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Proteus MMX Training Manual - Assets


[NOTE: To view Table of Contents and Module Exercises, see the File Attachments section.]


1. Overview

The Assets Menu is used to record and maintain all equipment/asset data. Assets and Equipment are referred to interchangeably. An asset or piece of equipment is anything which needs periodic maintenance such as fans, chillers, CNC machine forklifts, buildings, grounds, or vehicles. A user with appropriate rights can update physical location or operating status of equipment. Assets can have a Bill of Materials which is a list of parts typically used in its maintenance. There is no limit to the number or types of assets that the system can accommodate. Asset records contain details about the asset, and at the bottom of these details, the user will find related details about the asset/equipment. 

Every asset is identified by a unique Asset Number or Equipment Number designation; this is the record key.

If there is no asset database that can be converted to a Proteus MMX database, each asset must be manually entered into Assets.  Enter the Asset information into the data entry fields on the screen (see the Entering Data section below). The alternative and easier method to enter large amounts of asset information are the use of the Eagle Proteus MMX import utility spreadsheet.

2. Asset Record List View

The Asset List View is the first screen that appears when you enter the Assets menu. It displays a list of all the Assets entered into Proteus MMX. The fields listed in the Record Navigator are:

Asset Number                  Daily Runtime                                                             

Asset Tag                         Capacity Rating         

Warranty Date                 Original Cost                

Runtime Units                  Status                       

Manufacturer                   Category

Asset Name                      Installation Date 

Serial Number                  Current Runtime                          

       Asset Tag                         Weight

       Description                      Model   

 There are user fields which when implemented will display as well. All the fields displayed in the list view can be filtered using the filters which have been described in the general overview training.

 Specific tasks that can be executed from the Record Navigator Screen for Assets include: Change Location, Change Status, Issue Work Order and Update Asset Runtime.

3. Change Location

Using the location tree that has been previously set up, users can move assets/equipment to another physical location.  

Note:  If assets are not assigned a specific physical location, they will be tied to the Facility.

4. Change Status

An asset can be taken out of service so that no associate work orders will be automatically activated against it. This is done by selecting a specific asset to be taken out of service and selecting the Change Status icon 

The user is then prompted to put in a comment to put in a comment as to why the asset/equipment status is being changed.

If an asset is "Out of Service," future PM work orders will not activate until the asset is put back into service. If an asset is "Out of Service," the user can still manually activate a Work Order Master or create a new Active (Demand) Work Order.

A history of the dates and times the equipment was taken out of and returned to service is found by choosing the Status Log tab from the asset details. (See Asset Overview - Above).

5. Issue Work Order

A work order can be created in the Asset List menu by highlighting the asset/equipment and selecting the Issue Work Order icon 

A work order can be created against a location as well as a piece of equipment from this view. Highlight the location in the asset tree and right mouse click. This action will bring up an issue work order capability for the location. 

6. Update Asset Runtime/Count

The Runtime can be defined as the meter/counter reading of the asset. Odometers, hour meters, output counters are examples counts types which can be updated. The system allows the triggering of maintenance based on count thresholds. As an example, a vehicle requires specific maintenance when it reaches 3000 miles. Updating the runtime on a regular basis will allow all Preventive Maintenance work orders with runtime schedules to activate automatically.

You can update the current runtime of an asset in 2 ways:


Method 1

 1. Select the Asset you want to update form the record list 

2. Select the Update Asset button on the navigation bar

3. Enter the new Current Runtime and Save

Method 2

 1. Navigate to the Details view

2. Type the new runtime reading into the Current Runtime field.

3. Type the unit designation (hours, miles, etc.) into the Runtime Units field. 

4. Click Save

Note: Daily Runtime is a daily average figure the user can enter to be used as a reference in record keeping and for calculating projections on reports. This field is not used in any system calculations.

Asset Details

The Details View consists of basic asset fields. These fields are:

Asset Number           Asset Name               Runtime Units

Vendor                       Description                Serial Number (if applicable)

Asset Tag                  Rating                         Category                                           

Weight                       Capacity                     Original Cost

Installation Date        Model                         Warranty Date                     

Manufacturer             Location                    Current Runtime

Daily Runtime 

There are additional user fields which may be used. These are visible based on user rights and roles if used.

The Asset Details tab is available when you add a New Asset record when you Copy an existing Asset record when you Edit an Asset record or when you View an Asset record. These functions are all available on the Record Navigator of the main Asset screen.

Note:  The required fields are Asset Number, Asset Name, and Location by default.  All other fields are optional (unless they are set by the administrator to be required).

Leaving information fields blank will decrease Proteus MMX’s effectiveness in building complete maintenance history records.  Make sure all available information has been gathered or is gathered as a piece of equipment is worked on and the system is updated. A CMMS system is never 100% complete and needs to be maintained and updated as information is available or changes.

7. Critical Asset

To mark an asset as critical, you must:

1. Go the Assets module

2. Click on Assets, from the drop-down menu

3. Select an Asset record

4. Click the Edit icon

5. Scroll to the bottom of the Details page, to find this feature. (Above the Notes field)

6. Once the checkbox is clicked, select the Save icon in the top-right corner of the page. 

Once an asset is marked as critical, a blue star icon (1) will appear next to the asset’s Unit Number. When searching for a critical asset, make sure to utilize the column filter (2) to find assets with the ‘Critical Asset’ icon associated with it.

