# Private Assets

## Overview

{% content-ref url="cases" %}
[cases](https://docs.cw.crisisworks.com/modules/recovery/cases)
{% endcontent-ref %}

The Private Assets register records damage to private property such as houses, fences and vehicles. Private Assets are a sub-item of [Cases](https://docs.cw.crisisworks.com/modules/recovery/cases) and as such items in the register are attached to or added in existing Case record(s).

This register provides the following features:

* Identify and categorise impacts on private assets of any **asset type**
* Categorise **damage** levels including habitability and assessment status
* Capture multimedia **photos** to record evidence of damage
* Quantify an **approximate damage value** which can be used for estimating recovery funding/grants
* Track the **status** of a property through the remediation process 

<figure><img src="https://3923904090-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNy7IznbrPLUq6GJDDQDk%2Fuploads%2FG1XXcu7E0ey7QyScBGzv%2Fimage.png?alt=media&#x26;token=4bbef6fa-4f38-4e4c-8949-a8f0caceacc8" alt=""><figcaption><p>Sample view of the Private Assets register in the Recovery module</p></figcaption></figure>

### Access <a href="#requests-usingrequests" id="requests-usingrequests"></a>

{% content-ref url="../../concepts-and-fundamentals/on-a-computer/using-the-datagrid" %}
[using-the-datagrid](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid)
{% endcontent-ref %}

To access *Private Assets*:&#x20;

* *Private Assets*: must be [enabled for the event](https://docs.cw.crisisworks.com/system-administration/managing-events).
* [Go on duty](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/working-with-events#setting-your-duties-for-events) with an appropriate role such as Recovery Officer or Recovery Coordinator. If you can't access it, ask your administrator to check your permissions.

Locate the *Private Assets* register under **Recovery > Private Assets** in the menu.&#x20;

<figure><img src="https://3923904090-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNy7IznbrPLUq6GJDDQDk%2Fuploads%2Fm3CX0hp0W8b8t2NWmKi9%2Fimage.png?alt=media&#x26;token=98e0505e-975f-4fc6-8d9d-a41422eed6fa" alt="" width="375"><figcaption><p>Private Assets in the Recovery register menu</p></figcaption></figure>

## Finding Private Assets <a href="#information-editinganexistinginformationitem" id="information-editinganexistinginformationitem"></a>

{% content-ref url="../../concepts-and-fundamentals/on-a-computer/searching-filtering-and-querying-registers" %}
[searching-filtering-and-querying-registers](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/searching-filtering-and-querying-registers)
{% endcontent-ref %}

The register includes a number of features to assist in finding \[*Register item]s*:

* [Datagrid](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid#data-grid-view) view
* [Map](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid#map-view) view&#x20;
* [Filters](#information-editinganexistinginformationitem-1) including workflow, primary place of residence
* Combination filters and search by most fields

### Filters <a href="#information-editinganexistinginformationitem" id="information-editinganexistinginformationitem"></a>

Filters help make management of *Private assets* easier by focusing on specific groups of items on the datagrid.

<figure><img src="https://3923904090-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNy7IznbrPLUq6GJDDQDk%2Fuploads%2FbN7xegAVq1IFvKHY6tlS%2Fimage.png?alt=media&#x26;token=74c18307-a6ba-4d9b-ab23-7ea7712c3c3c" alt="" width="140"><figcaption><p>Private Asset filters</p></figcaption></figure>

<details>

<summary>Filter menu explanations</summary>

<table><thead><tr><th width="247">Filter Group</th><th>Filter/s</th><th>Use</th></tr></thead><tbody><tr><td>Main</td><td>Active, Recently Updated, All</td><td></td></tr><tr><td>Workflow</td><td>Damaged</td><td>Finds all private assets that have damage recorded</td></tr><tr><td></td><td>In Progress</td><td>Private assets undergoing remediation work</td></tr><tr><td></td><td>Closed</td><td>No longer considered damaged</td></tr><tr><td>Special</td><td>Primary Place of Residence</td><td>The private asset is the primary place of resident for the primary contact of the Case</td></tr><tr><td>Data Cleansing</td><td>With no linked case</td><td>Finds orphaned Private Assets.</td></tr><tr><td></td><td>Linked to closed case</td><td>Finds private assets where their parent cases are closed. These should also be closed.</td></tr><tr><td></td><td>Linked to more than one case</td><td>Helps to find all cases affected by the damage</td></tr><tr><td>Region</td><td></td><td></td></tr><tr><td>Category</td><td>[List is based on your system configuration]*</td><td>Find private assets by category, for example dwelling, vehicle etc.</td></tr><tr><td>Damage Level</td><td>[List is based on your system configuration]*</td><td>Find private assets by how damaged they are, for example, inaccessible or habitable</td></tr><tr><td>Active tags</td><td>[List is based on your system configuration]*</td><td><p>Any tags in use.</p><p>Refer to: tags</p></td></tr></tbody></table>

\* May vary based on your system configuration

</details>

## Viewing Private Assets <a href="#information-editinganexistinginformationitem" id="information-editinganexistinginformationitem"></a>

{% content-ref url="../../concepts-and-fundamentals/on-a-computer/using-the-datagrid/viewing-items" %}
[viewing-items](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/viewing-items)
{% endcontent-ref %}

When viewing *Private Assets*, sections can be expanded to show information.

