Admin Guide - Asset Management

Settings

1) User:

Admin can add user to this application. There are different types of roles like, user, admin, asset manager, supervisor and no access as shown in below image.

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  • User: Only able to view assigned assets to them.
  • Admin: Full control- Able to do all activities
  • Asset Manager:  Able to add assets, assign assets and return assets, audit assets and report assets.
  • Supervisor:  Able to assign assets, return assets, audit assets and report assets
  • No Access: User cannot access the application.

i) Add

To add users, click on users under settings from side panel, page will open, click on add tab, add users page will open, just type three letter in name field, users will display pick the user select the role and click on submit button.

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ii) Bulk Add

Download the sample file and fill the email Ids and role as per specified format in the sample and save it. Choose the same file and click on save button

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iii) Edit user role :

We can edit user role for either individual or multiple users as shown in below image. Select multiple users to assign same role.

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iv) Delete Users:

Select the users and click on delete users

v) Sync from M365:

if you click on sync from M365 tab, the user’s detail in table will update if updated details in active directory.

General Settings

Here you can set date format, currency, asset accept notification, system generated barcode, theme color, brand logo etc.

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a) Assets accept notification:

If it is enabled, user and when asset is assigned to users, they will receive email notification contains link from where user can accept/reject assets. If it is disable users will receive email notification without link

b) System generated barcode:

If this is enabled, barcode generate automatically on adding assets.

c) Show projects while assigning assets:

If this is enabled, project option will display while assigning assets in pop, you can assign assets to the users along with project

d) Camera Scanner:

If this is enabled, camera scanner tab will display in home page from where you can scan barcode of the assets to search the assets.

e) External User:

If you enabled it, you could add external users or guest users in the application and can assign assets to them.

Note: Make sure guests or external users should have site permissions.

f) Assign Assets to Location:  

If this is enabled, location option will display while assigning assets in pop, from where you can assign assets to the location.

g) Retain Asset’s Last Location:

If this feature is enabled, the user’s location will retain on available assets after returning the assets. You can see retained location in location field
of the assets.

h) Asset Acknowledgement Text:

if you type acknowledgement text, user can see in acknowledgement page (acknowledgement page link is available in assigned email notification of the user).

i) MS Intune Integration:

If you integrate it, Intune assets will sync in the application.

j) MS group Integration:

If you integrate it, distribution type groups will sync in the application

3) Email Notification

Here you can setup email notification for assigned or on return assets. You can also setup reminder through email notification for asset expiry and return date of the assets.

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  • By default, “To users on assigning assets “is enabled and receives the email notification. if you enter email ID and click on submit both admin and the entered email IDs receives email notification on assigning assets to the users.
  • By default, “To users on returning assets “is enabled and admin receives the email notification. if you enter email ID and click on submit button, both admin and the entered email IDs receives email notification on returning assets from the users.
  • By default, “To groups on assigning assets “is enabled and admin receives the email notification. if you enter email ID and click on submit button, both admin and the entered email IDs receives email notification on returning assets from the group.
  • By default, “To groups on returning assets “is enabled and admin receives the email notification. if you enter email ID and click on submit button, both admin and the entered email IDs receives email notification on returning assets from the group.

Email Reminder or Enable Automatic Reminders

By default, “Enable Automatic Reminders” is enabled, admin will receive email notification regarding asset expiry date and returning assets of the users based on days entered in settings.

Here the person will receive email notification whose email ID(s) entered in “Choose Email Address” box. You can add up to 4 email (IDs) in choose email ids separated by “;” without space.

When you enter number as day for  “Set Return date Reminder” and click on submit, email notification will receives before the number of day entered to the return date

When you enter number as day for “Set Expiry / End date Reminder 1” and click on submit, email notification will receive before the number of days entered to the expiry date of the assets

In same way “Set Expiry / End date Reminder 2” will works.


Note: The person who install the application, by default is a admin, such person will receive email notification and email remainder.  

4) Custom Emails.

Here you can change the email notification body format for assigned and return assets email notification. Click on custom email under settings from side panel/ custom email page opens from where you can customize the email

Select the check box of assign assets or return assets. If you want to add extra placeholder in email body just click on the placeholder under placeholder section, placeholder get added in email body and finally click on Submit button as shown in below. If you want to edit text do same as you do in MS word.

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5) Column Settings:

Here you can add column and arrange order in the table for Home, Assign Assets, Return Assets and Report Assets

i) Displaying Column to the Table :

just select the check boxes of fields based on your requirement and click on submit as shown in below image.

