# January 2025 Release Notes ## Asset Panda Web ### Simplify and Optimize Asset Validation with Audits Audits help organizations efficiently validate their assets by ensuring accurate records, addressing compliance needs, and providing real-time updates. Empowering businesses to maintain accountability and trust, audits enable organizations to verify the physical presence and status of assets through a combination of tools and processes: * Barcode scanning and manual verification ensure data accuracy and reduce errors. * Historical data maintains compliance and serves as a reliable reference. * Permission controls safeguard sensitive information. Organizations face numerous challenges in managing and tracking assets effectively. Audits address these obstacles by: * Ensuring compliance with financial and operational standards. * Reducing discrepancies in asset records to prevent mismanagement or loss. * Supporting customizable parameters to meet industry-specific requirements. The auditing process is designed to save time while improving accuracy with real-time updates during audits to instantly reflect findings in the system. These elements enhance operational efficiency, ensure accountability, and empower organizations to maintain accurate asset records. *** ## Asset Panda Mobile App ### Enhanced Flexibility for Asset Validation with Audits in the Asset Panda Mobile App Audits in the Asset Panda mobile app leverage your mobile device camera to ensure accurate and flexible asset management with real-time data syncing. This capability empowers you to efficiently manage assets in dynamic environments, reducing errors and improving accountability. *** {% hint style="info" %} For more information about adding the Audits Feature to your platform, contact **
[Visit the app](https://assetpanda.app/login)
Asset Panda provides secure access with email authentication and Single Sign-On (SSO) options.
## Log into the application
1. Enter your email address, and then click **Continue**. The system redirects to the organization's identity provider if single sign-on (SSO) is enabled.
2. If the organization uses an identity provider, complete the steps necessary for the provider.
3. If no identity provider is used, enter a password to complete the login.
{% hint style="info" %}
To reset a forgotten password, click **Forgot password**. For assistance, click **Contact support** to contact them directly.
{% endhint %}
## Log out of the application
1. Click the profile icon 
.
2. Select **Log out**.
# App navigation
## :house: Home icon
While on any page in the application, you can click the Home icon above the page to access the module pane to select a collection, saved view, or form for viewing. You can also use this pane to create a new module or form.
***
## Left navigation pane
The navigation pane provides access to major areas of the application:
*  **Account Switcher**: Enables you to select the account and module to display in the application. When you select the module, the primary collection for that module is displayed.
*  [Dashboard](/dashboard): Displays a customized overview of asset data.
*  [Tools](/tools): Provides access to tools for use within the application.
*  [Calendar](/calendar-reservations): Provides an overview of activities by date.
*  [Reports](/reports): Provides access to data reports.
*  [Settings](/settings): Enables you to manage objects in the account, including collections, forms, automations, users, and integrations.
* 
[URSA](/ursa): Access the URSA AI-enabled process helper.
***
## Search field
A search bar in the top-right enables quick access to specific accounts or settings.
***
## Page-level toolbar
The toolbar on collection pages provides access to actions that can be performed on the page:
* :filter:: Filter the displayed records based on a selected criteria.
* : Sort the displayed records based on selected criteria.
* : Group the displayed records based on the selected criteria.
* : Manage the fields displayed in the collection.
* : Enable other collection actions, such as exporting the data or summarizing data rows.
* **Add** button: Enables you to add records or create asset kits.
See [View a collection](/settings/account-management/collections).
***
## Asset list icons
In asset lists, the following icons are displayed to indicate various scenarios:
* :link:: Indicates that the field is pulled from another collection.
* : The asset item is a kit.
* :file:: The item is an individual, serialized asset.
* : The category contains consumable assets.
* :location-dot:: Indicates a linked map location. Click the link to view the location in a map view.
# Popular Pages for New Admins
# Manage your profile
## Update user details
You can modify many personal settings associated with your organization, such as your profile picture, displayed language, and time zone.
