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BDR: How to send the monthly asset report

It is a contractual requirement to provide the Client with a monthly Asset report.

 

TIP

Confirm that the status of each asset accurately reflects its real-world location and condition. For example, verify that any iPad marked as ‘In Transit’ is genuinely in transit.

Export the Report

A reminder will be sent in the #bdr-channel in slack. Alternatively, go to BDR Monthly Asset Report.

  1. Click the link. 
  2. At the top right of the report, click the Actions dropdown menu, then select Export.
  3. In the dialog box, click Export.
  4. Once the export is processed, HubSpot will send a download link to your email.
  5. Click Download
  6. Open the .zip folder and extract the data.

Prepare the Data

  1. Open the file labelled "hubspot-export-summary"
  2. Highlight the headings
    1. Select the heading cells
    2. In the Home tab, under Styles, select Heading 4

  3. From the Status column, remove "Asset State"

    1. Press Ctrl + F
    2. Click 'Replace' tab
    3. Enter "(Asset State)" in the field labelled Find what:
    4. Click Replace All
  4. Save the file.
  5. Rename the file to "BDR Asset Report"

You can also use this Device Report Template which contains a 'KEY' and auto summarises the data.

Email the Report to the Client

  1. Go to your Conversations inbox and select the BDR inbox.
  2. Click Compose (1) to create a new email.
  3. Click Templates (2) and select "BDR Monthly Asset Report" from the list.
  4. Attach the recently exported and prepared asset report file.
    1. Click the paperclip icon (3)
    2. Select Upload File
  1. Enter the appropriate recipient email address(es).
    1. To: bdr@lgirs.wa.gov.au (5)
    2. From: projects@scantek.com.au (support email is also fine, but Cc the Projects team)
  2. Double-check for accuracy, completeness, and professionalism.
  3. Click Send (7).

 

Store the Device Report

It's always handy to have a local copy stored for reference when required.

  1. In G Drive, go to Shared drives > Select 6 - Projects (OneDrive) > 01 LGIRS (WA Gov) - BDR > 12 Reporting > BDR SLA Reporting > Hubspot - Monthly > Device Reports - Monthly

If you don't have access, drop it in this folder.