Assets

Assets is the list of all the equipment your organization owns and tracks. Each physical unit has its own asset tag and QR code, and units of the same model are shown together as a group. Every unit wears its own tag, like a collar with a name on it.

1. Open Assets from the Inventory group in the menu.
2. Search or filter to find what you need, then select a row to open its drawer.
3. Use Add asset to create new equipment, or Edit asset in the drawer to change it.

Related: Add an asset, Find and filter assets

The Create asset dialog walks you through a few short steps. You can create several identical units at once.

1. Select Add asset at the top of the Assets page.
2. Under Identity, pick a Category and a Model name. Add a Unit nickname if you want one for this unit. Set Units to create if you are adding several.
3. Under Details, set Department, Status, Location, Condition and the Requestable checkbox. Tick Permanent / rackmount gear for installed equipment that does not leave its location.
4. Optional: fill in Quantity and Stock for counted items, or tick Record order & warranty information to add Order number, Purchase date, Purchase cost, Supplier and Warranty Expiry / EOL Date.
5. Under Identification, add an NFC UID or Serial if you have them. Serial fills in automatically when you scan a QR label.
6. Optional: add files (PDF or image, up to 10 MB each) and tick Schedule maintenance for this asset.
7. Select Create asset. A message offers a View button that opens the new asset.

Related: Print labels, Schedule maintenance

Search and filters narrow the list. Everything you pick is saved in the page address, so you can bookmark or share a filtered view. Fetch it by name, tag or scan.

1. Type in Search assets.
2. Use the Status, Department and Condition filters to pick values. Your organization's own names appear here.
3. Pick a sort order, for example Name A to Z or Newest activity.
4. Select the arrow on a group to expand it and see its units.
5. Use the page controls at the bottom to move through pages and to show 25, 50 or 100 per page.
6. Select Clear all to remove every filter.

Related: Edit and bulk actions

Select any asset to open its drawer, a side panel that keeps the list in view behind it.

• Details: name, model, serial, status, condition, department, location, category, order and warranty details, quantity, stock and notes. Licenses assigned to the asset and its floor plan placements show here too.
• Related: links to other records.
• History: everything that happened to it.
• Files: invoices, manuals and photos.

1. Select an asset row to open the drawer.
2. Switch between Details, Related, History and Files.
3. Use Print label to print its sticker, or Edit asset to change it.
4. Close the drawer to return to the list.

Related: What a QR label holds, Assign an NFC tag

Keep paperwork with the asset, and link assets that belong together.

1. Open the Files tab to see Uploaded files and add a new file. Files are PDF or image, up to 10 MB each.
2. To remove a file, choose remove and confirm Remove attachment.
3. Open the Related tab. Links are grouped by type, such as Component of, Bundled in, Depends on or Related to.
4. To add a link, pick a Relationship and a Related asset, add an optional Note, then select Add link.
5. To remove one, select Remove beside it.

Related: Asset history

The History tab is a single timeline of custody, condition changes, audits and completed maintenance.

1. Open an asset and select the History tab.
2. Use the buttons under Filter history by type to show only Custody, Condition change, Audit or Maintenance. Select All to reset.
3. Select Load more to go further back. The timeline loads 25 entries at a time.

Related: The audit log, Track and complete work

An asset has a home location, and it can also be pinned on a floor plan so people can find it on a map.

1. Open the asset and read Location on the Details tab.
2. Scroll to On floor plans. Select Show on floor plan to see the pin.
3. To pin an asset, open the location's floor plans (an admin task under Locations) and pick the asset there.

Related: Floor plans, pins and zones, Locations, Organization and hierarchy labels

Edit one asset from its row or drawer. Tick several rows to print labels in one go.

1. To edit, select Edit in the row menu or Edit asset in the drawer, change the fields and select Save changes.
2. To print labels, tick the checkbox on each row you want. A bar named Selected assets appears with the count.
3. Select Print labels to open the print dialog, and choose a template and size.
4. Select Clear selection to untick everything.
5. To remove an asset, open the row menu and select Delete, then confirm Delete asset.

Related: Print labels, Ticket lifecycle

Status says where an asset stands in your process, like available or checked out. Condition says what shape it is in.

1. Set Status and Condition when you create or edit an asset.
2. Filter the list by either one with the Status and Condition filters.
3. Review the labels or add your own under Settings, Status labels and Condition labels.

Related: Categories, labels, manufacturers and suppliers, Your dashboard