Filters are the main way to group and select assets of interest. Using filters allows you to narrow down your asset selection by certain asset properties. Multiple filters can be applied to identify assets of interest.
You can find the filters in the Assets by Filter option in the Find menu, or in a number of reports in the Reports section.
Drawers
Filters are organised and kept in closed sections called drawers. The drawer system is used throughout the software.
Click any header with a right-facing arrow to open that drawer.
The drawer opens with a list of possible properties of that type.
Click the required options for the filter. Sometimes multiple options can be selected.
Selections are green. The more filter selections you make, the more fine-tuned your search is.
Finding Assets by Filter
Click Assets by filter to find assets using Gully SMART's filters.
First, select the required asset types.
Note that the asset types available depend on the system's particular configuration.
All types begin selected (green).
To search for only one of the asset types, click the others to deselect them.
Having multiple options selected will display reports for each asset type.
Warning
Remember that filtering will only be possible on all shared characteristics, e.g. if both Channel and Road Segment are selected, there will be only filter options common to both channels and road segments. For example, if you select both Gullies and Catchpits in the Nodes list, you will not be able to filter by Cover condition because that is a gully-specific attribute.
Filters common to asset types
Common Properties
Click Common Properties to specify ownership, date, etc.
Common properties include information on ownership and responsibility for maintenance, status of the assets (live or Archived) and creation dates. This enables users to identify assets maintained or owned by third parties as opposed to those maintained by the local authority.
For example, selecting Local Authority in the Maintained by filter would return all assets that are maintained by the local authority, regardless of who owns the assets. This would exclude assets that are maintained by third parties or that have been archived.
You can also search by data source (if relevant), and for comments left by users on the assets.
Created means the date the asset was created in the system. By limiting assets to creation dates, you can also identify assets that have been added to differentiate them from assets which were imported at system launch.
Archived means the asset was archived within the system. It is no longer a live asset, but is retained as historical data. An asset that was removed as part of a road reconfiguration, for example.
Location
Click Location to specify ward, road information, flood zone, etc.
The combination of an asset type with a location filter will first limit the search to the selected asset type, and then only to assets in the location selected. Each selected filter will in turn narrow the search down into an ever-smaller subset of the original data determined by each filter selected.
As an example: in this way, you can use the filters to search for all assets of a single type, in a single ward, which are on A roads. This would allow you to plan out traffic management or out of hours visits to minimise traffic disruption.
Warning
Do not include conflicting requests in multiple filters as some filter selections may cancel each other out. An example of this is the Road Classification/Hierarchy and Road Form Filters. If you were to select Road Classification as Motorway, but then set the Road form to Footpath, you would expect to receive 0 results as the selections conflict with each other.
To search for assets within a specific area on the map, click polygon or rectangle to choose the area shape. Instructions are given on how to draw the polygon or rectangle area.
Click Restrict location on map... to start drawing the area. Follow the instructions given.
Using the Restrict location on Map… filter allows you to draw either a polygon or rectangle on the map and only assets within that area will return in the asset results. This is useful for either large areas that do not conform to other area filters such as housing estates, or for smaller areas such as road junctions or parks.
Click Clear restriction to dismiss your drawn selection.
Access
Click Access to search using access and traffic management information.
Suggested traffic management is any recommended regulation of traffic during asset inspections or work due to its location.
Cycle Properties
Click Cycle properties to locate assets on the selected maintenance cycles.
You can also set a range of due dates to return assets which are due to be visited within that date range. The overdue box can be checked to only include assets that are overdue within the range set. You can also set just the Overdue box to return all assets in the system which are past their due date. By selecting the Include not set? box you will extend the search to assets which do not have a due date set.
You can use any combination of these filters, or use each one on its own, depending on your needs. They are not dependent on each other.
Last Inspection Visit
Click Last inspection visit to filter by details of the most recent inspection.
This allows you to find assets where certain values were recorded, such as drainage assets which had high silt levels on their last visit.
Other filters in this drawer include the user, vehicle, silt level, the type of work, cleaned status and access etc.
Work Requests
Click Work Requests to specify requested work by type, status, priority (order is based on user spec) etc.
If your system supports Service Requests, you can filter assets by the request type and their status. The status of a Service Request is either open, fulfilled or abandoned. This allows you to package together similar tasks into work packages, for example.
You can narrow the results down to those raised or resolved by specific users, and specify date ranges on when the request was opened, due by, or resolved.
Due by dates are dependent on a priority having been set in supporting systems.
Resolved by is used for identifying requests that have been fulfilled or abandoned between certain dates.
Using an Asset ID
Instead of using filters, you can enter the Asset ID to locate an asset.
Click Asset ID to specify the ID and Node/Channel reference.
Warning
When using Asset ID, check all your previous filter selections.
- Click Save as Work Package to use the selected assets in a new package of work.
- Click Clear to clear the filters to start again.
- Click Report to open a state report page with the selected filters applied.
- Click Show to show the selected assets on the map.