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.