For licensed Collaborators with permission for this task. Check the selected organisation; feature availability and record access still apply.
What you will achieve
Maintain an asset or system record and connect it to the services, data, suppliers and processes that explain its operational context.
Before you start
Agree what the asset represents and who owns it. Check for an existing system or component record before creating a duplicate. Gather its actual dependencies, location, lifecycle and supplier information.
Create or update the asset
- Open the asset catalogue and choose the create action.
- Enter the name, description and Owning Team.
- Select the relevant location, category, asset type and lifecycle stage.
- Review Is System deliberately. The create form changes between Create Asset and Create System according to this selection.
- Review tags, compliance and personal-data processing indicators.
- Create the record, or save an authorised edit to the existing record, then reload it.
- Maintain accountability through the available RACI controls where the asset uses them.
The description should tell another person what this asset does and where its boundary ends.
Maintain relationships
Open Relationships and the relevant sub-area.
For asset-to-asset connections, use Relationship Manager to distinguish upstream, downstream and component relationships. Check the direction from the perspective of the asset you have open.
Use the data, processes and supplier relationship areas for their respective connections. Select the exact record and review its identity before saving.
Inspect the Dependency Graph after changing links. It visualises a bounded number of levels; it is not evidence that every dependency in the organisation has been discovered.
Check it worked
Reload and follow each new link. Confirm its direction and meaning, and ask the owner of the connected record to verify the relationship where appropriate.
Check whether the change affects risk, privacy, supplier oversight or AI governance. A new dependency may matter even when the asset's own description is unchanged.
If something goes wrong
| Problem | Next action |
|---|---|
| The graph seems incomplete | Check saved links, direction, visibility and the graph's depth limit |
| Two records represent the same system | Compare their scope and references before arranging consolidation |
| A supplier connection is wrong | Correct the relationship without deleting the supplier's shared identity |
| An asset is retired | Review dependencies and records first; changing lifecycle is not decommissioning the real system |
Human judgement matters
A relationship records your understanding. It does not discover, provision, secure or remove the real connection automatically.
What next?
For the wider context, see Manage projects, goals, assets and knowledge.
Review the asset's risks, controls, access and processing relationships, and keep the record aligned with actual operational changes.
Get help
Ask your Organisation Administrator about access or the task owner about the content. For a platform error, include this guide reference, the affected page and a sanitised message, not confidential evidence or session details.