The Assign Asset, Return Asset and Cancel Asset Request actions let a workflow route act on an asset Record. They are available when Asset Tracking is turned on, and they are not available in Add-Ins. Each one acts on the Record being processed.


Assign Asset

Assigns the Record to a user. If someone else has it, it is returned from them first, and if the user receiving it had an open request for it, that request is closed.

  • Assign to User – the user who receives the asset: a user ID, a user name, or a variable that gives one, such as [REQUESTOR]. You can also enter the name of a field on the Record that holds a user ID or user name. If no user is found, nothing is assigned.
  • Notes for Assignment – notes saved with the assignment. They show in the Record's asset history and in the Asset Assignments report, and can contain variables.


The assignment is recorded as made by the user the route runs as.


Return Asset

Returns the Record so that no one has it. To pass the asset from one user to another, use Assign Asset instead, which returns and assigns in one step.

  • The switch reads Email will be sent to users who have requested the Asset when it is on and Email will NOT be sent to users who have requested the Asset when it is off. When it is on, everyone with an open request for the asset is emailed that it is back.


Cancel Asset Request

Cancels the asset request that started the current work item. It has no settings. A work item is started by a request only when Asset Workflow is turned on, as described in the Asset Tracking Settings topic. For any other work item this action does nothing.


With Asset Workflow turned on

Assignments, returns and cancelled requests made by these actions start and finish workflow just like ones made by a user. An assignment made by Assign Asset can start a new work item, and closing the receiver's request finishes the work item that request started, through its step's Default Reject button. Check that the Process an action starts does not lead back to the same action.


The requester variables, [REQUESTID] and [TRACKINGID] are described in the Asset Tracking Variables topic.