HRStop allows administrators to configure email notifications for various asset-related actions such as assignments, returns, warranty expirations, and more. By setting up these notifications, relevant stakeholders stay informed, improving accountability and timely action.
Asset Acknowledgement is the process where an employee confirms receipt and responsibility for an assigned asset. This ensures clarity on ownership and usage accountability.
When Does It Happen?
- When an asset is first assigned to an employee.
- When an asset is re-assigned or returned and assigned again.
How Is It Notified?
- If notifications are enabled, the system sends an Asset Acknowledgement email to the employee.
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This may include:
- Asset name and code
- Date of assignment
- Link or instruction to acknowledge
Why It Matters:
- Confirms that the employee is aware of the asset assignment.
- Helps maintain a clear record for audits and responsibility tracking.
- Acts as a digital signature for receiving physical assets.
Who Configures This?
Admins configure acknowledgement notifications in:
Control Panel → Settings → Notifications → Assets → Asset Acknowledgement
They can set recipients and CC others if required
How to Configure Asset Notifications
Follow the steps below to enable or disable asset-related notifications in the system:
Step-by-Step Instructions:
- Go to the Control Panel.
- Click on Settings.
- Navigate to the Notifications section.
- In the search bar, type Assets to filter and find all notifications related to the Asset module.
- You'll see a list of pre-defined asset notifications, such as:
- Asset Assigned
- Asset Released
- Asset Return Date Changed
- Asset Acknowledgement
- Asset Warranty Expiry
- Asset Exhausted
- Asset Deleted
Customizing Notifications
Each notification has configurable options:
1. Choose Recipients
You can specify who receives each type of notification. Available recipient types include:
- Employee
- Reporting Manager
- HOD
- BU Head
- Super Admin
- Custom emails in CC
2. Customize Alerts by Action
- Asset Assignment → Notify employee and reporting manager
- Return Date Change → Notify concerned stakeholders
- Asset Acknowledgement → Confirm receipt of asset
- Warranty Expiry Alerts → Enter the number of days before expiration to send reminders (e.g., 5 days before)
- Asset Deleted/Exhausted → Inform admins about critical updates
3. Save Your Settings
After selecting the recipients and making changes:
- Click Save to activate the notification settings.
- The system will now send automated emails based on your preferences.
Use Case Example
If you want to notify the Super Admin and BU Head 5 days before an asset's warranty expires:
- Go to the Warranty Expiry Notification setting.
- Enter 5 days before due date.
- Select Super Admin and BU Head as recipients.
- Optionally, add IT support email in CC.
- Click Save.
Benefits of Configuring Notifications
- Timely actions for return and reassignment
- Better asset accountability
- Proactive maintenance and warranty management
- Clear audit trail of who was informed about what and when