As each section is completed, new sections may show additional information.&#x20;

<figure><img src="https://3923904090-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNy7IznbrPLUq6GJDDQDk%2Fuploads%2F0ZBYRUf88kroBipJ1BTj%2Fimage.png?alt=media&#x26;token=ea91b5c9-49dc-482c-b361-7d2baca68286" alt="" width="563"><figcaption><p>Viewing a Private Asset item (boat)</p></figcaption></figure>

## Private Asset Settings

Private Assets are divided into the following sections (sections may or may not appear depending on what information is entered, your permissions level, and what mode you're viewing):&#x20;

| Left Column                   | Right Column                      |
| ----------------------------- | --------------------------------- |
| [Record Notes](#record-notes) | [Workflow](#workflow)             |
| [General](#general)           | [Related](#related)               |
|                               | [Classification](#classification) |
|                               | [Activity](#activity)             |

### Record Notes

When editing, you can record notes as you make changes which will appear in the Activity log.

Refer to: [Recording Notes](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#recording-notes)

### General

The General section records details of the private asset including what kind of asset it is, documenting any damage and likely value of the damage.

**Address** is used to record the address where the private asset is mainly located.

**Category** is required, it classifies private assets into main categories (Dwelling; Equipment; Facility; Structure; Vehicle and Other), and is used for reporting. Your Administrator configures the list for your site using the *Recovery: Private Asset Category* [lookup](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/lookups).

If you select *Dwelling*, you'll be asked **Is this a Primary Place of Residence?** This setting will indicate that the primary contact for the Case lives in this asset and is used for reporting purposes.&#x20;

**Asset type** is a sub-category of Category and records specific types of assets. For example a Boat is a sub-category of Vehicle. Your Administrator configures the list for your site using the *Recovery: Private Asset Type* [lookup](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/lookups).

The following options request further information:

* If you select *Dwelling*, you'll be asked **Is this a Primary Place of Residence?** This setting will indicate that the primary contact for the Case lives in this asset and is used for reporting purposes.
* If you select *Fencing* (Category: Structure) you'll be asked for the **Internal Fencing Destroyed** and **External Fencing Destroyed** in kms.
* If you select *Other* for any type you will also be asked to specify the type.

**Damage Level** records any damage sustained at the time of impact along with its severity (this setting doesn't apply to dwellings). This will be recorded as *Unknown - Requires Assessment* if it's not known. If it is not damaged, this will be recorded as *Not Damaged*. Otherwise damage is categorised based on if it is *Partially Destroyed* or *Totally Destroyed* or a combination of *Habitable, Inaccessible or Non-Functioning*.

**Description** is used to provide detailed notes, this can be used to record the nature of any damage along with any steps taken to remediate it.

**Approximate damage value** is used to provide an estimate of the damage value.

**Photos** is used record evidence of damage. Image/s are uploaded using the [Add File button](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#attaching-files).

### Workflow

**Precise Geographical Location** is used to show the location where the address is not sufficient. For example, a vehicle may not currently be at its home address.

**Tags** are used to further categorise Private Assets where existing fields don't cater for them. Refer to: [Tagging Items](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/tagging-items). Consider that Administrators can modify the Category and Asset Type.&#x20;

### Related

Refer to: [Linked items](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/viewing-items#linked-items)

Any parent Cases are listed under Case with their ID and a link to the Case. If you have permission to view the Case, you can follow the link to access more case management information.