1. Log in to your Asset Panda Pro account at [assetpanda.app](https://assetpanda.app/).
2. Click your avatar in the upper-right corner and select **Manage profile**. The **User profile** page is displayed.
3. To update your password:
1. Click **Update password**.
2. For **Confirm current password**, enter your current password.
3. For **New password** and **Confirm password**, enter a new password that meets the following requirement:
* Minimum of 8 characters
* At least one lowercase letter (a-z)
* At least one uppercase letter (A-Z)
* At least one number (0-9)
* At least one special symbol
4. Click **Save**.
4. To change your profile image:
1. Click **Browse** under **Profile picture**.
2. Select an image file no longer than 100MB, then select **Open**. The Edit Profile Picture window is displayed.
3. Drag the slider bar to zoom in or out in the profile image.
4. Click **Save**.
5. Edit the **First name** or **Last name**.
6. To switch the Asset Panda Pro interface into your preferred language, select the **Language**. The following languages are supported:
{% columns %}
{% column %}
* Arabic
* Bengali
* Chinese (Simplified)
* Chinese (Traditional)
* Dutch
* English
* French
* German
{% endcolumn %}
{% column %}
* Hindi
* Indonesian (Bahasa Indonesia)
* Italian
* Japanese
* Korean
* Polish
{% endcolumn %}
{% column %}
* Portuguese
* Russian
* Spanish
* Thai
* Turkish
* Urdu
* Vietnamese
{% endcolumn %}
{% endcolumns %}
{% hint style="info" %}
* The system utilizes the Google Translation API to manage the localized interface options.
* The translation applies to hard-coded fields and system-level interface elements (buttons, menus, system labels).
* Custom fields, record field values, and user-entered data is not translated and remains in the language in which it was entered.
{% endhint %}
8. Select the **Time zone** that reflects your location.
9. Click **Save changes**.
***
## Add calendar integrations
If Google calendar integrations are enabled for your organization, you can add dashboard calendars to your personal email account.
***
## Grant Support login access
Asset Panda team members may need to access your Asset Panda Pro organization to assist you with support, implementation, or training. For security reasons, this access requires your explicit consent. To help the Asset Panda team support you directly, you can grant temporary login access to your account:
1. Log in to your Asset Panda Pro account at [assetpanda.app](https://assetpanda.app/).
2. Click your avatar in the upper-right corner and select **Manage profile**.
3. Turn on **Grant account login access**, then choose an **End date** and **Time zone** for when the access should expire.
4. At the top of the page, click **Save changes**.
# Set up the organization
The organization is at the highest level of the Asset Panda Pro hierarchy. The organization has a unique sub-domain and holds users, permissions, and accounts. Every Asset Panda Pro account will have an organization. Access to the data in any account and module within the organization is granted with the Organization Admin permission role.
Within the organization, you can have a single account or multiple accounts:
* **Single Account**
For simpler operations or smaller teams, you can use a single account. You can use collections, categories, or other organizational tools to group data for different departments or locations within one environment. This setup reduces administrative overhead and is typically sufficient when assets or resources need to be shared or moved frequently within the same environment.
* **Subsidiary Accounts**
In a corporate environment with multiple divisions or companies operating under one parent corporation, you can assign each subsidiary to its own separate account. This setup enables each entity to manage its own data, assets, and users, while still reporting to the parent corporate organization for oversight.
* **Managed Service Provider (MSP) Accounts**
A Managed Service Provider (MSP) oversees the IT or asset needs of various **external** clients. Under this model, you can provide each client with its own account beneath the MSP’s parent account. The MSP retains the ability to switch between the child accounts for management, support, and reporting. This setup is effective for service providers who need to offer separate, secure environments for multiple customers, all under a single administrative umbrella.
See [Accounts and modules](/settings/account-management/accounts-and-modules).
## Set up supporting elements
Within the organization accounts, you can set up the following elements to support your asset tracking:
* **Modules** organize different workflows within your account. See [Accounts and modules](/settings/account-management/accounts-and-modules).
* **Collections** organize your assets and link people, locations, and categories to create meaningful connections across your resources. See [Collections](/settings/account-management/collections).
* **Categories** enable you to group related records based on specific criteria, such as the type of asset. See [Categories](/settings/account-management/collections/categories). You can also use categories to [track consumable assets](/settings/account-management/collections/track-consumable-assets).
