Admin Center | Asset Management

Introduction

The Asset Management 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

Log in to IT Hub with your credentials.
Navigate to the left panel menu and click on “Assets”
Click on the "Asset management" 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
Columns
- Use the customized column button to add or remove columns most relevant to the task at hand. To populate the data in a column that might be blank, update the asset in the asset detail page by clicking on the link the first column, “name”.
Download
- Downloading the asset log will export all available data columns stored in Electric.
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  - Archived - Assets that are no longer active but are retained in records for historical or compliance purposes.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.
- Type Statuses
  - Laptop – A portable computer with integrated display, keyboard, and battery
  - Mouse – A pointing device used to navigate and interact with a computer
  - Keyboard – An input device with keys for typing text, commands.
  - Keyboard & Mouse – A bundled peripheral set combining both devices, typically sold or deployed together.
  - Monitor – An external display screen that provides visual output from a computer.
  - Dock – A docking station that connects a laptop to multiple peripherals.
  - Audio – Sound-related hardware including speakers, sound cards, and audio interfaces.
  - Video – Hardware components related to video output and processing.
  - Warranty – A contract or coverage plan providing hardware repair, replacement, or support for a specified period.
  - Miscellaneous – Uncategorized hardware items that don't fit standard definition or status.
  - Desktop – A stationary computer system designed for fixed-location use.
  - Phone – Mobile or desk-based telephone devices.
  - Tablets – Touchscreen mobile computing devices larger than phones.
  - Headphones – Personal audio output devices.
  - Microphone – An audio input device that captures voice or sound.
  - Power Adapter – A device that converts AC power to the appropriate voltage and current for charging or powering devices.
  - Cable – Wired connectors for transmitting data, video, audio, or power between hardware.
  - Accessory – Supplementary hardware items that enhance or enable device functionality, such as webcams, external drives, or cleaning kits.
- Warranty Statuses
  - Active - Asset has an active warranty applied.
  - Expired - A warranty has expired based on the information input with the asset.
  - Unknown - No warranty exists attached to the asset.
- Is Device Status
  - A device in Electric is defined as hardware capable of installing MDM. Laptops, desktops, tablets are devices, whereas other asset types like keyboards or monitors are not devices.

Adding New Assets

Add a single asset

To add a new asset, click on the "Add Asset" button.
Fill out the required fields in the "Add an Asset" form, including name, asset tag, type, purchase details, assignee, site, and notes.
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:

Navigate to the asset listing page
Click on ‘Add an asset’ (or you can edit an existing asset)
Click the button ‘Add Site’
Fill in the required attributes

Add multiple assets via .CSV file

Admins 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.

Navigate to the Asset listing page
Click on Import Assets button in the upper left of the table
Download the CSV template provided
Fill in the asset details,
Upload the file.
Click the ‘Add Assets’ button
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 Electric for Desktop. If a device is added manually and the serial number matches a device with the Electric for Desktop, the asset details will be overwritten with information supplied by the manufacturer.
Hardware purchased in the Electric storefront will appear in assets.

Asset Detail Page:

Viewing Asset Details:

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

Navigate to the Asset Listing page
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.

Navigate to an Asset Detail page
Click on the History tab

Viewing Asset Health

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:

Navigate to an Asset Detail page
Click on the Health tab

Editing Assets:

To edit an asset's details:

Navigate to the Asset Detail page
Click on the "Actions" button.
Select “Edit Asset”
Modify the relevant fields as needed
Click "Save Information" to update the asset information.

Adding an image to an Asset:

To add one or more images to an asset:

Navigate to the Asset Detail page
Click on the "Images" tab.
Upload an image
Your images are visible to all admins

Image upload is limited to 10 images per asset.

Shipping a Laptop

For assets with a type of laptop, you are able to ship them via the UPS QR code process.

This is done by:

Navigate to the Asset Listing Page
Select the Asset with a type of Laptop that you wish to ship
In the Actions menu, select Ship laptop
The Ship a laptop page will be populated with relevant asset details and addresses
Choose a ship to location
Submit the form

You will be charged for the QR code after use. Additionally, any warehousing charges will be made once a laptop arrives at the warehouse.

Archiving an Asset

For compliance purposes, we do not allow for the deletion of Assets. The recommended process is setting the status to ‘Archived’. These assets will appear in the third tab, “Archived assets”.