Asset Management
Asset Management
TABLE OF CONTENTS
- Adding a New Asset
- Editing an Asset
- Browsing and Filtering Assets
- Viewing Asset Details
- Understanding Asset Status and Condition
- Asset Groups
1. ADDING A NEW ASSET
STEP-BY-STEP:
Access Add Asset
- From Dashboard, click "Add Asset" in Quick Actions
- OR click "Assets" in sidebar, then "Add Asset"
Enter Basic Information
Required: - Asset Name: Descriptive name (e.g., "Dell Inspiron 5510 Laptop") - Category: Select from predefined categories
Recommended: - Serial Number: Manufacturer's serial number - Model: Product model name/number - Description: Additional details
Select Classification
- Category: Type of asset (Electronics, Furniture, etc.)
- Department: Which department owns/uses this
- Location: Where the asset is stored
- Vendor: Who supplied this asset
Enter Financial Details
- Purchase Price: Original cost
- Purchase Date: When acquired
- Warranty Expiry: When warranty ends
Add Photos (Recommended)
- Click "Add Photo" or drag and drop
- Add photos from different angles
- Helps with identification and condition tracking
Add Receipt/Documentation
- Upload purchase receipts
- Attach warranty documents
Set Condition
- Excellent: New or like-new
- Good: Minor wear, fully functional
- Fair: Noticeable wear, still functional
- Poor: Significant wear or issues
Save the Asset
- Silobase automatically generates a unique tag number
- The asset appears in your Assets list
TIPS: - Use consistent naming conventions - Always include serial numbers for electronics - Take photos before deploying assets.
2. EDITING AN ASSET
Find the Asset
- Navigate to Assets in the sidebar
- Search by name, tag, or serial number
- Click on the asset
Enter Edit Mode
- Click "Edit" button on asset detail page
Update Information You can modify:
- Asset name and description
- Serial number and model
- Category, department, location, vendor
- Purchase information and warranty dates
- Photos and documentation
- Notes
Save Changes
- Click "Save" to apply changes
- View updated information
WHAT YOU CANNOT CHANGE: - Asset Tag Number (permanent for audit integrity) - Assignment history (immutable record)
UPDATING CONDITION: - Change condition when asset state changes - Add notes explaining the change - Condition history is tracked automatically
3. BROWSING AND FILTERING ASSETS
ACCESSING ASSET LIST: Click "Assets" in the sidebar to see all assets.
SEARCH: - Type in search bar to find by name, tag, or serial number - Results update as you type
FILTER OPTIONS: - Category: Electronics, Furniture, Vehicles, etc. - Department: Filter by owning department - Location: Filter by physical location - Vendor: Filter by supplier - Status: Available, Assigned, or All - Condition: Excellent, Good, Fair, Poor - Date Range: Filter by purchase or warranty dates
APPLYING MULTIPLE FILTERS: - Filters combine (AND logic) - Clear individual filters or all at once
SORTING: Click column headers to sort: - Asset Name (A-Z or Z-A) - Tag Number (ascending/descending) - Purchase Date (newest/oldest) - Value (highest/lowest) - Status (Available/Assigned)
VIEW OPTIONS: - List View: Compact rows with key details - Card View: Visual cards with photos
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4. VIEWING ASSET DETAILS
Click any asset to see its complete profile:
BASIC INFORMATION: - Asset name, tag, and description - Serial number and model - Category, department, location
PURCHASE & WARRANTY: - Purchase price and date - Vendor information - Warranty expiration
CURRENT STATUS: - Available or Assigned - If assigned: who has it, since when, expected return
PHOTOS & DOCUMENTS: - Asset photos gallery - Attached receipts and documentation
ASSIGNMENT HISTORY: - Complete record of who had this asset - Check-out and check-in dates - Condition at each transaction - Notes from each assignment
CONDITION HISTORY: - Track condition changes over time - See when and why the condition changed
5. UNDERSTANDING STATUS AND CONDITION
ASSET STATUS:
Available: - Asset is in inventory - Ready to be checked out - Not assigned to anyone
Assigned: - Asset is checked out - Currently with a person - Shows assignee name
STATUS VS. CONDITION:
Status = WHERE the asset is / WHO has it - Changes with check-in/out actions
Condition = WHAT STATE the asset is in - Changes based on wear and inspections - Options: Excellent, Good, Fair, Poor
Both are tracked independently.
CONDITION DEFINITIONS:
- Excellent: New or like-new, no visible wear
- Good: Minor wear, fully functional
- Fair: Noticeable wear, still functional
- Poor: Significant wear, may need repair
TIPS: - Regularly verify status matches physical reality - Update condition during check-ins - Use condition to plan maintenance and replacements.
6. ASSET GROUPS
Asset Groups allow you to bundle multiple assets together for bulk check-in and check-out operations. This is useful for equipment kits, workstation bundles, or any collection of assets that are typically assigned together.
ACCESSING:
Click "Asset Groups" in the sidebar to see all groups.
WHAT IS AN ASSET GROUP?
- A collection of individual assets bundled under one group tag
- All assets in a group are checked out/in together
- Each group has its own unique tag (e.g., GRP-00001)
- Useful for equipment kits, tool sets, or workstation bundles
CREATING A GROUP:
- Navigate to Asset Groups
- Click "Create Group"
- Enter group name and description
- Review the auto-generated group tag (you can edit it)
- Click "Create"
GROUP TAG FORMAT:
- Tags follow your company's group tag settings
- Format: PREFIX-NNNNN-SUFFIX (e.g., AIIR-GRP-00001)
- 5-digit padding with dashes between components
- Tags are auto-generated but can be customized before creation
ADDING ASSETS TO A GROUP:
- Open the group you want to modify
- Click "Add Assets"
- Select available assets from the list
- Click "Add to Group"
Note: Only available (not assigned) assets can be added to groups.
REMOVING ASSETS FROM A GROUP:
- Open the group
- Find the asset in the member list
- Click the remove button next to the asset
Note: You cannot add or remove assets while the group is assigned.
CHECKING OUT A GROUP:
- Navigate to the group
- Click "Check Out Group"
- Select the assignee (user or recipient)
- Add notes if needed
- Confirm check-out
All assets in the group are checked out simultaneously to the same person.
CHECKING IN A GROUP:
- Navigate to the assigned group
- Click "Check In Group"
- Add notes if needed
- Confirm check-in
All assets in the group are returned to available status.
GROUP STATUS:
- Available: All assets are in inventory, ready to be assigned
- Assigned: The entire group is checked out to someone
VIEWING GROUP MEMBERSHIP:
- In Asset Details, you can see if an asset belongs to a group
- Click the group link to navigate directly to the group page
TIPS:
- Create groups for commonly assigned equipment bundles
- Use descriptive names (e.g., "Field Technician Kit A")
- Keep groups to a manageable size
- Review groups periodically for relevance
TROUBLESHOOTING
Q: I can't find the right category
A: Ask your administrator to add new categories in Settings.
Q: The tag number format isn't what I expected
A: Tag format is configured in Settings > Asset Tags by an administrator.
Q: Can I manually change status?
A: Status is managed through check-in/out process for proper tracking.
Q: My photo won't upload
A: Ensure the file is JPG or PNG. Check file size limits.
Q: Can I delete an asset?
A: Assets can be archived/deactivated to preserve history.