* **Forms** enable end users to [create](/settings/account-management/forms/forms-that-create-records) or [update](/settings/account-management/forms/forms-that-update-records) records in a collection.
* You can specify the **fields** that are managed in collections, categories, and forms. See [Fields](/settings/account-management/fields).
* **Automations** streamline workflows by executing predefined actions based on specific conditions. See [Automations](/settings/account-management/automations).
* **User roles** determine their access to data within an organization. See [Users](/settings/users).
* **Integrations** provide connections to third-party applications to optimize your asset, device, and user management processes. By leveraging integrations, you can streamline operations, improve data accuracy, and enhance overall efficiency within your organization. See [Integrations store](/integrations-store).
### Automated account builder
If UrsaAI is enabled in your organization, you can use the Account Builder to set up your Asset Panda Pro account by generating a complete organizational structure based on a description of your business. See [Account Builder](/ursa/ursa-account-builder).
# Maintain records
When your organization is set up with the structure it needs to operate, you can add records to each collection to manage your assets.
You can add records manually or you can import data from external spreadsheets to populate each collection.
## View record details
You can select records in collections to review and edit record data quickly. You can also view full record details for a more thorough review of the record.
1. Select the record to view. The record details pane is displayed.
2. Review or [edit](#edit-a-record) the record details.
3. To view the full details for the record, select **View full details**. The following tabs are displayed:
* **Record details**: Displays all configured field values for the record.
* **Activity**: Displays the activity stream associated with the record.
* **Tickets**: Displays tickets associated with this record. See [Ticketing](/settings/account-management/ticketing).
* **Attachments**: Displays the files attached to fields within this record.
* **Relationships**: Displays links between this record and other records in the organization:
* **Linked to this record**: Shows every record that has been pulled into the current one (for example, vendors linked to a laptop).
* **Record linked to another record**: Shows every place where the current record is referenced (for example, assets currently using this vendor).
You can click links in the tab to navigate to the details for the selected record.
***
## Add a record
{% hint style="info" %}
To import multiple records from an external spreadsheet, see [Import data from a spreadsheet](/tools/import/import-data-from-a-spreadsheet).
{% endhint %}
1. Perform one of the following steps to display the module pane:
* In the navigation pane, click the **Account Switcher** 
and then select the appropriate account and module.
* Click :house: to display the module pane.
2. Select the collection to which you want to add a record.
3. Click **Add**. The Create new record pane is displayed.
4. Enter and select values for the available fields.
5. Click **Save**.
***
## Duplicate a record
You can create single or multiple copies of a selected record to speed record creation.
1. Click :house: to display the module pane.
2. Select the collection for which you want to duplicate a record.
3. Click the record to edit. The details pane is displayed for the record.
4. To create a single duplicate:
1. Click **Actions** :ellipsis-vertical: and then select **Single Duplicate**. The Duplicating records page is displayed.
2. Click **Duplicate**. The new record is added to the collection, without unique information.
5. To create multiple duplicate records:
1. Click **Actions** :ellipsis-vertical: and then select **Multiple Duplicate**. The Duplicate multiple records page is displayed.
2. Enter the number of duplicate records to create.
3. Select the check boxes for each field whose value you want to duplicate in the new record.
4. Click **Continue**. A summary of the new records is displayed.
5. Click **Duplicate**. The new record is added to the collection, without unique information.
6. Select each newly created record. The details pane is displayed.
7. Enter and select new values for the available fields.
8. Click **Save**.
***
## Edit a record
1. Click :house: to display the module pane.
2. Select the collection for which you want to edit a record.
3. Click the record to edit. The details pane is displayed for the record.
4. Enter and select new values for the available fields.
5. Click **Save**.
***
## Bulk update records
1. Click :house: to display the module pane.
2. Select the collection for which you want to edit a record.
3. Click the check box for each record to edit.
4. Click **Bulk Update** :arrows-rotate-reverse:**.** The Bulk update window is displayed.
5. Select the check box for each field to be updated for the selected records.
{% hint style="info" %}
Unique fields, system fields, and fields associated with depreciation cannot be edited in a bulk update.
