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Asset assignment

The asset assignment feature provides an easy way to place responsibility for entrusted work equipment on users without the need for paper forms. It ensures that each newly assigned piece of equipment (asset) is confirmed by the user in a trackable way within the application. When a user returns equipment—whether for replacement or permanently—the system automatically sends them a document confirming that the equipment was returned, accepted, and that the user is no longer responsible for it. Even without this feature, users can view their entrusted assets in the application (user menu - My asset).

Configuration​

  1. Go to Administration - Settings - Asset Management - Object templates and use the Add properties command to add all properties of the Asset assignment category to templates of object types representing assets.
  2. Configure email notifications in Administration - Asset Management - Settings - Asset assignment.

Assigning assets​

When an asset manager moves an asset object under a user in the object tree (or into a folder that uses the Person responsible for asset property), the object's Status (asset assignment) property is automatically set to Pending, and the user is automatically notified by email about new assignment. The asset manager can enter a comment that displays in the confirmation windows to user. The comment is stored in the asset object in the Comment for recipient (asset assignment) object property.

The notification to the user includes a link to the Asset confirmation form where the user confirms the assignment, and the object's Status (asset assignment) property is automatically set to Accepted. If the user rejects the assignment, the property is set to Rejected. The changes of the property is recorded in the Object - Log tab, as usually. Until the user confirms assignment, they can't view the given asset on theirs My asset list.

If multiple asset objects are assigned or returned, only one notification is sent for the group of assignments, or returns. Notifications are sent with a delay of approximately one hour after the first assignment or return.

You can view a brief record of sent notifications in the Object - Log tab.

Returning assets​

When an asset object is removed from a user in the object tree, the system automatically sends them an email notification that includes a PDF document confirming the return of the relevant assets.