Now we'll be discussing regarding the assets module (feature used to manage company assets).
So for navigating to the assets module, you have to go to the control panel (main dashboard for system settings) → assets, and then we can click on the dashboard (overview screen).
On the dashboard, you will be able to see:
- any assigned assets (resources already allotted to employees),
- how many are the unassigned assets (resources not yet allotted),
- how many are the new assets (recently added resources), and
- the dead assets (retired or unusable assets).
The classification of the assets you will be able to see on the dashboard. If you have multiple locations (office sites) or multiple entities (business units/branches), in that case, you will be able to see the details of the assets on the basis of the entity and location when you click on the certain tab of your location or the entity accordingly.
Then we can go to the View/Add option (section where you can see and add new records). In the View/Add option, you will see the option of asset categories (types/groups of assets) at the top of the page.
So in order to enter the assets in the system, first of all, you have to create certain asset categories. So we will discuss how you will be able to add the asset categories in the system.
Accordingly, click on this asset categories option at the top right corner of the page. You will come on the page where you can create a new category and also see any existing category in the company that is already there regarding the assets. You can also edit or delete the same.
In order to create a new asset category:
- You have to enter the name of the asset (e.g., Laptop, Mobile).
- You can provide any description (short details about the category) for this category that you want.
- You can also select a parent category (an already existing category to map it under, making this one a subcategory).
-
You can define the code pattern (unique identification series) that you want available.
-
For example: If it is a laptop, you may set
LAP000. -
If it is a mouse, you may set
MOU000in the curly bracket{}as the code, and accordingly, the numbers will be auto-assigned.
-
For example: If it is a laptop, you may set
You can also define the unassigned threshold (limit for unallocated assets).
- Example: If you want only working and new assets to be considered, you can describe the minimum quantity here.
- You can also set reminders to the super admin (highest-level system administrator) or CC’d recipients if the unassigned threshold is reached.
Then there are columns for additional info (custom fields for storing extra asset details).
- Here, you can create multiple fields like title (model number) (RAM) or any other specifications you want.
- You can mark these fields as mandatory (must be filled) or non-mandatory (optional).
So, whenever any asset is added under this category, the person entering the asset details will also need to fill in the additional info if it is marked as mandatory.
Once you complete the setup, click on Save. You will then be able to see the particular asset category that you have created in the system.