Assets

Introduction

The Assets page in the IT Hub serves as a centralized repository for your entire hardware inventory, including laptops, monitors, mice, and keyboards. This page provides detailed information about each device, such as its location, assigned user, and current status.

With automatic tracking capabilities, any device is seamlessly monitored once an employee signs into the desktop app, ensuring up-to-date records. For compliance and reporting, you can easily download a comprehensive list of your inventory or import data from other asset-tracking systems. The Assets page also allows for the addition of hardware on an individual basis. Users can click on each asset for more detailed information or utilize the search bar to quickly find specific items within the inventory.

Accessing Asset Management

Navigation

1. Log in to IT Hub with your credentials.

2. Navigate to the left panel menu and click on “Devices”

3. Click on the "Assets" section in the submenu.

Managing Assets

Asset Listing

Upon accessing the Asset Management module, you'll find a comprehensive list of all existing assets in your organization. Each asset entry includes details such as asset ID, type, name, assignee, status, and more. Devices are automatically added when a user logs in to the Electric app.

Searching and Filtering

• Search Functionality

  • Use the search bar to find specific assets by name, type, assignee, or other attributes.

  • The search feature helps you quickly locate assets based on specific criteria.

• Sorting

  • Sort assets alphabetically or numerically to organize the asset list according to your preferences

• Filtering

  • Active Statuses

    • In Use - Assets that have been assigned to an employee and are actively being used.

    • Available - Assets that are ready for deployment and can be shipped out as needed.

    • Under Repair - Assets that are undergoing maintenance or repairs.

    • Missing - Assets that are unaccounted for and are actively being located.

    • In Transit - Assets that are currently being delivered to a new site or employee.

  • Archived Statuses

    • Archived - Assets that are no longer active but are retained in records for historical or compliance purposes.

    • Donated - Assets that have been donated to a charity or nonprofit organization.

    • Sold - Assets that have been sold to a third party, employee, or another business.

    • Disposed - Assets that have been permanently removed from inventory, whether through recycling, destruction, or employee retention.

Adding New Assets

Add a single asset

1. To add a new asset, click on the "+ Add Asset" button.

2. Fill out the required fields in the "Add an Asset" form, including name, asset tag, type, purchase details, assignee, site, and notes.

3. Click "Add Asset" to create the new asset, or click "Cancel" to discard changes.

You may need to create a site. An example of a site would be their company headquarters. It is expected that when a device is not assigned to an individual it will be assigned a site.

• Sites have names

• Sites have addresses that are validated

To add a site:

1. Navigate to the asset listing page

2. Click on ‘Add an asset’ (or you can edit an existing asset)

3. Click the button ‘Add Site’

4. Fill in the required attributes

Add multiple assets via .CSV file

Administrators have the option to bulk upload assets using a CSV file. This is to allow for an export from prior asset management tools, which can then be uploaded to Electric.

1. Navigate to the Asset listing page

2. Click on Import Assets button in the upper left of the table

3. Download the CSV template provided

4. Fill in the asset details,

5. Upload the file.

6. Click the ‘Add Assets’ button

7. The system will process the CSV file, creating new assets based on the provided information.

Automatic Creation of Assets

Devices will automatically be added as users log in to the Electric app. If a device is added manually and the serial number matches a device with the Electric app, the asset details will be overwritten with information supplied by the manufacturer.

Asset Detail Page:

Viewing Asset Details:

The Asset Detail page displays attributes such as name, type, assignee, purchase details, serial number, site, and more.

1. Navigate to the Asset Listing page

2. Click on an asset from the list to view its detailed information on the Asset Detail page.

Viewing Asset History:

The history log includes details such as the date, action, performer, and nature of the change.

1. Navigate to an Asset Detail page

2. Click on the History tab

Viewing Asset Security

When laptops or desktops are enrolled with Electric, we are able to report on security issues that could be happening on the device. To view these issues:

1. Navigate to an Asset Detail page

2. Click on the Security tab

Editing Assets:

To edit an asset's details:

1. Navigate to the Asset Detail page

2. Click on the "Actions" button.

3. Select “Edit Asset”

4. Modify the relevant fields as needed

5. Click "Save Information" to update the asset information.

Adding an image to an Asset:

To add one or more images to an asset:

1. Navigate to the Asset Detail page

2. Click on the "Images" tab.

3. Upload an image

4. Your images are visible to all admins

Image upload is limited to 10 images per asset.

Asset Statuses

Assets can be given one of several statuses for various purposes, the most common of which being at-a-glance information for the administrator. The following are the statuses one can set and their intended meaning:

In Use

The asset is in use by an employee or otherwise being put to productive purposes.

Available

The asset is available for use and not in any degraded condition.

Under Repair

The asset is under repair, possibly by an OEM repair facilitator.

Donated

The asset was donated or given to a third party. This status is considered non-active in the Assets table.

Sold

The asset was sold to a third party. This status is considered non-active in the Assets table.

Disposed

The asset was disposed of, possibly resulting in a Certificate of Destruction or some similar document. This status is considered non-active in the Assets table.

Missing

The asset was lost or stolen.

Archived

The asset record has been archived (see below) and the asset itself is either permanently out of commission or its record was created in error. This status is considered non-active in the Assets table.

In Transit

The asset is being transported (perhaps by a logistics provider) from one geographic location to another.

Archiving an Asset

For compliance purposes, we do not allow for the deletion of Assets. The recommended process is setting the status to ‘Archived’.

This is done by:

1. Navigate to the Asset Listing Page

2. Select the Asset you wish to Archive

3. In the Actions menu, select Edit

4. Set the status to ‘Archived’

Need Help?

If you encounter any issues or have questions about using the Asset Management module in IT Hub, please reach out to our support team for assistance. We're here to help you make the most of your asset management experience!

Thank you for choosing IT Hub for your organization's asset management needs. Happy asset tracking!