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Custom Object for Asset Management

Hi. I have a situaton in insightly where I think it will work better if I use a new Custom Object to Manage the location where assets are.  This company installs and maintains heatpumps.  Mostly residential, sometimes there is more than one heat pump at one location and sometimes the maintenance is for heatpumps that were installed previously by a different company.  

Until now I have been using the Contact in the traditional sense, and then using Opportunities to record an Installation, and a new Opportunity each time there is a new installation at the same address, or maintenance at the address.  I record the installation address as part of the Opportunity (Contact address might be different).  

Now my client wants to send out maintenance reminders.  I was thinking to just add another field into the Opportunity Record, then can easily run a report and find all the dates within a certain period and send a reminder etc. (I already know I can't automate the reminder based on a date coming up, but that's all good, can use Mailchimp and happy with running a monthly report then export / import to Mailchimp)

Some contacts have more than one Heat Pump at a location so there might be multiple Opportunities connected with the contact, for Installation of a 2nd heat pump, maintenance visit servicing all three heat pumps onsite etc etc.   So, if a new maintenance reminder date is added in for only the latest Opportunity, then potentially some other maintenance reminder dates will still be there linked to the same Contact but under different Opportunities. 

This is a potential issue because as well as sending current maintenance reminders, we will also want to communicate with contacts who have not responded and not booked maintenance.  So we'll be running a report to pick up old maintenance dates.  My worry is that some of these old maintenance dates won't be valid, because a newer maintenance date will have been added to another Opportunity that's linked to the same contact.  How will I know?

I was thinking that a logical way around this would be to use a "Location" custom object that holds just one Maintenance Date, and is linked to the contact (which might change over time if the Property is sold, or property manager changes).  and is linked to the Opportunities of course as well. 

I'm fine with setting this up but have no idea how to go about moving the data for the approx 6000 records.  Any suggestions very welcome.  

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Comments

5 comments
  • Hi Helen,   You can import your data which is what I did when I added all of our existing service locations (a custom object I created), Then I linked opportunities, projects, contacts and other custom objects, etc...using the "lookup relationship field".  I created all of the applicable fields in the custom object first and then imported all my existing service locations using the import feature. 

    I noticed that if anything had the same data in the "Object Name" field, it would only import one service location and not the others, so be sure that the data in the "object Name" field is unique.

    I then went back and added the "look up relationship" field for my service locations to my opportunities.  You may find that helpful.  Good luck importing your data!

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  • Thank you so much for your answer.  This gives me more confidence to go ahead with it.

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  • This might be a stupid question.....  but I'm thinking when I do the import I can't add the link automatically back to the contact - I would need to go into each one and use the lookup field to connect to the correct contact.  Is that right, or have I missed something.?

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  • Helen

    We do the linking programmatically at the API level. You can setup a Zap with a Webhook to do this. Also, consider using Projects after converting your Opportunities and add pipelines with stages and activity sets to further manage the process. I like the Location object idea btw. I do similar things for clients.

    Eric Greenspan
    Chief Clever Officer
    74Systems.com

    Disclaimer: While I'm not a direct employee of Insightly, I am a member of their Hero program and recognized as an experienced power user. I'm also a big fan. I use Insightly for all my clients and my internal business management. I extend it to do more through the API. Again, I'm a big fan. I'm also a Zapier Certified Expert II, PandaDoc Pro and a Piesync Expert.

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  • Thanks Eric. Makes sense re the webhook.    Would love my client to use Projects but unfortunately less than no chance of this happening.... Its a big win to get them to put in the information - albeit often retrospectively.  I may be in touch!  Thanks. Helen.

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