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Learning Objectives:
1. Recall how to search and filter the assets list.
2. Summarize how to request a community asset on behalf of a resident.
3. Explain how to approve, decline, or delete asset requests.
Video Script
Welcome to the Asset Management: Creating & Approving Asset Requests overview. In this video we will demonstrate how to create, edit, and approve community asset requests.
To get started, select Asset Management from the main menu. This will open the asset management page where you can view, approve, and create assets requests for your community. Your user group permissions will dictate which actions you can perform on this page. Residents access asset requests 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 Needs Approval, All Created, or Deleted 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, payment status and asset status. Additionally, you can sort the assets list by Community Asset Type, Linked Asset Name, Unit, User or Approval and Payment Status.
To create a new asset request, select Request Community Asset. Then, pick the Community Asset Type from the drop-down menu. If an asset is renewed annually, and the renewal period has started, you will see the asset listed twice, but with different date ranges. If applicable, add any additional details about the asset request. Next, select the Unit the community asset is for followed by the User that made the request. If the asset type has custom fields, fill in the required information.
The next section of the asset request form will vary for each asset type. If there is no linked asset, and the asset is free, you will click Proceed to Confirmation. If there is no linked asset, but the asset requires payment, you will click Review and Add Payment Details. And if there is a linked asset, you will click Add a Linked Asset.
In the Linked Asset section, you’ll see one of two default options. Select Existing Asset appears when linked assets already exist for the unit, allowing you to choose from the drop-down menu. Create New Asset appears when there are no previously created linked assets. You can also select Create New Asset if you do not want to use an existing one.
Enter a name for the linked asset and fill in the requested fields. These fields will vary for each linked asset type. If the community asset type is free, click Proceed to Confirmation. If payment is required, click Review and Add Payment Details.
Review the payment summary for the request. If all the information is correct, select a payment method and enter the payment details. These options are based on your payment provider and workspace settings. Once completed, click Proceed to Confirmation.
The community asset request has now been created. To see the full request details, click Review Request Details. If you have asset approval permissions, the request will be automatically approved. If not, it will be listed as Needs Approval.
While the request is pending approval both you and the resident can Edit or Delete it as needed. If the request was automatically approved, only administrators with permission to Edit or Delete asset requests will be able to revise the request. Certain fields of the request, like asset type or payment details will be locked from editing. If you delete a request, it cannot be revised or resubmitted in the future.
To approve or decline a community asset request, select Approve or Decline icon in the Actions column. Review the request details and make any necessary updates. This may include filling in staff-level custom fields like permit number. Once all the request details are in order, select Approve. The request has now been approved, and the status will be updated.
If the resident paid by credit card, the status will be changed to Approved & Paid. If the resident paid by bank transfer, the status will be changed to Approved & In Progress. Once the funds are collected, the status will be updated to Approved & Paid.
If the community asset request details are incorrect or incomplete, select Decline. Enter the reason for declining the request and click Decline. The status of the request has now been changed to Declined & Canceled. The resident will be notified and given the explanation for declining the request. They can then resubmit the request with the appropriate information.
That concludes the Asset Management: Creating & Approving Asset Requests overview. For more information on the Asset Management feature, please refer to our user guides.