Difficulty: starter

Content

Learning Objectives

After reading this article, you’ll be able to:

Create/search for assets
Find linked objects
Link the asset to a user

Assets

The assets created in the Asset module can be used in all other Workplace modules. Some examples:

Smartphones and laptops can be assigned to users via the HRM module (inflow/ outflow).
The snooker table or pool car can be made reservable so people can reserve it.
Your inventory, such as desks, chairs, and even plants, can be created as assets.
Coffee machines can be selected as an asset when submitting a request (e.g., when the coffee machine is broken).

Catalog items can be linked to an asset. The asset “Laptop Spacewell standard” can be linked to a catalog item of a specific laptop model. More information on catalog items can be in this article.

Asset module explained

To open the asset module click on Assets in the menu.

In the asset module, you can search for and create new assets.

Using the asset module (use cases)

Using the search functionality

Type in “beamer” in the search bar and press Search. The query will return assets that have to do with “beamer.” A lot (but not all!) of fields that you see when opening an asset are searched. Examples of fields that are searched are name, external reference, serial number, trade name, and description.
Note: the search functionality does not query the ‘Category field.’ So if you want to, for example, find all laptops, you should use the advanced search to search for assets with that category
If you leave the search bar empty and press search, you will see all the assets available in the system.

Using the advanced search functionality

Click the drop-down button next to the “Search” button to access “Advanced search.” You can search for category, linked property, or manufacturer using this option.

Look up asset information

Enter a keyword and click Search.
Open “an asset by clicking on the Reference number. After opening the asset, you can see information regarding the asset. Given the proper access rights, you can directly edit the fields. Greyed-out fields are non-editable (due to access restrictions or because they are derived fields). It`s also possible to add a picture of the object.

Use a QR code scan to lookup information

If a QR code is present on an asset, you can use the scan functionality instead of a keyword to find your asset.
When the asset is opened, you can directly book a ticket using the ‘Create request’ button.

Hierarchy

A hierarchy can be applied to Assets. For example, to make clear what SIM card belongs to which phone. To set this up, the 'Part of' field is used.

Module settings for assets

There are very few module settings.
The module setting ‘Automatically generate QR-code’ determines if a QR code is generated for a new asset.

Create a new asset

In the asset module, you can create a new asset.

Click on ‘Asset’ in the asset module;
Click on the “Create new asset” button;
Select the category in which the asset should be created.
Click ‘Ok’;
A new screen will open where you can enter the asset details.
1. Only the field ‘Name’ is mandatory. It’s up to you to fill in the other fields.
2. Most fields are self-explanatory. Hover over fields to view the help text; see the screenshot below.
3. A hierarchy can be applied to Assets. For example, to make clear what SIM card belongs to which phone. To set this up, the 'Part of' field is used.

'Use’ tab - link an asset to a user

‘Use’ tab - link an asset to a user

An asset can be assigned to a contact. A so-called ‘object use’ (USE-xxx) is created when linking an asset. The start date is mandatory.
In the HRM inflow/ outflow module, object uses are also used to link assets to users. Assets can also be linked to users manually. This is described later on in this section.
The quantity field can indicate how many of that asset are available.
- Note: the ‘Quantity’ field on the ‘Use’ tab holds the same value as the ‘Quantity' field on the 'General’ tab.
The ‘Overuse’ setting determines the behavior when assigning the asset to users. When left empty, the setting ’Not allowed' is used.

I have five phones: create one asset or five assets?
You can create one asset with a quantity of 5. Or you can create five assets with a quantity of 1. There is no wrong or right; ensure consistency when entering data.

How to link an asset to a contact/ user

Open an asset
Navigate to the ‘Use' tab.
Click ’New' in the ‘Current use’ include
The ‘In use’fields ares mandatory. All other fields are optional
The ‘Status’ field will be set automatically when saving the page.

Note: the linked asset can now be found on the 'Resources' tab when opening Contact.

Assets related to a contact

When opening a contact, navigate to the ‘Resources’ tab to view the linked resources.

Make an asset reservable

When Workplace is implemented, reservable items (e.,g. audiovisual equipment, specialized training equipment) are usually imported. This is the fasted way the upload a large amount of assets.

How to make an asset reservable?

Catalog items, assets, and areas are all made reservable similarly: by setting ‘Reservable = yes. After changing this setting, the 'Reservation’ tab becomes available to make additional settings.

Verify your change

The asset can now be found in the menu option: Reservations > Reservable objects.

Related objects (reservations, requests, work orders, contracts, checklists)

After opening an asset, you can click the 'Related objects tab. Link objects are shown depending on which modules are active and your access rights.

Good to know:

A contract is linked when the asset is added as a contract item to the contract.
A request is linked when the asset is set in the ‘asset’ field on the request.
A reservation is linked when the asset is added as a reservable object to the reservation.

In the screenshot:

The request, contract, and reservation modules are active;
The checklists module is not active;
The user does not have access to the Work order module.

You can open the linked instances by linked object by clicking on the hyperlink.

Using QR-codes

Generated QR codes can be printed, and you can stick the code to the physical asset. When scanning this code with an external QR code scanner, the asset will be opened in Workplace Management.

Note: d.d. 2023-06-01, no default report is available for printing QR codes. Please ask your consultant.

The module settings determine if QR codes should be generated for Asset (Automatically generate QR code = yes). When you change the setting, it will apply to all assets created from that point onward. Please ask your application manager for more information.

Summary

Search

Masterdata: activa