### Classification

Refer to:  [Editing Items: Classification](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#classification)

#### Status

Status records the current step in the remediation process. The following states can be used:

<table><thead><tr><th width="130">Status</th><th width="143">Datagrid Icon</th><th>Next available steps</th><th>Notes</th></tr></thead><tbody><tr><td>Damaged</td><td><img src="https://3923904090-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNy7IznbrPLUq6GJDDQDk%2Fuploads%2FbvLLXILduD5SWdev3VSi%2Fimage.png?alt=media&#x26;token=5aec5b34-564e-4a2d-b0d6-e150b1821011" alt="" data-size="line"></td><td>In Progress, Recovered</td><td>Use if the private asset has damage.</td></tr><tr><td>In Progress</td><td><img src="https://3923904090-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNy7IznbrPLUq6GJDDQDk%2Fuploads%2F2qca34h7NBFo9T9mRQLK%2Fimage.png?alt=media&#x26;token=cd9f77c3-1149-458a-9450-b7de90d6287d" alt="" data-size="line"></td><td>Damaged, Recovered</td><td>Use if remediation work is being undertaken</td></tr><tr><td>Recovered</td><td><img src="https://3923904090-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNy7IznbrPLUq6GJDDQDk%2Fuploads%2FlWpe9zxpqOt313tDn1sy%2Fimage.png?alt=media&#x26;token=b36eeeff-5034-4cfe-8bc7-a97ab1172813" alt="" data-size="line"></td><td>In Progress, Damaged</td><td>Use if all remediation work has been complete.</td></tr></tbody></table>

### Activity

Refer to: [Viewing and Opening Register Items: Activity](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/viewing-items#activity)

## Updating Private Assets

{% content-ref url="../../concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items" %}
[editing-items](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items)
{% endcontent-ref %}

When updating *Private Assets*:

* Add notes on your edits in the **Record Notes** field
* Complete each section of the [Settings](#register-item-settings) as required. Note that some options may open up new sections to complete.
* Update the **Location** of the asset if it has moved
* Update the **Status** to reflect the current state of the asset and stage of the the remediation process
* Update the estimate in the **Approximate damage value** based on current estimates
* Add **Photo(s) of structure** during further assessments

<figure><img src="https://3923904090-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNy7IznbrPLUq6GJDDQDk%2Fuploads%2Fg66xxBoQxusWBEOTd8lC%2Fimage.png?alt=media&#x26;token=3f68fd60-2e45-4bfd-a780-ade0bbe9d969" alt=""><figcaption><p>Editing a Private Asset (fencing which was totally destroyed but now recovered)</p></figcaption></figure>

## Adding Private Assets

Refer to: [Cases - Affected Private Assets](https://docs.cw.crisisworks.com/modules/cases#recovery-people-and-property-enteraffectedprivateassets).

Private Assets can only be added through their parent register - Cases.

To add another Affected Private Asset to a Case when viewing a Private Asset, follow the relevant [Related Link ](#related)to the Case, edit the Case. Make sure it hasn't already been added and add it from the Affected Private Assets section.

## Bulk Actions

{% content-ref url="../../concepts-and-fundamentals/on-a-computer/using-the-datagrid/bulk-actions" %}
[bulk-actions](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/bulk-actions)
{% endcontent-ref %}

The following additional bulk actions can be performed via the Actions menu:

| Action                         | Description                                                                                                                                                                                                                |
| ------------------------------ | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Copy IDs                       | Refer to: [Copy IDs](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/bulk-actions#copy-ids)                                                                                     |
| Export to Report               | <p>Refer to: <a href="../../../concepts-and-fundamentals/on-a-computer/using-the-datagrid/bulk-actions#export-to-report">Export to Report</a><br>Generates the Recovery Private Assets Report</p>                          |
| Bulk Edit Private Assets       | <p>Refer to: <a href="../../../concepts-and-fundamentals/on-a-computer/using-the-datagrid/bulk-actions#bulk-edit">Bulk Edit</a></p><ul><li>Record Notes</li><li>Event</li><li>Status</li><li>Region</li><li>Tags</li></ul> |
| Bulk Edit All Selected Records | Refer to: [Bulk Edit All Filtered Records](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/bulk-actions#bulk-edit-all-filtered-records) and Bulk Edit Private Assets            |

## Importing Private Assets

{% content-ref url="../../system-administration/configuring-the-system/imports" %}
[imports](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/imports)
{% endcontent-ref %}

A System Administrator can add and/or update Private Assets in bulk via the Import system using the **Private Assets Import** option.

## Reports

{% content-ref url="../../system-administration/reporting/running-reports" %}
[running-reports](https://docs.cw.crisisworks.com/system-administration/reporting/running-reports)
{% endcontent-ref %}

Reports available for *Private Assets* include:

* Recovery Private Assets
* Recovery Private Asset Summary of Damages
* Recovery Private Asset Types and Damage Counts

<figure><img src="https://3923904090-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNy7IznbrPLUq6GJDDQDk%2Fuploads%2Foh7YbPN4nT48ADLAiS7r%2Fimage.png?alt=media&#x26;token=e76cd0ae-8bcc-4f78-8c6c-81c8ee01773b" alt="" width="563"><figcaption><p>Recovery Private Assets Report filters</p></figcaption></figure>