How to Change Asset Types for Accurate Data Management
đ„ Video Walkthrough: A video guide accompanies this article â watch it here.
Overview
Over time, assets may be upgraded or modified, meaning the tests, inspections, and asset type originally assigned may no longer be appropriate. Changing an asset's type â rather than creating a new asset â keeps your records accurate, avoids task duplication, and conserves licences.
When Should You Change an Asset Type?
Change an asset type when:
An asset has been physically upgraded and now requires a different set of tasks or inspections (e.g. a standard hot water outlet upgraded with a Thermostatic Mixing Valve (TMV))
The current asset type no longer reflects what is installed or in use
You want to avoid duplicating tasks that are shared between the old and new asset types
Example: A hot water outlet upgraded with a TMV will require additional tasks, but it also retains the tasks previously applied to the outlet (e.g. outlet temperature checks). Changing the asset type from Hot Water Outlet to TMV is more efficient than adding a separate asset and managing overlapping tasks.
Why Change the Asset Type Instead of Adding a New Asset?
Change Asset Type | Add a New Asset | |
Licences used | 1 | 2 |
Historical data | Retained and accessible | Split across assets |
Task duplication | Avoided | Risk of duplication |
Record continuity | Maintained | Requires manual linking |
Changing the asset type is the cost-effective and data-efficient approach to keeping records aligned with current requirements.
What Happens to the Data?
When an asset type is changed:
The old and new asset types are linked within the system
Data from both the previous and updated asset will remain accessible, even though it will not appear in a single combined list
No historical records are lost
Steps to Change an Asset Type
Before you begin: Ensure you have the appropriate permissions to edit asset records in the system.
Locate the asset you want to update using search or your asset list.
Open the asset record and review the current asset type and associated tasks.
Confirm the change is appropriate â verify that the new asset type includes all required tasks for the upgraded asset.
Select the option to change the asset type from the asset record settings.
Choose the new asset type from the available list.
Save the changes and confirm when prompted.
Verify the update â check that the new asset type is correctly assigned and that linked tasks and inspections reflect the change.
Things to Keep in Mind
Data visibility: Historical data from the original asset type will not appear in the same list as data from the new type, but both remain accessible via the linked records.
Licence efficiency: Only one licence is consumed when changing an asset type, compared to two if you deactivate the old asset and create a new one.
Task review: After changing the asset type, review all associated tasks to ensure nothing has been missed or duplicated.