Add and update assets

Learn how to add or update an asset for your organization to issue out to employees and contractors. You need the Asset Manager user role with global or manager rights to add an asset.

This article covers:

About assets

Assets are temporarily issued to employees, visitors, or contractors.  When creating an asset, several asset fields must be completed:

  • Asset Type – The type of asset this asset belongs to. 
  • Asset Name – The name of the asset.
  • Asset Tag – A unique identifier for the asset and can include alphanumeric, alpha, numeric, barcode, and RFID identifiers.
  • Asset Reference – A unique identifier for the asset. It can include alphanumeric, alpha, numeric, barcode, and RFID identifiers. Tags and references can be interchanged.
  • Notes – A field to register additional information that cannot be recorded using pre-set fields.
  • Photo – Upload one or more images of the asset.
  • Geolocation – Use geolocation to record where this asset is by entering the coordinates of the asset. Asset locations can be displayed on a map in the geolocation report.
  • Asset Owner Type – Your organization or a contractor organization.
  • Owner Asset Contact is either:
    • An employee within your organization who is responsible for the Asset (they must hold either Asset Manager Global, Manager, or Issuer rights)
    • A contractor organization
  • Asset Base Location – the location in OnLocation where the asset is physically stored, based on when its status is In.
  • Asset Department – a department where you can associate ownership or responsibility of the asset to. 

Before you start

Before you add assets, you must first set up the following:

Add assets

Add an asset manually

  1. Go to Tools > Asset Manager.
  2. Click Add Assets.


  3. Click Add an Asset Manually.

    Add-Assets-Manual.png
  4. Select the asset type. 
  5. Enter the asset name. This should be unique to identify the asset.
  6. (Optional) Add the asset tag and reference. These are interchangeable identifiers. You can use either of these to search for the asset in the Manage Asset screen.
  7. Click Next.

    New-Asset-Details.png
  8. Add any notes about the asset, then click Next.
  9. Add a photo from your computer, then click Next.
  10. Add the geolocation coordinates, then click Next.

    You can get the coordinates for your location from Google Maps. Look up your address, then take the coordinates from the URL. The first number is latitude; the second is longitude.

    GeoLocation.PNG
  11.  Select the asset owner type. Choose the organization name or if a contractor owns it.
  12. Choose an Asset Manager for the asset or the contractor organization.

    Note, that for contractor owners, only organizations with members with the Asset Owner contact role type will show in this list. 
  13. Select which location the asset is based at.
  14. Choose an asset department. You can associate ownership or responsibility of an asset to a specific department in your organization.

    Add-Assets-Owner.png

The asset will appear in your asset list, ready to be issued. You can edit any details anytime by clicking Edit next to the asset.

Import multiple assets

You can add multiple assets at once using a CSV file import. You must download the import template to ensure your file is imported correctly.

  1. Go to Tools > Asset Manager.
  2. Click Add Assets.
  3. Click Download the Asset Import Template.
  4. Save the CSV template to your computer.
  5. Open the file and add your assets – Required fields are Asset Type, Name, Owner Type, and Asset Location.

     CSV_Import.PNG

    Do not change or remove any column headers, or the template will not import. You do not need to fill out any information which is not required.
  6. Save the updated template in the CSV UTF-8 format.
  7. Click Import your Asset List from a CSV File.
  8. Click Select CSV File.
  9. Choose your CSV file from your computer and click Open.
  10. Click Import Assets.

    Import-Assets.png

 

Manage asset details

Edit an asset

  1. Go to Tools > Asset Manager.
  2. Click Edit next to the asset.
  3. Update the asset details, then click Next or Save & Close.
  4. Update the notes about the asset, then click Next or Save & Close.
  5. Add a photo from your computer, then click Next or Save & Close.
  6. Update the geolocation coordinates, then click Next or Save & Close.
  7. Update the asset owner info, then click Save. 

    Asset-Update.png

Edit multiple assets using the run action menu

You can only update the location and asset type using the run action men. 

  1. Go to Tools > Asset Manager.
  2. Select the checkboxes next to the assets.
  3. Select Change Location or Change Type in the Run an action menu. 
  4. Select the updated information, then click Run Action. 


Edit multiple assets using the file import

  1. Go to Tools > Asset Manager.
  2. Click Export Assets. 


  3. Open the downloaded file and update the assets.
  4. Save the file in CSV UTF-8 format.
  5. Click Update Assets, then click Select CSV File. 
  6. Click Update Assets.

    Update-Assets.png
  7. If the import was successful, you'll be returned to the Asset Manager page. If there were any issues with the import, check the error message. 

 

Delete assets

Delete an asset

You can only delete an asset that isn't currently issued.

To delete an asset: 

  1. Go to Tools > Asset Manager.
  2. Find the asset you want to delete, then click Delete. Click Remove to confirm. 

Delete multiple assets

  1. Go to Tools > Asset Manager.
  2. Select the checkbox next to the assets you want to delete.
  3. In the Run an Action menu, select Delete. Click Ok to confirm.



Next step: Once you've added an asset, you can issue it out to employees or contractors.