Tip: You can navigate to specific sections in the video by selecting the Chapters icon.
Learning Objectives:
1. Recall how to search and filter the assets list.
2. Summarize how to add a new asset.
3. Explain how to approve, decline, or archive assets.
Video Script
Welcome to the Asset Management: Adding & Approving Assets overview. In this video we will demonstrate how to add, edit, and approve assets.
To get started, select Asset Management from the main menu. This will open the asset management page where you can view, edit, and create assets for your building. Your user group permissions will dictate which actions you can perform on this page. Residents can only access asset details through the My Account page.
By default, the asset management page lists all the active assets with the newest asset at the top. You can change the list view from Active Assets to Pending Assets or Archived Assets by clicking the icons at the top of the page. You can also conduct an all-text keyword search of the assets list, using the search bar. As well as filter the assets list by asset type and asset status.
To create a new asset, select New Asset. Then, enter a description of the asset. Refer to the tool tip for instructions on what to include in the description. Next, select the asset type from the drop-down menu. If applicable, enter a barcode for the asset.
Then, select the unit number the asset is connected to. And, if required, select the user the asset is connected to. Next, upload images of the asset. If a user was required, determine if you want to send the user an email notification about the asset. Then, if applicable, complete any additional fields required on the new asset form. In this example, a license plate number is required.
Once completed, click Save. You will now see the new asset on the assets list. To review the asset details, select View. To revise the asset details, select Edit. And to archive the asset, select delete.
To see a report of all the assets of a certain type, click Asset Custom Report. Then, select the applicable Asset Type and Asset Status and click Run Custom Report. The report will display all the custom field data connected to the asset type. You can then export the report to Excel or print the report. You can access additional asset reports from the Reports section. Once completed, click Back to return to the asset management page.
To review and approve pending assets, change the asset status to Pending Approval. Then, click the checkmark or the X to open the approval page. Here you will see a summary of the asset details and have to ability to approve or decline the asset.
Assets that were revised will show the original details in the Before column and revised details in the After column. New assets will only have details in the After column. If required, click on a field to revise the details. For example, the asset type might be incorrect, and you want to change it before approving the asset.
If you decline an asset, you must provide an explanation for the resident. Once completed, click Decline. Navigate between the pending assets using the previous and next buttons at the top of the page. Once completed, click Asset Management to return to the assets list.
Assets can also be created, revised, and approved from the Unit File. To do so, click an asset unit number or user’s name from the asset list. You will then see all the assets connected to the unit and the user. Hover over an asset to see additional details or click Expand All.
Like before, you can view, edit, and archive the asset. If the resident has an email address on file, you can also send email updates about the asset. Select email, customize the template as needed, and click Send. Assets that require approval will have a check mark, which you can select to get to the approval page.
If you need to mail the asset details to a user, perhaps because they don’t have an email address on file, click Print. Then, select who the document will be mailed to. Next, select the assets you want included in the document. Once completed, click Print. A PDF document will then download to your machine which you can print and mail.
This concludes the Asset Management: Adding & Approving Assets overview. For more information on the asset management feature, please refer to our user guide.