Collections
Collections organize your assets and link people, locations, and categories to create meaningful connections across your resources. You can create, rename, or delete custom collections to keep your data structured, while standard collections remain protected from deletion. You can add custom fields to existing collections, create new collections, and create links between collections to establish new connections.
Collection types
Collections organize data to support workflows. Two types of collections are supported:
Dynamic collections support real-time tasks and manage active, task-oriented data that needs frequent updates. Dynamic collections adapt in real time, reflecting the latest information based on user actions and selections within the workflow. For example, a dynamic collection might track equipment assignments, where each item (laptop or phone) is assigned to a person and updated as it is checked out or returned. Similarly, users can manage inventory tracking, or maintenance schedules, ensuring they stay current as tasks progress.
Supporting collections don’t drive tasks but enable smooth workflows by storing the stable data on which dynamic collections rely. They include reference points like locations, client profiles, and room information, which dynamic collections reference to asset tracking. For example, an employee directory in a supporting collection helps users quickly assign resources to individuals by offering an easy selection list during the assignment.
Together, dynamic and supporting collections keep workflows efficient. Dynamic collections manage live tasks while supporting collections offer the background information essential for the assignment of assets. Users determine whether a collection is dynamic or supporting based on the collection's role in their workflow.
The following table describes collection types based on example workflows:
Equipment Assignment
Tracks the assignment status of items such as laptops and phones, updating as items are checked out or returned.
Lists employees, providing a reference for assigning equipment to individuals.
Maintenance Scheduling
Manages maintenance records for vehicles or machines, showing completed and upcoming service dates.
Provides details on locations, such as the buildings and rooms where maintenance activities may occur.
Standard collections
Every Asset Panda Pro module contains a starter set of collections for People, Locations, Categories, and Assets being tracked.
These collections cannot be deleted.
The Assets, People, and Location collections can be renamed based on your business needs.
Assets: This collection contains all tracked assets.
People: This collection can be used as an employee directory for the module. Users can assign assets that are pulled from this collection. Users can add whatever information they would like to capture about an employee. Eventually, the People collection will also combine employee records and users who have access to the module within one area.
Location: This collection is not required but is available. By using the text combination formula data type, users can combine the hierarchy of their locations into one table.
Categories: Categories is a customized collection that groups related assets and includes customizable fields that can be linked and filtered according to your needs. See Manage categories. This collection cannot be renamed or deleted.
Users can add custom fields to these collections, create new collections, and create links between collections.
Create a collection
There is no limit to the number of collections that you create within a module.
You can create a collection manually or you can import data to create a new collection. Before importing data, you must create a spreadsheet that includes the fields and records to include in the collection and then save the spreadsheet with the collection name as the file name.
Perform one of the following steps to display the module pane:
In the navigation pane, click the Account Switcher
and then select the appropriate account and module.Click to display the module pane.
To create a new collection manually:
Click Create and then select Collection. The New collection page is displayed.
Click Create under New empty collection.
Enter the Collection name.
Click Create. The collection is added to the module.
Add fields to the collection to gather record data. See Fields.
To create a new collection based on pre-configured data:
Click Create and then select Collection. The New collection page is displayed.
Click Import under Import from Excel. The Create Collection from Spreadsheet page is displayed.
Click Browse to select the spreadsheet to import. The collection will be named based on the selected file.
Click Create Collection. The collection is built with fields based on the spreadsheet data and displayed in the application.
To limit the records displayed, filter the collection.
To save the field and filter selection to a custom view, click Save view. See Saved views.
Create linked collections
You can create links between collections by pulling fields from other collections into the current collection. This enables you to support parent-child collection situations such as the following:
Room locations: Campus - Building - Room
Warehouse Inventory locations: Aisle - Shelf - Position - Box
Geographic locations: Country - Region - State - City
Create collections for each of the levels you want to support.
In the first child-level collection (for example, Buildings), click to add a new field.
Add fields from other collections to the collection.
When adding records to the collection, select values from the linked collection fields to build links between the records. For example, you can select the building associated with a room to link the building and its associated campus to the room.
Rename a collection
Perform one of the following steps to display the module pane:
In the navigation pane, click the Account Switcher
and then select the appropriate account and module.Click to display the module pane.
In the module pane, hover over the collection to rename, click
, and then select Edit. The Edit collection page is displayed.Enter the new Collection name and then click Save.
Edit a collection
In the navigation pane, select
Settings > Account Management. Expand the appropriate account and module, and then click Manage in the Collections tile. The list of collections is displayed.
To hide a collection from view, click Hide collection
in the collection row.To enable depreciation, select Depreciation. See Depreciation.
To enable reservations for collection records, select Reservations. See Reservations.
To edit the fields for the collection:
Click Fields. The Fields page is displayed.
Click Save layout.
Filter a collection
You can apply a filter to limit the records displayed for the collection.
Perform one of the following steps to display the module pane:
In the navigation pane, click the Account Switcher
and then select the appropriate account and module.Click to display the module pane.
Select the collection for which you want to filter records.
Click . The Filter by pane is displayed.
Select the Field name to filter the collection records.
Select the Operator to compare the field values.
Enter the Value to determine the records available to the collection field.
To specify multiple filter criteria, click Add more and then repeat steps 4-6.
If multiple conditions are specified, select an option to determine whether All or Any of the conditions must be met to enable the record to be displayed.
Click Apply.
Delete a collection
Deleting a collection permanently removes all data within it and cannot be undone.
Perform one of the following steps to display the module pane:
In the navigation pane, click the Account Switcher
and then select the appropriate account and module.Click to display the module pane.
Hover over the collection to rename, click
, and then select Delete. The Deleting collection page is displayed.Enter the name of collection to confirm its deletion.
Click Yes, Continue.
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