset and reach its documents rather than the other way round.

The levels of the hierarchy, and the extra fields captured at each one, are defined by your administrator. This page covers working with the asset records themselves.

Select Portfolios in the main menu to open the area.

The Portfolios List

The area opens on every top-level asset you have access to. Two view modes sit at the top-right of the heading, identified by their tooltips.

Your choice of view mode is remembered, and applies to the child locations listed inside an asset as well as to this list.

Until any assets exist, the area shows "You don't have any assets yet." with an Add asset button beneath it.

Grid View

Each card carries the asset's image, its name, and its description, followed by its preview tags as green pills. Preview tags are the custom fields your administrator marked for display, so what appears varies by level.

Below the tags, a card lists up to four shortcut links. Selecting one opens the repository filtered to the documents that relate to this asset, covered under Shortcuts below. Select Details at the foot of a card to open the asset.

Table View

The table lists one asset per row with the following columns.

Select a row to open that asset.

Finding an Asset

The search field above the list, placeholder "Search facilities…", finds an asset without browsing to it. Results appear as you type, from the first character.

The search matches an asset's name, number, external ID, and path key, and ranks the results so that an exact match on the number, external ID, or path key comes first, then anything starting with what you entered, then the rest. Each result shows the asset's name alongside whichever of those identifiers it holds. Where nothing matches, the list reads "No facilities match" followed by your search.

The same search field appears on an individual asset's page, so you can jump elsewhere in the hierarchy without returning to the list.

Opening an Asset

An asset's page is headed with its name and opens on its details.

A breadcrumb trail beneath the heading shows where the asset sits in the hierarchy, starting at the top level and ending at the asset you are viewing. Select any step to move to it, or the ".." entry to move up one level.

Details

The details panel shows the asset's image, or a placeholder icon where none has been uploaded, alongside these fields:

• Address, shown only where both address lines are recorded.
• Number
• External ID
• Path Key
• Any custom fields defined for the asset's level, each under its own label. A field holding several values shows them as separate badges.

The Description follows underneath.

Child Locations

Child Locations lists the assets that sit directly beneath this one, with a count in its heading. The list uses the same grid and table views as the main list, so a building's page lists its floors as cards or as rows.

Select New beside the heading to create a child asset beneath the one you are viewing. This requires the Create Facility access right.

Shortcuts

Shortcuts lists the saved, tag-based views your administrator configured for this asset's level. Selecting one opens the repository, filtered to the documents whose tag value matches this asset's name, which is how you get from an asset to its documents in one step.

Your administrator configures each shortcut and attaches it to a level, so an asset with no shortcuts against its level shows nothing here.

Attachments

Attachments lists the files held against the asset, with a count in its heading, each shown as a thumbnail. Drag a file onto the page to add it. Attachments belong to the asset record itself and are not controlled documents, so they carry no version history, tags, or workflow.

Creating an Asset

Select Create Asset in the Action Pane to open the Create an Asset form. This requires the Create Facility access right; without it the button does not appear.

Complete the form, then save it.

The form also carries a field for each custom tag defined against the level you chose, which changes as you change the level.

Editing an Asset

Select Edit in the Action Pane of an asset's page to turn the details panel into a form carrying the same fields as the create form, minus the level. Select Ok to save your changes, or Cancel to discard them. Editing requires the Create Facility access right.

Deleting an Asset

Delete Facility appears in the Action Pane for administrators only. Selecting it opens a confirmation dialog headed "Delete facility", asking "Are you sure you wish to delete this facility?". Confirm to remove the asset, and Lunr reports "Successfully removed facility."

An asset that has been archived rather than deleted shows "Facility archived." in place of its details.