Transfer Assets Between Organizations

availability

Platform:	WebMobile
Plan Type:	BasicEssentialPremiumEnterprise
User Type:	RequesterFull UserAdministrator

note

Global asset transfers are not enabled by default. To enable them for your enterprise, contact your MaintainX representative.

The Global Asset Transfer feature allows Administrators to transfer assets from one organization to another. An Administrator initiates the transfer of an asset from their organization. An Administrator in the receiving organization completes the transfer and configures the asset for their organization.

Asset transfers streamline the process of transferring assets between organizations in the same enterprise, and provide greater flexibility in asset ownership.

For example, you have forklifts in all of your sites and you're in the process of closing one site. You might want to transfer forklifts, which are expensive assets, from the site you're closing to another site to effectively manage inventory supplies.

Requirements

To transfer an asset, make sure of the following:

• The sending and receiving organizations must be part of the same Global Organization in MaintainX (see About Global Organizations).
• You must be an Administrator who is part of an enterprise with multiple MaintainX organizations so you can transfer assets from one organization to another.

What Gets Transferred ?

When you transfer an asset, MaintainX transfers as much of its form-field data as possible. For example, the asset’s name and description.

This table highlights how MaintainX transfers other data and entities that can be linked to an asset.

Entity/Field	Transferred with Asset?	Notes
Assets and Sub-Assets		When you transfer an asset that has sub-assets, MaintainX also transfers the sub-assets to the receiving organization. The asset hierarchy remains intact. For more information, see About Asset Hierarchies
Custom Fields		When you transfer an asset that has custom fields, MaintainX transfers the data for any custom field that exists in both the sending and receiving organizations. For more information, see Customize Asset Fields.
Parts		Parts attached to an asset are transferred if they exist in both the sending and receiving organization, have the same name, and are linked via part sharing. For more information, see Share Parts Between Organizations.
Work Order History		When you transfer an asset, its work order history is kept with the asset. Administrators and Full Users can view the work order history to help track maintenance history and ongoing maintenance plans. For more information, see View an Asset's Work Order History.
Open and In-progress Work Orders		When you transfer an asset, any open or in-progress work orders are automatically canceled. Recurring work orders don't transfer to the new organization. They're canceled and included in the transferred history for reference. Administrators and Full Users can view the work order history to help track maintenance history and ongoing maintenance plans. They can't reopen or edit the canceled work orders. For more information, see About Work Orders.
Meters		When you transfer an asset, meter readings do not get transferred with the asset. Any meter automations or work order triggers have to be configured manually in the new organization. Meter integrations must be reconfigured. If you rely significantly on meters, work order triggers or an automation workflow for your assets, we recommend contacting a MaintainX representative to help you find the best solution for your organization. Global Asset Transfer may not be the best fit for your organization’s needs. For more information, see About Meters.
Procedures		When you transfer an asset, any procedures attached to the asset do not get transferred. For more information, see About Procedures.

Transfer an Asset

To transfer an asset:

In the organization you're transferring the asset from, do the following:

1. From the sidebar, select Assets.

2. Select the asset you want to transfer.

3. Select More Options, and select Transfer to Another Organization.

4. The Transfer Asset dialog opens, and displays a link to Open and In Progress work orders for the asset.

   • Select the link to see open and in-progress work orders. The work orders will be canceled when you transfer the asset.

5. Select the organization you want to transfer the asset to.

6. Select Transfer.

   • A confirmation notification appears, which includes the organization you're transferring the asset to, and the date of the transfer. It updates the status of the asset to Do Not Track. An email is sent to the Administrators of the receiving organization.

Complete the Asset Transfer

After an Administrator in the sending organization starts an asset transfer, the receiving organization's administrators receive an email notification that includes:

• The name of the asset.
• The organization the asset comes from.
• An option to complete the asset setup.

To complete the asset transfer:

1. Do one of the following:

   • Open the email and select Complete Asset Setup. The MaintainX application opens and displays the asset details.

   • In the receiving MaintainX organization, from the sidebar, select Assets.

     • Select the new available asset. A small dot appears next to the newly transferred asset.

2. On the selected transferred asset, in the Details pane, select Configure Asset.

3. The Configure Asset prompt appears. Enter the relevant information for the asset, such as its location or a team responsible for it.

4. Select Update to update the status the asset.

5. The Update Asset Status prompt appears. Select the status of the asset. This is mandatory.

   • If the asset has sub-assets linked to it, select the sub-assets for which you want to update the status.

6. Select Update status. If you don't update the status, it will be marked as Do Not Track.