{% endhint %}
6. Click **Continue**.
7. Enter the new field values for the selected records.
8. Click **Save**.
***
## Lock a record
You can lock records to prevent them from being edited.
1. Click :house: to display the module pane.
2. Select the collection for which you want to lock a record.
3. Select the check box for the record to lock.
4. Click **More** :bars: and then select **Lock**. A confirmation message is displayed.
5. Click **Lock**. The lock :lock: icon is displayed for the record to indicate it cannot be edited.
***
## Unlock a record
You can unlock records to enable them to be edited.
1. Click :house: to display the module pane.
2. Select the collection for which you want to unlock a record.
3. Select the check box for the locked record.
4. Click **More** :bars: and then select **Unlock**. A confirmation message is displayed.
5. Click **Unlock**.
***
## Archive a record
You can archive records to remove them from active collections without deleting them. This action preserves all data, relationships, and history for future reference or restoration.
{% hint style="info" %}
Archived records are displayed in the appropriate :box-archive: **Archived** collection in the module pane.
{% endhint %}
1. Click :house: to display the module pane.
2. Select the collection for which you want to archive a record.
3. Select the check box for the record to archive.
4. Click **More** :bars: and then select **Archive**.
***
## Restore an archived record
You can archive records to move an archived record back to the active collection with all data, relationships, and history intact.
1. Click :house: to display the module pane.
2. Under **Archived** in the module pane, select the collection for which you want to restore an archived record.
3. Select the check box for the record to restore.
4. Click **More** :bars: and then select **Unarchive**.
***
## Delete a record
1. Click :house: to display the module pane.
2. Select the collection for which you want to edit a record.
3. Select the check box for the record to delete.
4. Click **More** :bars: , and then select **Delete**. A confirmation message is displayed.
5. Click **Delete**. If required, the **Reason to Delete** window is displayed.
6. If required, enter the reason you are deleting the record, then click **Save**.
# Create records using email
You can configure collections to enable records to be created using data shared in an email. This enables appropriate email senders to be able to create records in a collection without having to log into the application to add them manually.
You can identify the users who can create records using the domain associated with their email. You can also determine whether records are created based on the email fields or on fields contained in the email body.
## Enable email record creation
1. In the navigation pane, select 
**Settings** > **Account Management**.
2. Expand the appropriate account and module, and then click **Manage** in the **Collections** tile. The list of collections is displayed.
3. For the record you want to support with email creation, select **Manage** under **Email record create** and then click the **Manage** link. The **Email record creation** page is displayed.
4. To copy the email where emails should be sent to create records, click 
next to **Email to create records**. You can then share the email with the appropriate users.
5. For **Allow emails from the following domains**, enter the domains (for example, @assetpanda.com) from which data will be accepted to create new records.
6. For **Send errors to email**, enter the email address where errors during record creation should be sent.
7. Specify how to process email data to create records:
* To map email fields to create records automatically:
1. For **Mapping type**, select **Map email to fields**.
2. Map the email **Body**, **Subject**, **From**, **Sent at**, and **Attachment** to fields in the collection. Leave fields unmapped to ignore them when creating records.
3. To specify default values for unmapped fields, click **Map field**, select the appropriate collection field, and then enter its default value.
* To create records using text in the email body:
1. For **Mapping type**, select **Add fields in email body**.
2. When creating emails, add the fields exactly as they are displayed in the application (case-sensitive). For example:\ Email: and then select the appropriate account and module.
* Click :house: to display the module pane.
2. Select the collection for which you want to export data.
3. Select the check box for each record to be exported into a single file.
4. Click **More** :bars: , select **Export**, and then select the output format (PDF, Excel, or CSV). A popup indicates when the report export has finished.
5. Click **Download Link** in the popup to download the exported report.
{% hint style="info" %}
You can also click **Notifications** :bell: and click **Download** in the export notification to download the file.
{% endhint %}
***
## Export a collection
You can export the data for an entire collection to be shared externally.
