You can move a device, or Spot, when its location in the folder structure changes. Moving it preserves the same Spot and its identifier. However, the new folder may change its data fields, customer, permissions and the setting used to calculate reservation costs.

Move the Spot in the browser interface. Moving a Spot within the device folder structure is different from organizing its attachments into file folders.

Prepare for the move

You need permission to edit the Spot you are moving and permission to create Spots in the destination folder. Choose a folder that has no subfolders. Also check that users who need the device information and reservations can access the destination folder: their previous folder-specific permissions may not cover it.

Check the destination folder's device card before moving the Spot. If the folder has a device card, the Spot's fields are adjusted to match it. Matching data fields retain their values, missing fields are added, and fields that are not part of the device card are removed along with their values. Fields with the same name are not necessarily the same data field. If the destination folder has no device card, the move itself does not remove the Spot's existing data fields. Save any information you need before making the change. See also using a device card in a folder.

The Spot's customer is determined by its folder. If the Spot is linked to the task settings or billing lines of a customer contract, the destination folder must have the same customer as the source folder. Otherwise, the move is blocked.

Move one Spot

  1. Open Assets and content → Assets, devices, tools from the menu. On the page, select Datatables → Default table.
  2. Find the Spot you want to move and click its name to open its details.
  3. On the Basic info tab, check the current folder and information. Finish any other pending changes on the form before moving the Spot.
  4. Select the destination folder in the folder tree in the Folder field.
  5. Read the confirmation Are you sure you want to change the spot folder? and select Change the folder. If you selected the wrong folder, select Cancel.
  6. Wait for the Spot's form to reopen automatically. Check the new folder and data fields before continuing to edit.

Confirming the folder change also saves the information on the Spot's form, even before you click the Save button at the end of the form. The move also saves the Select reservation cost selection shown in the Reservation cost section of the Basic info tab for the Spot. The selection may be a setting displayed based on the source folder. Check it particularly when the destination folder has no reservation cost setting of its own.

Move multiple Spots

You can select Spots from the folder tree or the table. In both cases, they are moved in the background to the same destination folder.

Select from the folder tree

  1. Open Assets and content → Folder tree from the menu, then open the Folder tree tab on the page.
  2. Expand the necessary folder branches and select the rows of the Spots you want to move by clicking beside their names. Hold down Ctrl to select multiple Spots. Clicking a name opens the Spot's details.
  3. Select Move chosen spots from the toolbar at the top of the page.

Select from the table

  1. Open the Spots' Default table as described above and filter it to show the Spots you want to move.
  2. Select the rows using the checkboxes in the table's Actions column.
  3. Open the Actions menu in the column header and select Move chosen spots.

If Select all appears above the table, you can also use it to select rows that have not been loaded. The move applies to Spots that match the current column filters and that you have permission to edit, except for any you have individually deselected. Check the filters before selecting and keep them unchanged until the move; checking only the visible rows is not enough to verify the entire selection.

Confirm the bulk move

  1. In the window that opens, select the destination folder in the Select the folder where you want to move spots field.
  2. Check the Number of spots to be moved and the destination folder.
  3. Select Move chosen spots, then confirm the move using the button with the same label in the confirmation window.
  4. Wait for background processing and refresh the page to see the changes.

The notification that the move has started confirms that the job has begun, not that all Spots have been moved successfully. Spots are saved one at a time. If a Spot's information does not meet the requirements for saving, it may remain in the source folder while the others move. Check the entire selection before repeating the move.

What does the move change?

The Spot's folder and folder path are updated. The move itself does not remove its tasks, attachments or reservations, or change the Spot's status. Reservation times, statuses and links to the same Spot are preserved. However, any other changes you make on an individual Spot's form are saved at the same time.

Folder-specific permissions may change the visibility of the Spot, its contents and its reservations. If a user can no longer find a reservation, that alone does not mean the reservation has been deleted.

The machine hour logging setting in use in the destination folder is also applied to the Spot. The move itself does not reset the machine hour meter reading. The folder's default message type may change, as may the default service request type if the Spot has no type of its own set.

Reservations and costs

The reservation cost setting is selected based on the Spot's current folder: the folder's setting overrides the Spot's own setting. If the folder has no setting, the Spot's own setting is used. A bulk move does not change the Spot's own reservation cost selection, but the destination folder's setting may be used instead.

The cost view for earlier reservations also uses the Spot's current folder and the cost setting selected based on it. Pricing uses the version of the selected setting that was in effect when the reservation was created, and the setting's calculation rules also affect the calculation. You therefore cannot assume that the costs of earlier reservations or the report's grouping by folder will remain unchanged. A change in cost does not mean that the reservation time has changed. See the instructions for reservation costs and billing information.

Check the result of the move

  • Reopen the moved Spots and check their folder, data fields and, if necessary, customer and machine hour logging setting.
  • Make sure that users who need the information can also see the Spots in the new folder.
  • Open Reservations → Reservations → Reservations list. Check the Spots, times and statuses of the relevant reservations, and their visibility to the users concerned.
  • Open the Spot billing tab on the same Reservations page. Select the same period as before the move and check the grouping by folder and the costs. The view includes reservations marked as billable that fall within the selected period, subject to your permissions.

If you cannot select the destination folder, check its subfolders and your permissions. If the move is blocked, also check the contract links, the folders' customers and any issues reported when saving. After a bulk move, pay particular attention to Spots that remain in the source folder. If the changes are not yet visible, wait a moment and refresh the view before trying again.