One way to streamline your work as a property manager is to set up a default asset Location, so that each time you add a new asset record this Location will appear.  Set it up to be as granular as you like.  For example: maybe you only want to default Site and Building on each asset instead of Site, Building, and Room; this way when you add assets you only have to add the Room number to the records.

This default can be set at the Personal Parameter Value level - so if your organization has 10 different property managers (Stewards) in 10 different locations, each person can set the system up to default their individual location.  To set the default, each personal should:

1.    Navigate to Admin > People > Enter Personal Parameter Values
2.    Hit the Find button on the toolbar
3.    Enter DLOCATION in the Code field
4.    Hit the Find button once more
5.    Pick the correct Category of asset, (Management, Agreement, etc.), and double click in the Value field below the words *Default location
6.    Enter the desired Location
7.    Hit the Save button to save the Location
8.    Hit the Save button to save the record
9.    You should now see that Location when adding a new asset

A clean and consistent Catalog is critical to successful property management.  It allows you to generate accurate reports and queries: How many items with the Official Name of ‘Laptop’ did our organization lose this year?  It allows your users to easily select correct Manufacturer/Model combinations: e.g. Do I select ‘Dell Inspiron 3500’ or ‘Dell 3500 Inspiron’?  (Or, Do I select ‘HP’ or ‘Hewlett Packard’?)

Just as you must apply sound business processes to the management of your assets themselves, you must also apply sound business processes to the creation and maintenance of your Catalog.  Consider the following practices to help get your Catalog on track to cleanliness:

1. Limit the number of Catalogers in your organization.  This allows you to maintain tight control over who can create and update Catalog records.
2. Draft a standard for creation of Catalog records.  You may want it to stipulate that:
1. Manufacturers, Models, and Model Names are all created using the Manufacturer’s website as a reference.  This way you can always reference the website should there be any question about the record. 
2. A query of the Catalog should be done before adding any new Catalog records, to ensure that the entry is not already there under a different combination.
3. Models should include both the Model Name and Number (e.g. Inspiron 3500).  This way you can query the Model field using either the number or the name or both, and you should get any entries with either criterion.  This is useful in determining if an item is already in the Catalog.  For example, if you query 3500 you’ll get any Catalog records with that number in the Model field - including both the entries Inspiron 3500 and 3500 Inspiron.  If you query only Inspiron you’ll get any Models classified as Inspiron - including both the entries Inspiron 3500 and 3500 Inspiron.  This gives your users the flexibility to search within the Catalog, and allows you to better determine if an item is already in the Catalog under a different name.
4. Federal Supply Classification (FSC) codes should be consistently assigned, based on the Defense Logistics Information Services’ definitions. FSCs help identify assets during the excess process.

3. Rigorously apply this standard to those people given access to the creation of Catalog records.
4. Once you have identified your naming convention, e.g. the Model’s name is followed by the Number, Inspiron 3500, not 3500 Inspiron, you will need to complete a couple more steps before your Catalog is ‘clean’
1. Identify any duplicate entries that exist in your Catalog and end-date the entry that does not follow the naming convention
2. Map any asset records that were assigned to an end-dated Catalog entry to the valid Catalog entry
3. Review active Catalog entries and update any that do not conform to the naming convention you have developed
5. Periodically review the Catalog records to ensure their accuracy.

The answer to this question depends on what the document is and how many assets the document relates to.  Consider the following scenarios to help you determine where to attach your documents:

Scenario	Where to attach?
You’ve purchased 100 units of a new Model and you’d like to attach a picture to every asset record associated with that Manufacturer/Model combination.	Attach the picture at the Catalog level – this will ensure that the same picture is automatically attached to any asset record given that Manufacturer/Model combination.
You need to attach a maintenance order to a particular asset record.	Attach to the asset record using the Comments/Pictures/Attachments button.  The attachment will be associated only with this asset and no others.
You need to attach a Purchase Order document to multiple assets.	Attach within the Document fields on an asset record. (Be sure that you select “Internal” as your storage type – if “External” is selected you cannot attach anything.) When attaching, be sure to enter a document Identifier (e.g. the PO Number).  This Identifier can then be applied to multiple assets. Use the Change Inventory Asset Information screen to attach the document to multiple asset records. You can then use the Document Search function to search for that document, which will then bring up each asset record associated with that document.  (Note: For Document Search to work properly your Sunflower Database Administrator must periodically refresh the Text Indexes in the Sunflower database.)

Whenever you come across a field with a list of values, (three dots on the right side of the field), try typing the first three or four characters and tabbing rather than opening the list with your mouse.  If there are several selections within that list that begin with those characters, the list will open and you’ll see only the selections that begin with those characters – thus narrowing the possible number of selections you’ll need to scroll through.  If there is only one selection in that list beginning with those characters, the field will be populated with that selection and your cursor will move to the next field.

Continuing with the theme saving time by using your keyboard instead of your mouse, use the shortcut keys to enter and execute queries.  To bring a screen into Query mode, simply hit the F7 key on your keyboard.  Once you’ve completed entering your search parameters, hit the F8 key to execute the query.

If you’re not maximizing your screen, you may be cutting off vital information shown on Sunflower’s Status Bar, located at the bottom-left of every Sunflower screen.  Depending upon what you’re doing with that record at a given time, the Status Bar contains:

• An explanation about what field your cursor is in
• Verification that you successfully saved a record
• Error messages
•  Verification that you are currently in Query mode (many of Sunflower’s screens open in Query mode, so this is a big one)

To maximize, just click on the middle Maximize button at the top-right of your screen.