1. Click :house: to display the module pane.
2. Select the collection for which you want to export data.
3. To display a summary row with totals for numeric fields, click :ellipsis-vertical: and then select **Row Summary**. The summary (:sigma:) row is displayed above the records.
4. In the header, click **Export** :ellipsis-vertical:. The export menu is displayed.
5. Perform one of the following steps:
* To export the collection data, select the output format (PDF, Excel, or CSV).
* To export only the summation row with totals for numeric data fields, select **Export summary** for the output format (PDF, Excel, or CSV).
A popup indicates when the report export has finished.
6. Click **Download Link** in the popup to download the exported report.
{% hint style="info" %}
You can also click **Notifications** :bell: and click **Download** in the export notification to download the file.
{% endhint %}
# Kits
Kits enable you to create groups of serialized and/or non-serialized assets to manage them as a single unit. Kits are useful when you track or issue items, such as tool sets, device bundles, or onboarding packages.
## Kit templates
Kit templates define the standard structure of a kit. You use them to build and reuse consistent kit formats across your teams. When you create templates, you specify the type and quantity of items to include and select individual assets or reference categories (for example, "3 monitors" or "2 barcode scanners").
To create a kit template, configure the layout with the Kits property type. This allows you to control how kits behave and which assets they contain.
## Non-template kits
Non-template kits support flexible asset grouping. You can use this approach if the combination of assets changes often or if you need to build a one-time bundle. You can manually add assets to a kit record by using the Kits property. This gives you the freedom to create kits based on current needs without predefined rules.
## Visibility
In asset lists, the first column shows a mix of individual assets and kits. Each record is clearly labeled as a serialized asset, a bulk asset, or a kit. This makes it easy to identify grouped items and understand how assets relate to each other.
## Create a kit
1. Perform one of the following steps to display the module pane:
* In the navigation pane, click the **Account Switcher** and then select the appropriate account and module.
* Click :house: to display the module pane.
2. Select the collection for which you want to create asset kits. The list of assets in the collection is displayed.
3. Select the check box for each asset to add to the kit.
4. Click **More** :bars: , and then select **Create kit**. The kit details pane is displayed, with the selected assets listed.
5. If necessary, adjust the assets included in the kit:
* To add additional assets to the kit, click **Add**, select the assets, and then click **Add to kit**.
* To remove selected assets from the kit, click :xmark:.
6. If any of the selected assets have a specified **Category** value, specify whether to save the kit as a template:
1. To save the created kit as a template, select **Save this kit as template**.
2. Enter the **Kit template name** to configure the template. This name is applied to the **Category name** field for the kit.
7. Enter the **Name** of the kit.
8. Specify the remaining details for the kit, and then click **Save**. The selected assets are moved into the kit, which is displayed as 
in the list.
***
## Delete a kit
When you delete a kit, you can choose whether to retain the assets in the kit.
1. Perform one of the following steps to display the module pane:
* From the **Account Switcher** , select the appropriate account and module.
* Click :house: to display the module pane.
2. Select the collection containing the appropriate assets.
3. Select the check box for the kit to delete.
4. Click **Delete**. The **Deleting kit** page is displayed.
5. Perform one of the following tasks:
* To keep the child assets and delete only the container kit, click **Keep kit content**.
* To delte the kit and all child assets, click **Delete all**.
# Depreciation
Depreciation is the practice of allocating the cost of an asset over its useful life. This reduces the assets' value on the organization's balance sheet each year for financial reporting.
The **Depreciation** feature enables you to track the depreciation for assets. It supports multiple depreciation methods and enables automatic calculation of depreciation values based on asset data. It can be used for quick estimates or as a saved calculation within asset records when the required fields are populated.
You can configure whether the depreciation is summarized in monthly, quarterly, or yearly totals, and whether mid-cycle adjustments are allowed.
