Skip to main content

Asset check workflow

Configuration​

  1. Go to Administration – Asset Management – Object templates and switch to the Table display mode.

  2. In the table, select at least one template of each object type, which you potentially want to include in asset checks.

    tip

    Create a new table view for these templates by filtering the table rows.

  3. Use the Add properties command to add the following object properties to the selected templates:

    • Status (Asset check)
    • Reason for not being found (Asset check)
    • Note for administrator (Asset check)
    • Last found (Asset check)

Workflow​

The asset check workflow status of each asset is persisted in its Status (Asset check) object property:

  • None - no asset check is pending
  • Pending - the asset check has been initiated. This asset has not been found nor evaluated as lost yet. The Note for administrator (Asset check) object property can contain current information from the user of the asset performing the web asset check.
  • Found - the asset has been successfully found. The Last found (Asset check) object property value has been updated with the timestamp.
  • Not found - the asset has not been found. The Reason for not being found (Asset check) and Note for administrator (Asset check) object properties contain additional information.

Starting asset check​

  1. Go to the Objects page and switch to the Table display mode.

  2. Select all objects that you want to include in the asset check.

    tip

    Filter out objects with non-empty values in the Inventory number, Asset number, or Serial number column (object property). Optionally, create a new table view based on the filter settings.

  3. Use the Edit property values command to set the values of the following properties of all the selected objects:

    • Reason for not being found (Asset check) = empty value
    • Note for administrator (Asset check) = empty value
    • Status (Asset check) = Pending; With this value, objects are automatically shown to eligible users on the Asset check page.

Conducting asset check​

Check assets by one of the following method or a combination of multiple methods:

  • Web asset check
  • Alvao Mobile App - scan the barcode label with the Search asset command and confirm it with the Confirm find button.
  • OrcaScan - you can use the OrcaScan application to leverage barcode labels and various barcode scanning gadgets. Use the Objects - Table display mode - Analyze in MS Excel Sheet command to export asset list to OrcaScan. To import results from OrcaScan back to Alvao, use the Objects - New object - Import CSV command.
  • With paper and pencil - for smaller numbers of assets, you can also take inventory the classic way by checking off items on printed inventory lists. You can filter the assets to be inventoried e.g. on the Objects page in the Table view mode, export them to MS Excel, and print the list on paper. Finally, update the records in the object tree according to the inventory result.

You can track the progress of the asset check by watching the Status (Asset check) and other columns on the Objects page - Table display mode.

Finalizing asset check​

  1. If you want to preserve a final list of found assets, filter them on the Objects page and export the table using the Analyze in MS Excel Sheet command.
  2. Terminate the asset check by setting the Status (Asset check) property to None in bulk. With this value, objects are not displayed on the Asset check page, and the check can't be confirmed in the Alvao Mobile App.