Sub Asset Compliance

You can add Sub Assets to your main RAG Grid in QUOODA® to manage compliance at a more detailed level. 

The sub assets are represented on the RAG Grid and can be accessed individually. From there, you can upload documents, leave comments, and log corrective actions specific to each Sub Asset. The colour on the RAG grid will show the worst-case scenario, i.e. if there are three sub assets and one is out of date, the representation on the RAG Grid will be yellow.  

This article will walk you through how to map Sub Assets within a Compliance Template so they appear correctly within the RAG Grid.

Step 1: Amend Compliance Types

Before mapping Sub Assets in your template, you’ll need to ensure the correct Sub Asset types are linked to your main compliance type. Navigate to Settings > Compliance > Compliance Types. 

1. Click on the Compliance Type used for your main grid (e.g. Document).
2. Go to the Members tab.
3. Tick the Sub Asset Type you want to include in the main RAG Grid, while ensuring Property remains as the ‘Display as Default Grid Page Loads’ In this example ‘Generators’ and ‘Lifts’ are selected.

Note: Only Sub Asset types selected here will appear for mapping later.

Step 2: Create a New Compliance Template 

Sub assets should be handled in their own template to create a clear distinction between assets and sub assets. This will help you track changes easily as well as help keep your system organised.  

1. Go to Settings > Compliance > Compliance Templates.
2. Click Add New + to begin creating your template.
3. In the Details tab, complete the required fields:

• Template Name
• Compliance Type – Select the Compliance Type you amended in Step 1.

Step 3: Save the New Template

Choose one of the following options when saving:

• Save – Saves the template and keeps the window open for further changes.
• Save & Close – Saves the template and closes the window.
• Save & New – Saves the template and opens a fresh window to add another. This is useful when adding multiple templates, as it speeds up the process.

Step 4: Add Compliance Rules

Now that your template is set up, you’ll need to assign the relevant compliance rules. 

IMPORTANT: If the same rule is already mapped to the main property in your RAG Grid, unmap it there. Having the same rule applied at both the property and sub asset level may lead to discrepancies in compliance reporting.

1. Click into your new template.
2. Go to the Compliance tab.
3. Click Add Compliance.
4. Search for and select the required compliance rule(s).
5. Click Save.

If a rule isn’t available, it will need to be added first. Refer to the guide on how to add compliance rules if needed.

Step 5: Add Assets to the Template

Once compliance rules are in place, you can assign them to specific assets.

1. Open the Mapping tab within your template.
2. Click Add New Mapping.
3. Select the Entity Type (e.g. Lifts, Boilers, etc.).
4. Search for and select your Sub Asset.
5. Close the window – your selected Sub Asset will now display in the mapping grid.

TOP TIP: By default, all compliance rules within the template will auto-map to the selected Sub Asset. If you only need specific rules, highlight them in the “Your compliance rules” table before adding the asset. Only selected rules will be applied.

Step 6: Map Rules to Sub Assets

1. In the table on the right-hand side, click the Sub Asset you wish to amend.
2. On the left-hand side, tick or untick the compliance rules applicable to that asset.

Step 7: Save Mapping Amendments

After mapping compliance rules to assets, save your changes using one of the following options:

• Save – Saves the changes and keeps the screen open (useful when editing multiple assets).
• Save & Close – Saves the changes and closes the window.
• Save & New – Saves the changes and opens a new blank template form.