Assets
Asset registry
Devices, holders, warranty, history, and links to tickets.
The asset registry records every device, who currently holds it, its handover history, and the tickets it has been involved in. You find it under Assets in the Operations group of the console.
Who can use it
Access to the registry is controlled by three permissions. Roles are explained in full in Users, teams, and roles.
| Permission | What it allows | Built-in roles that have it |
|---|---|---|
| View assets | Open the asset list and asset details | Tenant Admin, Service Desk Admin, Team Lead, Agent, Auditor |
| Manage assets | Create, edit, assign, and release assets | Tenant Admin, Service Desk Admin |
| Link assets to tickets | Link and unlink assets on tickets | Tenant Admin, Service Desk Admin, Team Lead, Agent |
Asset data
The New asset button opens the following form.
| Field | Description |
|---|---|
| Asset tag | Required. The number stuck onto the item, e.g. LT-0042. Must be unique within the tenant. |
| Name | Required, e.g. Dell Latitude 5420 laptop. |
| Category | Required. A new tenant starts with the categories Laptop, Desktop, Printer, Jaringan (network), Perangkat mobile (mobile device), and Lainnya (other). |
| Brand and Model | Optional. |
| Serial number | Optional. If filled in, it must be unique within the tenant. |
| Status | See the status section below. |
| Location | One of the sites, or No location. Sites are managed under Organization. |
| Purchase date and Warranty until | Optional. The warranty date cannot be earlier than the purchase date. |
| Notes | Free text. |
Assets cannot be deleted. An item that is no longer in circulation gets the status Retired or Disposed so its history stays stored.
Asset status
| Status | Meaning |
|---|---|
| In stock | Available and not held by anyone. |
| In use | Currently held by a user. |
| In repair | Being repaired. |
| Lost | Not found. |
| Retired | No longer in use, but still recorded. |
| Disposed | Removed from inventory. |
The In use status only comes from an assignment; you cannot pick it in the form. While an asset is held by someone, you change its status through Release asset. An asset that is Lost, Retired, or Disposed cannot be assigned until its status is set back to In stock through Edit.
Assigning and releasing assets
Open the asset's detail page, then:
- Click Assign (or Hand over to someone else if the asset is currently held).
- Choose a user under Given to. Only active members of the tenant can be chosen.
- Fill in Reason if needed, e.g. new employee.
- Click Assign.
On a handover, the previous holder is recorded as releasing the asset at the same moment, and both assignments stay in the history.
To take an asset back, click Release asset, choose the Status after release (the default is In stock), fill in Reason, then click Release asset.
Ownership history
The Ownership history panel on the detail page shows the current holder, plus the time span and reason of every earlier assignment. Every change adds a new row that cannot be deleted. Changing the status of an asset that is currently held also closes its assignment and records it in the history.
Holders see the devices in their name on the Portal My assets page, can choose them when reporting, and report wrong data as a "Koreksi data aset …" (asset data correction) service request. Holders cannot change inventory data. See My assets.
Warranty
The warranty state is calculated from the Warranty until date:
| Label | Meaning |
|---|---|
| Under warranty | Still within the warranty period. |
| Expiring soon | The warranty ends within the next 60 days. |
| Warranty expired | The warranty period has passed. |
| No data | No warranty date has been entered, which does not mean there is no warranty. |
In the asset list, an asset whose warranty has expired shows Warranty expired below its status.
Assets and tickets
On a ticket page in the console, the Related assets panel shows the linked assets. To link one:
- Click Link in the Related assets panel.
- Type a tag, name, serial number, or brand, click Search, then choose the asset.
- Choose the Asset's role on this ticket: Affected, Requested, or Replacement.
- Fill in Note if needed, then click Link.
Linking requires the Link assets to tickets permission and the right to edit that ticket. Unlinking does not change the asset or its history. In the other direction, the Related tickets panel on the asset detail page lists every ticket the asset was ever linked to, including closed ones. See also Handling tickets.
Searching and filtering the list
The bar above the table contains:
- Search: matches the tag, name, serial number, and brand/model.
- Filter: by Category, Holder (including Unassigned), Location (including No location), Status, and Warranty. Active filters appear as chips you can remove.
- Sort: by any column, ascending or descending. You can also click the table's column headers.
- Group: groups rows by Category, Holder, Location, Status, or Warranty.
Below the table are page numbers and a Rows per page choice (10, 25, 50, or 100). The search, filters, sort order, and page are kept in the page address, so the Back button on an asset's detail page returns you to the same list.