How to use asset intelligence to find data gaps
Most systems present a confident number built on incomplete data. UniAsset tells you where the record is thin instead.
Requirements
- Available on: All plans
- Roles: Owner, Admin, Manager
What it detects
Asset intelligence is structural gap detection. It finds assets:
- Missing purchase data — no cost or no purchase date, so no depreciation, no book value, and no total cost of ownership
- Missing maintenance history — nothing recorded, so the asset looks free to run
- Missing documents — no warranty, no certificate, nothing to produce in an audit
- With no recorded activity — stale assets that have quietly stopped being managed
Where to find it
On the dashboard, alongside the operational view. Dashboard is the default landing page.
The dashboard also surfaces:
- Next best action — the most useful thing to do next given your organization's current state
- Asset counts, status distribution, upcoming and overdue work, recent activity, and alerts needing attention
Why this matters
Every financial figure UniAsset produces is derived from recorded data, never estimated. That is what makes the output citable — and it means the figure is only as complete as the record.
If a third of your assets have no purchase cost, portfolio value is understated by roughly a third. Asset intelligence is how you find that out before you put the number in a board pack.
Working through the gaps
Start with missing purchase data. It blocks the most: depreciation, net book value, total cost of ownership, and cost risk all need it.
Then missing documents on regulated assets. A missing certificate is a compliance problem, not just a data gap. The compliance report cannot help here — it reports on documents that exist.
Then stale assets. An asset with no activity for an extended period is either genuinely idle, or being managed outside UniAsset. Both are worth knowing.
Missing maintenance history last — unless you are about to make a repair-or-replace decision, in which case it comes first.
What it does not do
Asset intelligence describes the state of the record, not the state of the asset. It tells you a pump has no maintenance history; it does not tell you the pump is about to fail.
Common mistakes
Ignoring the gaps and quoting the figures anyway. The gaps are the warning that the figures are incomplete.
Fixing gaps by guessing. A made-up purchase cost is worse than a blank one, because it looks like data.
Treating stale assets as errors. Some assets genuinely sit idle. The flag is a prompt to check, not a fault.
Troubleshooting
Everything is flagged as missing data. You are early in your rollout. Prioritise purchase cost and date on your highest-value assets first.
An asset shows as stale but is in daily use. It is being used but not recorded in UniAsset. Scanning, service records, and assignment changes all count as activity.
Fixing the data didn't clear the flag. Reload. Gap detection is computed from your live records.
I can't see the dashboard. Every role can see a dashboard, but what appears on it depends on role and plan.
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