Assets Handover

[cchody31]

Using Assets to track procurement, delivery, receipt, shake-out, installation, and commissioning, and using the References is great to have all forms, issues, and documents in one spot, but the inability to export an asset BY the asset and retain all the references is a major issue.

This is a huge duplication of work as a separate folder will need to be created and maintained outside of Assets to pull all related documents into Files so you can export it as an as-built.

Handover is not an option for this in Assets as it exports all references into folders that have no flow and require admin work to create a structure that makes sense.

It would be good if either Handover or As-Builts can export from the Assets module and is smart enough to retain all references into one single folder for Bridge or download to the end-user.

Hard to sell Assets as a single-source of truth if you have to maintain records outside of it as well in order to keep all information intact.

[buildintel]

 @cchody31 
You're looking for an export mechanism that would create a a structured pdf or a structured folder depending with the associations within each asset?

BI

[david_millsSJVYJ]

I want to provide my support for this but also provide some additional feedback without making another idea.

Problem:

You cannot export all Assets with their given references in a structured format. Administrative work can be in the hundreds of hours to rename files/folders and organize in a format for a given project and every project is unique. Some owners use ACC/Forma, Procore, or other platforms. The

Suggestion:

When exporting Assets, every Asset should have it's own folder with subfolders for each product/tool within Forma. A folder structure is below assuming you have Asset Categories/Subcategories.

Example Folder and File Structure. Anything with a \ at the end represents a folder.

1. Mechanical\
   1. RTU\
      1. RTU-1\
         1. RTU-1 Asset Detail.pdf
         2. References\
            1. Photos\
               1. Photo 1.jpg
               2. Photo 2.jpg (etc...)
            2. RFIs\
            3. Issues\
            4. Forms\
               1. Form 1.pdf
               2. Form 2.pdf (etc...)
            5. Etc...\
      2. RTU-2\
      3. Etc..\

This idea still has a few issues with it and needs to be planned a bit more but I'm open to feedback by Autodesk and the Community.

• Problem: Assets can have the same name within Forma. You can't have folders with the same name within Windows.
  • Possible Solution: Add an 'asset number' similar to forms numbers. This is just an arbitrary number. GUID is available but is 32 characters long..
• Problem: There may be the same reference (such as an RFI) within different Assets
  • Possible Solution: Keep it this way. An RFI can impact several Assets. If the RFI is referenced in 5 Assets, then there should an RFI.pdf in each of the asset folders
• Problem: Duplicate PDF File Names in a given tool subfolder.
  
  • Possible Solution: Use ID and Name for a given PDF. For example for forms, it should be FORM_NUMBER - FORM_NAME
  • This may have to be configured/discussed on a tool-by-tool basis.
• Problem: If a Form is attached to a Asset and an issue is opened on the Form, I'm not sure if this issue is also referenced in the Asset.
  • Possible Solution: Photos, Issues, etc. that are created from a Form referenced in an Asset should also be organized in the folder structure above.

[rbaird9C5LA]

Could not agree more, we have tracked all of our QAQC for a project, creating thousands of forms that are all assigned to assets that now have to be double handled and re-named in order to export to the owner for project turnover.

[buildintel]

@rbaird9C5LA @rbaird9C5LA @cchody31,

All your notes are logical. And no you shouldnt have to spend hundreds or more manual manager hours in admin tasks. All that you've requested is available through integrations.
Texting you privately to share more info how we've achieved this type of integrations.

Some of what you're asking is already available
BI

[cchody31]

Appreciate all the replies here... I have suggested that each Asset should have an individual folder in FILES to allow for the Handover to work more efficiently...  I'd like to have Assets do this work as a part of the Forma Build application, not by an API or an integration that needs to be paid for and managed outside of the system.

In my opinion, if Assets can export in some way already in the Handover module, then Forma simply needs to figure a way to do it without having a giant table of contents list as it seems just horribly inefficient to give this type of deliverable to a client/owner/stakeholder.

It seems the system WANTS to do it, but just has not gotten over the hump yet, likely because no one has asked for it!!!

[david_millsSJVYJ]

@cchody31 Yes, an individual folder in Files for each asset would be ideal. That way Bridge or even third party syncing platforms can sync to that 'Folder'.