Skip to main content

Asset Condition Reports

Overview

Asset Condition Reports let portfolio administrators record the current condition of an asset for a specific period, directly in Untap. You can create a condition from scratch, reuse an existing draft, or ask the AI assistant to summarize uploaded documents into pre filled sections. Conditions are period based and, once published, are available to reports because they are stored in the Untap Data Warehouse.

Highlights

  • Create or edit a condition per period, Draft or Published
  • Use AI Assistant to Summarize, upload files, review answers, and create a draft from them
  • Edit any section in place, then publish when ready
  • The published condition is stored in the Data Warehouse, so it can be used across BI reports

Where to find it

Open an asset at the portfolio level, go to the Investment tab, and open the Asset Condition Card. Use New Report to start an empty draft, or choose AI Assistant to Summarize to generate a draft from documents.

Creating a condition with AI

  1. Select AI Assistant to Summarize

  2. In Load Reports to Analyze, drag and drop the files you want the AI to read, or click to select files

  3. Start the process and review the generated answers. The assistant writes structured text in sections, for example Performance, Outlook, Value Creation Performance, and Financial KPIs

  4. Click Use These Answers for the Report to create a Draft condition populated with the AI output

  5. In the draft view, click the pencil icons to edit any section before you publish

Notes

  • If you prefer to start without files, choose Initiate Empty Report and the AI flow is skipped
  • You can run the AI step again at any time and replace or merge the text, use your judgment and the screenshots in this article to follow the prompts

Manual creation

Choose New Report to start with empty sections. Type your content directly into each section, then save as Draft or Publish Report when ready.

 

Configuring sections and character limits

Portfolio administrators can define the list of sections, also called categories, and control how much text each section allows.

Where to configure

  • Go to Admin, Fund Settings, Asset Condition Configuration

  • Click New to add a section, give it a Name and Description, set a Content limit in characters, then use the arrows to reorder the sections if needed

Why set limits

  • Keep reports concise and comparable across assets
  • Ensure content fits standard report layouts

Publishing rules

  • If any section exceeds its character limit, the counter turns red and Publish Report is disabled

  • To proceed, edit the text to fit the limit, or increase the Content limit in the configuration
  • Limits can differ by section, for example 1,000 characters for commentary sections, 5,000 characters for tables

Tracking

  • The Asset Condition Reports Tracker in the same Admin area shows completion status by asset, next due date, responsible person, and provides reminder controls and reporting policy settings

Period control, drafts, and publishing

Conditions are date based. Select Reference Date and Report Period to assign the condition to a month or quarter. You can keep a draft and a published version for the same period. Edit the draft freely, all changes are saved while in draft and do not affect reports until you publish. Publishing replaces the previously published version for that period and the change appears in the logs.

Report fields and status

Each condition record shows the key metadata for audit and reporting:

  • User Reporter, who created or last edited the report
  • Reference Date, the period of the condition
  • Report Period selector, switch between period versions
  • Report Status, Draft or Published

  • Condition indicator, for a quick at a glance status on the Investment tab

Use Publish Report to finalize the period. Once published, the condition is stored in the Untap Data Warehouse and becomes available to downstream reports and dashboards.

Editing and versioning

  • Click the pencil icon to edit any section, apply formatting, and add links or tables as needed
  • Use Try Again for Other Answers in the AI dialog if you want a different summary from the same files

Tips

  • Keep section names clear and short, then capture sources or assumptions inside the text
  • Use the AI assistant to jump start drafting, then refine the language to match your style
  • Publish only when all sections are complete and reviewed, reports use the published version

Permissions and availability

Asset Condition Reports are available by default to portfolio level users who can edit the asset. If you do not see the feature, contact your Untap administrator.