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ii) Arrangement of Column Orders :

Drag  the single field and drop it to arrange the order of column as per your requirement, do same for other fields and finally click on submit as shown in below.

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6) Dashboard Settings.

Here you can display or hide fields of the dashboard for rows. Click on dashboard settings under settings from side panel dashboard settings page will open.

Select the check boxes of fields which should display in row of dashboard and uncheck those are not required and click on submit icon as shown in below.

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Administration

From administration we can, category, subcategory, vendor, model number, projects, asset type, status, locations  and add custom fields

Category

Click on category under administration from side panel, category page open then click on add tab, type category name, if you was to set as default value for add asset page, select the check box in default category column and add remark (optional) and click on save button. You can click on ‘Save and add More” button for multiple add.

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In same way you can add subcategory, vendor, model number, projects, asset type, status, locations.

Note: You can setup default values like category, subcategory, asset type and status only for add asset page

Add Custom Fields_

Here you can define custom field for Assets and Users.

  • For Assets : Type the name in assets property name field and select property column type and select column category as asset.

Note – No need to select SPO user properties field.

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This custom field you can see while adding asset as shown in below.

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To add created one custom field column for assets in table, go to Column settings, select the check box of created custom field and click on submit.

  • For Users – select user properties or type name in asset Property Name field and select Property Column Type and select column category as user as shown in below.

Note- If you select SPO user Properties data will fetch for SharePoint user profile no need adds manual while adding users

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The created one custom field you can see in user table and Add User popup page.

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Display control on custom field

By default, display status of custom field is enabled.

  • You can control display of custom field in column setting page and in user table. If status of the custom field is disabled for column category type asset such custom field is not visible Column Settings (Column order) page
  • If status of the custom field is disabled for column category type user such custom field is not visible Add user popup page and in user table
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  • Delete : – Select the check box of custom field and click on Delete button.
  • Edit : – You can edit only custom field name, just select check box of custom field and click on Edit button, edit popup page will display change name in asset property name field in order change custom field name and click on Submit button as shown in below
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Add Assets

i) Add asset page settings

You can enable fields those which are required and disable those which are not required of in add assets page. Click on asset tab, add asset page will open then click on settings gear icon at right top, column display page will open. Uncheck the check boxes for disable and check the check boxes for enable fields and finally click on save button. You are not able to disable mandatory fields like asset name, asset type and category.

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For add asset page, you can setup default category, subcategory, asset type and status from side navigation panel under administration.

We can add assets from two places.

  1. Asset tab
  2. Assets from side navigation panel under Administration
  1. Asset Tab

Fill mandatory fields like asset name, category and asset type and others are optional fields, upload image or add document. You can also set asset expiry notification for asset just enable it and click on submit button or save icon as shown in below. Created asset fall under home and assign asset table.

Note – To generate system barcode please enable “System Generated Barcode” from general setting.

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ii) Adding one asset as multiple :

Click on Add Multiple buttons, fill mandatory field and type number value to create number of asset and click on Submit button as shown in below.

Note – Do not type serial number for creating multiple assets.

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iii) Import asset.

You can add bulk assets about 200+ in one go using CSV file. Download the sample file and add data as specified format.

Note – Care should be taken while adding data in CSV file.

  • Add Asset ID in specified column and is mandatory.
  • Remove separators from the cost / value.
  • Use date format should be MM/DD/YYYY, this is uploading the data, while displaying it will follow as per your choice in settings.
  • Please do not change order of the columns or add new columns, this may lead into feeding values in incorrect columns.
  • Mandatory fields like Asset Name, Asset Id, Asset Type and Category should not be empty.
  • Barcode should not be more than 8 digits.
  • Please do not change order of the columns or add new columns, this may lead into feeding values in incorrect columns.
  • Barcode should not be more than 8 digits.

Click on asset tab then import asset, add multiple assets page will display then choose the data loaded CSV file from system and click on upload button as shown in below.

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2) Assets from side navigation panel under administration

  • New Assets – From side navigation panel click on Asset under Administration, click on New Assets tab and follow the above step mentioned under Asset tab

  • Delete Assets – From side navigation panel click on Asset under Administration, select the asset and click on Delete Asset tab. You can delete 25 assets at a time.

  • Clone Asset – If you want to create new asset with minor change with the existing one or same copy of existing one you can go for clone asset. From side navigation panel click on Asset under Administration, select the asset and click on Clone Asset tab, either edit data or remain same as per your requirement and finally click on Submit button

  • Edit Assets – From side navigation panel click on Asset under Administration, Administration page will open, select the assets and click on Edit Asset tab, edit pop page will open, edit the asset and finally click on Update button as shown in below.