8. Machine History

Machine History allows the user to view a year-by-year & month-by-month breakdown of all work orders issued to an asset.

To access the Machine History feature, you must:

1. Go the Assets module

2. Select an asset in which you wish to use

3. Click the Machine History icon 

From the Machine History overview page, you see a year-by-year & month-by-month breakdown of all work orders issued to an asset.

Note: To change the outlook year, you simply click the left (to go back) or right (to go forward) arrow at the top of the page. 

You can view an individual work order by clicking one of the red, left-facing arrows, under the month in which you desire to view. When you click the arrow, you’ll be redirected to the Work Order Details page for the selected day. 

To view specific, more detailed information on an individual work order, you can click the “Go to work order details” link, located in the right portion of the screen. When you click the link, it will redirect you to that work order’s detail screen.

9. Related Information

 When an Asset is saved, several links are provided at the bottom of the Details Tab showing reference information for the Asset. This Related Information includes the following links:

Work Orders

Cost History

Status Log

Bill of Materials


Work Order Master

Asset Transaction

Information will appear in these links as the system is used. As work orders are opened or completed, the PM incurs the data relating to the asset. The data relating to the asset will appear in these links:

Work Orders

The Work Orders link displays all active work orders to which the current asset is attached. This page shows such fields as:

Job Number

Work Order Number

Start Date

Activation Date

Required Date

This data is read-only and is used for references purpose only.

Cost History

The Cost History link displays the cost history of selected asset/equipment.  The year-to-date and life-to-date costs for Preventive and Demand Maintenance on this asset is displayed based on accumulated labor and material costs from closed Preventive Maintenance and Demand Maintenance work orders.  

Note:  These figures cannot be edited since they are calculated values based on closed work orders.

The calculations for these fields are derived from the following formulas:

Material: Qty Allocated x Unit Cost (if Unit Cost <> 0)

Calculated when a work order is closed plus any miscellaneous material costs which were entered on the work order

Labor: Labor Rate for each employee x Actual hours for that labor rate which was calculated when the work order is closed plus any miscellaneous labor dollars which were entered on work orders. 

Status Log

The Status Log link consists of a history of the dates and times the equipment was taken out of and returned to service.  This page shows such fields as:

Out of Service Date

Out of Service By


In-Service Date

In Service By


This data is read-only and is used for reference purpose only.

Bill of Materials 

The Bill of Materials link consists of a selection drop-down and a read-only list of parts that comprise of the Bill of Material.

From this link, the user can add a Bill of Material to the asset.

The Bill of Materials window pane displays a read-only list of all parts that have been used on the current asset. The fields listed are:

Part Number

Part Name

Part Size


Measurement Unit


Manufacturer Part Number

Shelf Life


The Schedule link displays a listing of all schedules that are currently associated with the asset.  A schedule is a description of future work order activations.  

The fields listed on the Schedule link are:

Job Number

Schedule Type



Next Occurrence Date

Last Schedule Date

For more information on scheduling of work order recurrences, please refer to the Work Order Masters

training section.

Work Order Masters

The Work Order Masters link displays all work order masters to which the current asset is attached. This page shows such fields as:

Job Number

Maintenance Code


Cost Center

This data is read-only and is used for reference purposes only. 

Asset Transaction

The Asset Transaction link shows any movement of the Asset between different locations. These links show fields, such as:

New Location

Old Location

Transaction Date

User Name

This data is read-only and is used for reference purpose only.

10. Entering Data

Proteus MMX gives the user the option to enter records manually. Each record entered will populate in the Asset Record Navigator.

To enter a new Asset in the database, follow these steps.

1. From the Asset Record List View, click the Create New icon 

2. Enter the Asset Number and Asset Name

Note: Each Asset Number must be unique.

3. Select the Location of the Asset from the Location Tree on the bottom-right of the screen.

4. Select the Save and Continue icon on the top-right of the screen if you wish to add another Asset now. If there are any required fields, you will be prompted to add these fields one-by-one until all required fields are completely entered. 

Note: When the Asset is saved, you will be able to view the Related Information links at the bottom of the screen. Since the asset is new, these links will have no data associated with them. Attachments can be added to the Asset record once the asset is created. 

5. To add an Attachment, on the Attachments tab, select the green + sign (1). Find the file you want to attach (just like adding an attachment to an email. If the attachment is in the current attachments folder, you can Attach (paperclip) icon in the top-left of the window. If it is not the current folder, you can select choose file (2), which allows you to search any drive/folder and add a file to the asset

attachments. Selecting the file to be attached, and then select the upload icon (3). The attachment will be uploaded to the asset attachments, and appear in the attachments folder in the future. Any type of file can be attached to an asset. It can be viewed if the person trying to view the attachment has the proper tool to view the file type on their specific device. There is no limit to the number of attachments on an asset. An asset attachment is automatically added to the work order associated with the asset. 


User Features

1. You can send an email notification to a recipient or group within an established number of days before the warranty end of an asset. You can access this feature by going to:

(1) Settings 

(2) General 

(3) Global Options 

Image Upload Icon (Assets & Asset Systems)

This feature gives the user the ability to upload an image of the asset or asset system, directly from their device.

To access the Image Upload icon on Assets or Asset Systems, you must:

1. Go the Assets module

2. Click Assets or Asset Systems

3. Select an asset/asset system record

4. Click the Edit icon

5. Click the Image icon on the right-side of the screen, to upload a photo

Once you upload an image, a picture will populate in the field: