Asset Tracking lets DocMgt keep track of physical items such as file folders, storage boxes, equipment or keys. Each item is a Record, and DocMgt keeps a record of who has it, who has asked for it, and everyone who has had it before.


Asset Tracking appears only on Record Types your administrator has set up for it. If you do not see the features described here on a Record, that Record Type does not track assets or the feature is turned off. Ask your administrator. Setting it up is described in the Asset Tracking Settings topic.


Request, Assign and Return

There are three things you can do with an asset.

  • Request – ask for the asset by a date. Your request stays open until the asset is assigned to you or the request is canceled. You can have one open request for each asset, so requesting it again replaces your earlier request.
  • Assign – give the asset to a user. If someone else has it, it is returned from them first. If the user receiving it had an open request for it, that request is closed because it has been filled.
  • Return – take the asset back, so no one has it. Everyone with an open request for the asset is emailed that it is back.


Every assignment and return is kept, so the asset's history shows everyone who has had it, when they got it, who gave it to them, and when it came back.


On the Record screen

On a Record that tracks assets, the Asset Tracking panel shows the asset's activity. Depending on how the Record Type is set up, the panel opens from the Assets button in the footer, or it takes the place of the documents and the Asset and Docs buttons at the bottom left switch between the two.

The panel has two tabs.


History lists every assignment, newest first, with Assigned To, Assigned Date, Assigned By, Returned Date (or Not Returned while the asset is out) and Notes.

  • Assign opens the Asset Assignment window. Pick the user in Assign To, add any Notes, and click OK.
  • Return appears while the asset is assigned. After you confirm, the asset is returned and everyone with an open request for it is emailed.


Requests lists the open requests, soonest needed first, with their number shown on the tab. Each one shows Requested For, Requested By Date, Requested By (the user who entered the request), Reason and Notes.

  • Request opens the Asset Request window. Requested For starts as you and can be changed to request the asset for someone else. Requested By is the date the asset is needed by and must be filled in. Reason and Notes are optional.
  • Cancel Request, at the end of each row, cancels that request after you confirm.


In Search

  • When the search form is set to a Record Type that tracks assets, it has two extra choices. Set Asset Assignments to Assigned To Me to find the assets you have, or Asset Requests to Requested By Me to find the assets you have asked for.
  • In the search results, an asset that is assigned has a marker at the right end of its row. Point at it to see Assigned To and the user who has the asset. View Record Info in the row's Record Actions menu shows the same.
  • With one or more Records checked, the action menu above the results offers Assign Records and Request Records. They work like Assign and Request on the Record screen, for every checked Record at once.


On the Home page

When Asset Tracking is on, the Home page has two more tabs. Asset Assignments lists the assets assigned to you, and Return Asset on each row returns it. Asset Requests lists your open requests, and Cancel Request on each row cancels it. Both tabs can be narrowed to one asset Record Type from the list in the tab's heading, and clicking a row opens its Record. See the Home Page topic.

Many assets at once

Asset Managers have an Assets button on the top toolbar. It opens the Multi-Asset Actions screen, built for barcode scanners, where you can assign, return or request a whole stack of assets by scanning their labels and record the box or shelf they are going into. See the Asset Management topic.


Emails

DocMgt sends these emails on its own, to users who have an email address.

  • When an asset is requested, the Asset Managers are emailed the request,
  • When an asset is returned, everyone with an open request for it is emailed that it is back, with a link to the Record.
  • Assigning an asset does not send an email.


Reports

Four reports, under Asset Tracking Reports, cover assets across the system.

  • Asset Requests – the open requests. See the Asset Requests topic.
  • Asset Assignments – who has had each asset and when, including assets still out. See the Asset Assignments topic.
  • Asset Status – where every asset stands now. See the Asset Status topic.
  • Asset Inactivity – assets no one has had since a date you choose. See the Asset Inactivity topic.


Workflow

Your administrator can set up workflow that runs when assets are requested, assigned or returned, for example an approval step before a request is filled. If a request or a return starts or finishes a workflow step for you, it is that setup at work.