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Excel Add-in - Assets Ribbon

The Excel Add-in offers a powerful solution that allows users to review asset registration data, make updates to assets and submit the changes directly to Mobil Serv. Updates are validated to ensure changes are valid prior to submitting them to Mobil Serv. The Excel Add-in makes mass updates and cleanup projects easy and efficient.

Get Assets

Users can import existing asset registration data directly from Mobil Serv into an excel file for easy viewing and updating. Note: View + Sample users will only see “Get Assets” function to view a list of their registered assets (no editing capability).

  1. Click Get Assets.
    1. This will add a new sheet to the Excel File.
  2. Required: From the drop-down menus, select an account.
  3. Optional: Search by keyword in the search bar.
  4. Click Get Data.

To manipulate the data with other Excel functions you must copy and paste your data to a new sheet. Additional Excel functions are not available in the LIVE Add-In sheet.

The asset search in the Excel add-in.


Add Assets

Users can create new assets using the Excel Add in

  1. Click Add Assets.
  2. This will add a new sheet to the Excel File.
  3. Select a business line then click Get Asset Classes.
  4. Select the desired asset classes then select the >> icon.
  5. Click Create.
  6. Fill in Data for the new assets.

Selecting the asset class of the asset you'd like to create.


Submitting Assets

Users can validate and submit new and updated assets directly into Mobil Serv using the Excel Add in. This can only be done on a sheet by sheet basis.

  1. Import or create new assets using the steps above.
  2. Make changes to the assets.
  3. Select Validate.
    1. If a row fails validation it will appear red and the specific cell will be bold.
      A row that failed validation and the error message explaining the validation failure.
    2. If a row passes validation it will appear blue.
      Rows that have successfully passed validation.
  4. Click Submit to upload changes into Mobil Serv.
    Validate and Submit options in the Excel add-in.

Note

Validation within the excel sheet is for the structure of fields and validity of the lists. Upon submitting the changes additional validations are conducted for uniqueness. 

Asset Tips

Access: Users ability to edit/submit assets is govern by Mobil Serv role profile.

Search: Requires an Account or Asset to be selected - list limited to your assigned accounts/assets.

Validate: Improve result interpretation - click validate to verify existing asset attributes are aligned.

Edit Assets: List of values – Double click the cell to view the respective list of values (e.g. Lubricants, Manufacturer). List of values displayed are directly from the Mobil Serv database.

Edit Assets: Manufacturer/Model – You must select “NOT LISTED” if desired value is not listed, then enter actual value in the Alt. Manufacturer / Model column (similar to online registration).

Edit Assets: Lubricant – You must select a valid “Third Party…” lubricant and then list the actual value in the Alternate Lubricant column. (similar to online registration).

Edit Assets: Deleting an asset row in Excel does not delete, nor update, the asset registration within Mobil Serv database. User may ‘Inactivate’ the asset and Submit – no deleting. – So, you can delete asset rows in Excel to simplify your workspace with no impact to the actual data in Mobil Serv.

Edit Assets: Data entered for an asset attribute not assigned to that Asset Class will be auto-deleted (e.g. entering Model Year (engine attribute) on a Circulating System asset.

Move Asset: To move an asset, simply change the “AccountName” and “Submit”.

Copy/Add Asset: If creating a new add asset from an existing record displayed in Excel - Ensure you clear the InternalSystemID (column A) and AssetID (column B) – Mobil Serv will assign the AssetID once Submitted.

Add Assets: Account must exist in Mobil Serv before creating assets in Excel (Excel requires an account to create assets).

Add Assets: User can ‘add’ new assets to a worksheet as long as the asset class is displayed on the respective worksheet (row 1).If not, use Add Asset function.

Submit: User must remain online to submit changes/updates.

Submit: After clicking “Submit” only the blue highlighted changed rows are submitted to Mobil Serv, once successfully submitted Mobil Serv will display the updates (remember to refresh your screen).

Security Rights Required

Access Excel Add In; Access Excel Assets Group; Can Submit Asset from Excel


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