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Manage assets

Overview


Manage & search your assets easily with categories and tags without any extra hierarchy. Categories give you the possibility to define visibility by colors and user groups - only users who have the permissions will see assets in that category. Tags, on the other hand, are visible for all and you can add as many tags to assets as you want - it's easy to search a specific asset with tags.



Search


You can search and filter the assets according to categories, tags, locations or name using the Search & filters section in the asset panel. With tags you can choose if you want the search results to match ALL or ANY of the selected tags. You can change this setting by clicking on the blue circle in front of the Tag search field. Closing the panel from the eye icon leaves the assets on the map, and closing from the X hides the assets.



Attachments


You can add attachments to your assets either by adding them via your device or taking screenshots from GISGRO. You can also attach folders in addition to individual files!


Available actions for attachments:


  • Preview (only available for image and PDF files)
  • Download
  • Rename
  • Cut to clipboard
  • Archive
  • Archived attachments are not visible when opening attachments, instead you can access them by selecting Show archived. You can always unarchive attachments, so they will be
    immediately visible.
  • With archiving, you can make sure that everyone will see the latest and up-to-date attachments first, without a need to delete the old ones.
  • Delete



Attach folders


You can add folders including their content as attachment and if the folder has subfolders those will also be created. Just choose the Attach a folder action and select a folder from your device.


If the folder you are attaching doesn't have any files in it it won't get added


Add folders


You can organise attachments by creating folders. Click on the Add folder button in the Attachments tab and give the folder a name. You can also add subfolders by adding a new folder while having one open! Add an attachment straight to the folder by opening the folder and then clicking on the Add attachment button. You can also relocate an already existing attachment by selecting the Cut to clipboard action via the menu button and then open a folder of your choosing and click on the Paste from clipborad to current folder button. Note that you can't delete folders with attachments!


User needs the Edit permission to be able to add folders



Categories


Categories are used for grouping assets. Category configuration (in the Organisation settings) affects how the assets are shown on the map; you can define for example the color or visibility of the marker. You can filter assets’ visibility to different user groups via Access Rights. Read more about managing access rights here.


By default, the new asset categories are visible to users who have permission to Assets and the Include new categories option selected. If the user group has permission to a category, all assets within that category will be visible to that user group and depending on the type of the permission, they may also be able to edit, add and delete those assets.


Only users who have permission to Categories (under Organisation settings) can access Categories’ settings and edit, delete and create new.




Tags


With tags, you can easily (and without hierarchy) group & search your assets by their features. You can choose tags for the asset in the asset panel’s Tag section from the drop-down menu.



You can add and edit your tags via Organisation settings, if you have permission to Asset tags.


You can group your tags by color.




Reminders


With reminders you can remind yourself or a user group of important events or actions related to assets. Choose an asset and set a reminder via the Reminders tab by cliking the + button. You can add the reminder for yourself or choose a user group as recipient from the drop down menu. Write a message and select date and time to add the reminder. You can choose the Remind also with email option if you want an email to go out in additon to a notification in GISGRO once the time is up. The added reminder will appear under Upcoming reminders of the asset. Reminders become active when the set time comes up and can then be viewed on the Dashboard. When you click on the active reminder on the dashboard it opens the asset that it’s related to. You can set an active reminder to be done by clicking the blue bell icon or delete it from the trash can icon.


If you select a user group as recipient of the reminder you can also choose if you want all the users in the group to set the reminder as noticed before it disappears.


Updated on: 04/02/2025

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