Click on hyper link of asset under Home or Assign Assets table, edit pop page will display then click on Edit icon, you will enter in edit mode, edit the assets and finally click on Update button.

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Assign Assets

You can assign assets either from Assign Assets tab or from side navigation panel. Here you can see assign link under action column, click on it, popup will display enter the name, select project, return date, and finally click on Assign button as shown in below

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If you want to assign assets along with project, first enable toggle switch for “Show Projects While Assigning Assets” from general settings page under settings from side panel.

Note: you can add projects, from project tab in home page or click on project under administration from side panel, project page will open from where you can add projects.

If you want to assign assets for location, first enable toggle switch for “Assign Assets to Location” from general settings page under settings from side panel.

Note: To add location, click on location under administration from side panel, location page will open from where you can add location. Click on Sync location from M365 buttons to sync location from O365.

When you enable above features, you can see changes in assign pop

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If asset accept notification is enable in General setting, user will receive email notification with link from where users can take the action (accept/reject) accordingly.

The assigned one asset gets shifted from assign asset table to return asset table.

When you assign it, assigned date for the asset will bind in assigned date column of home table.

Return Assets

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The returned one asset get shifted from return asset table to assign asset table.

When you return it, returned date for the asset will bind in returned date column of home table.

Asset Reports

Here you can export to excel asset data as per you filter and you can also save the filter. To save it first setup the filter and click on save icon, filter get save. And to clear filter just click on rotate icon located below table popup will display and click on Yes button.

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Audit Log

Here you can audit on assets in detail. Click on item of first column, audit log page will display where you can find entire detail of asset from the time of being created and till exist as shown in below.

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Dashboard

In dashboard there four rows which contain graphs table etc. those we can hide or display from dashboarding settings under settings from side panel

Row1

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In this we can see different types of status with number from where we can find number of assets based on status as shown in below. You can add other status as per your requirement from status under administration from side panel.

Row2

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In this row you can finds graphs for total assets, asset by department and assets by location

Total assets graph: Here you can find number of assets based on category and subcategory, just over the mouse on graph it, shows number of assets.

Assets by department: The assigned assets to groups wills shows assets number here.


Assets by location: The assigned assets to locations wills shows assets number here.

Row3

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Assets Availability: in this table you can find the total number and available number of assets based on subcategory.

Expiring Soon: In this calendar you can find the assets displayed on calendar according to date of expiry of the assets.

Assets by Vender: In this graph you can find number assets details based on vendor of the assets.

Row4

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Asset by status: In this graph find number of assets based of the status of the assets

Recent Activity: In this table you can find you recent activity for assigned and returned assets.

The last assigned asset will display on the top. The last returned assets will display on the top of the table. You can check it by selecting from dropdown.

MS Intune Integration.

Here you can sync your Intune assets. Click on general settings under settings, page will open, explore MS Intune Integration by clicking on plus sign.
Please refer below link to create graph API keys (client ID, tenant ID, and client secret)

https://www.hr365.us/docs/how-to-create-graph-api-with-permissions-for-ms-intune-integration-in-asset-management-plus-application/

Enter the directory (tenant) ID, client secret and application (client) ID, click on Submit button and finally on Full Sync button as shown in below. You can see Intune assets in return assets page or click on return tab in the home page.

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MS Group Integration.

Here you can sync distribution type groups, for those groups you can assign assets. Click on general settings under settings, page will open, explore MS group Integration by clicking on plus sign.

Please refer below link to create graph API keys (client ID, tenant ID, and client secret)

https://www.hr365.us/docs/how-to-create-graph-api-with-permissions-for-ms-group-integration-in-asset-management-plus-application/

Enter the directory (tenant) ID, client secret and application (client) ID, click on Submit button as shown in below. You can find MS groups in assign popup user picker while assigning the

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Camera Scanner

How Camera scanner works?

It uses PC’s camera to scan barcode / QR code and search the asset based on code scanned, it displays the status of the asset and relevant information of the asset instantly. Also, you can switch camera between front or back if you are using mobile phone.  

How do I scan barcodes?

  • Go to the general settings under settings from side panel, enable the toggle switch for camera scanner.
  • Click on asset in home table, edit assets page will open, select the barcode/QR code tab and take out the print of the barcode by clicking on print button.
  • Click on camera scanner tab in home page, “use your camera of browser” popup will display, click on allow then camera will open, place the barcode print paper before camera pop such that barcode should fit into camera properly, search the asset based on code scanned
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