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.
• To make asset transfers available in their sub-organizations, Global Leaders must toggle the feature on in their Global Organization settings.
  • From the sidebar, select Settings > Features, then navigate to the Assets section. Select Set Preferences and, in the Assets preferences, toggle Asset Transfer on.

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.
Manufacturer and Model		When you transfer an asset with its manufacturer and model details, this information moves with it to the receiving organization. For more information about these fields, see Asset Form Fields.
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, Open, In-Progress, and On-Hold work orders are closed in the sending organization and recreated in the receiving one. Recurrence settings are preserved, stopping the series in the sending organization and restarting it in the receiving organization. The closed work orders remain in the asset’s 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. There are a few limitations to keep in mind. For more information, see Open and Recurring Work Order Limitations and How Work Order Fields Transfer When an Asset Moves to Another Organization.
Procedures		When you transfer an asset with active work orders that include procedures, MaintainX copies the following kinds of procedures into the receiving organization as one-off procedures that can't be shared or reused. Local procedures. One-off procedures. Global procedures that don't exist in the receiving organization. Global procedures that exist in both the sending and receiving organizations remain attached to the work order instead of being converted. For more information, see About Procedures.
Meters and Automations		When you transfer an asset, meter readings are 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. You can choose to skip the configuration of the automation and come back to it at a later time. If you go through the asset configuration flow and have any automations marked as skipped or left unconfigured before selecting Finish Asset Configuration, MaintainX will remove those automations. For details, see Complete the Asset Transfer. When an automation creates a work order using a local procedure, during the transfer, MaintainX converts the procedure into a global procedure and automatically publishes it to both the sending and receiving organizations. When an automation creates a work order using a work order template, MaintainX transfers it as a Create Work Order (create from blank) action. MaintainX carries over all information, including overrides, but does not transfer the work order template itself. For more information, see Create an Automation.

Open and Recurring Work Order Limitations

When you transfer an asset that has active work orders (open, in-progress, or on-hold), there are a few limitations to be aware of:

• When an asset with active work orders is transferred, some information may not carry over. For example, procedure step values and comments are not transferred.
• Assets with more than 10 open work orders cannot be transferred. You’ll be prompted to review and close active work orders until the total is below the limit.
• Assets with sub–work orders cannot be transferred. You’ll be prompted to review and unlink the sub–work orders before proceeding.
• Only open and recurring work orders are copied. Closed or completed work orders are saved as snapshots and included in the asset’s history in the receiving organization.

Meter and Automation Limitations

When you transfer an asset with meters and automations, there are limitations you need to be aware of:

• Automated meters connected to OT data (such as MQTT or Ignition) are not transferred. Only manual meters and automated meters connected through the REST API are supported.
• For manual and automated meters connected through the REST API, MaintainX transfers only the most recent reading. Historical readings remain in the source organization.
• If your asset is linked to a preventive maintenance plan, the transfer will be blocked. For more information, see About Maintenance Plans.
• For automations with multiple triggers, MaintainX transfers only the triggers linked to assets or meters in scope. It removes those triggers from the source automation, and it cannot be undone. It archives the source automation only if all triggers are transferred.
• For the Send Email action for automations, MaintainX matches teams by name, removes user recipients, and preserves external email addresses.
• When transferring assets back to the original organization, MaintainX restores meters instead of recreating them, preserving historical readings, configurations, and references. It's important to note that MaintainX does not combine readings across organizations. If you transfer an asset back to its original organization, gaps may appear in the reading history.

How Work Order Fields Transfer When an Asset Moves to Another Organization

When you transfer an asset to another organization, MaintainX attempts to match and copy related work order fields to preserve continuity. The following rules determine how these work order fields are handled during the transfer:

Field	Transfer Behavior
Vendors	Transfers only if the vendor name has an exact match in the receiving organization.
Categories	Transfers only if the category label has an exact match in the receiving organization.
Custom Fields	Transfers only if the field name matches, the field type matches, and all predefined values match between organizations.
Parts (Including Locations)	Links the part if the name matches. If the part location also matches and exists for that part, it transfers; if not, the location defaults to General.
Assignees	Team assignments transfer automatically when a matching team name exists in the receiving organization. User assignments are cleared, and the field is blank.
Meters	Transfer only if the Meters module is enabled in the sending and receiving organization. Transferred meters are automatically re-linked: procedure steps and recurrence rules on related time- or meter-based work orders update to reference the meter in the receiving organization. If a procedure references a meter outside the transfer scope (for example, on an asset that isn't included in the transfer), MaintainX flags the work order during the configuration flow, and you must reconfigure it manually. Custom asset statuses are matched by label when transferring assets between organizations.
Automations	Transfer only if the Automations module is enabled in the sending and receiving organizations.

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 newly transferred asset. In the Table view, a small dot appears next to it. In the List view, you’ll find it in the Pending configuration section.

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.