{% hint style="info" %}
For more information on this feature, contact | Field Name | Field Type | Description |
|---|---|---|
| Depreciation type | Single select list | Method applied to calculate the depreciation of the asset |
| Asset cost | Currency | Price originally paid for the asset |
| Date placed in service | Date & Time | Date the asset began its use and began deteriorating. This date determines the start of the depreciation table. You can only edit the Date placed in service if the month is in the future or no depreciation rows have been posted. When the specified month is reached, the field is locked from edits to prevent historical data corruption. |
| Salvage value | Currency | Value of the asset at its end of life. This value must be lower than the Asset cost. |
| Useful life (months) | Numeric (0 decimals) | Number of months from the Date placed in service until the asset reaches its end of life |
| Current month (read-only) | Text | Current month |
| Current book value (read-only) | Currency | Current calculated value for the asset, including any previous depreciation over time |
| Depreciation expense (read-only) | Currency | Calculated monthly reduction in the depreciated asset's value based on the selected Depreciation type |
| Accumulated depreciation (read-only) | Currency | Total amount of depreciation assumed for the asset from its Date placed in service |
| Annual Rate | Numeric (Percentage) | Annual rate of depreciation estimated for the asset. The value will be converted to monthly values for calculations. This value is used when using the Declining balance depreciation type. |
| Total Estimated Units | Numeric | Estimated number of units that will be produced by the asset over its useful life |
| Units Produced | Numeric | Number of units produced to date by the asset |
**Settings** > **Account Management**.
2. Expand the appropriate account and module, and then click **Manage** in the **Collections** tile. The list of collections is displayed.
3. Select **Depreciation**. The [Depreciation fields](#depreciation-fields) are added to the collection.
4. Click **Manage** **> Manage Depreciation**.
5. Select whether you want to summarize depreciation values on a **Monthly**, **Quarterly**, or **Yearly** bases.
6. For the selected selected **Depreciation calculation frequency**, select whether you want to start the depreciation calculation based on the **Calendar** start (January-December) or whether you want to apply it based on the **Fiscal** start. If you selected the **Fiscal** start type, the fiscal periods are listed for review.
7. To allow mid-cycle adjustments to be applied to assets, select **Yes** under **Allow mid-cycle adjustments**.
8. Click **Save**.
***
## Configure depreciation for assets
1. Click :house: and then select the collection for which you want to update depreciation information.
2. To specify depreciation data manually:
1. Select the asset for which you want to apply depreciation. The asset details pane is displayed.
2. Specify the following [Depreciation fields](#depreciation-fields):
* [Depreciation type](#depreciation-types)
* **Asset cost**
* **Date placed in service**
* **Salvage value**
* **Useful life (months)**
* **Annual Rate** (used with the Declining balance method)
* **Total Estimated Units** (used with the Declining balance method)
* **Units Produced** (used with the Declining balance method)
3. Click **Save**. The asset's depreciation is calculated automatically.
4. Repeat steps a-c for each asset.
{% hint style="info" %}
You can also import depreciation data from a spreadsheet to update multiple assets in a single process. See [Import](/tools/import).
{% endhint %}
***
## View depreciation information
After you [enable Depreciation](#enable-depreciation) and enter values in the [Depreciation fields](#depreciation-fields) for assets, you can view the depreciation schedule for the asset.
1. Click :house: and then select the collection for which you want to review depreciation information.
2. Select the asset for which you want to review depreciation. The asset details pane is displayed.
3. Click **View full details**. The asset's details page is displayed.
4. Select the **Depreciation** tab. The table of depreciation for the asset is displayed.
{% hint style="info" %}
The **Depreciation** tab is displayed only if depreciation data exists for the asset.
{% endhint %}
5. To view the data in chart form, click **Chart** above the table.
***
## Edit the depreciation type
You change the depreciation type used to calculate the depreciation values for the selected asset.
1. Click :house: and then select the collection for which you want to review depreciation information.
2. Select the asset for which you want to edit the depreciation details. The asset details pane is displayed.
3. For **Depreciation type**, select the appropriate type. Adjust the remaining [Depreciation fields](#depreciation-fields) as needed.
4. Click **Save**. The **Change depreciation type?** window is displayed.
5. Select an option to specify how to apply the change:
* To apply the change in depreciation for the current month onward, select **Apply from current month onward** and then click **Apply change**.
* To recalculate the entire schedule form the **Date placed in service** date, select **Recalculate entire schedule from the start** and then click **Recalculate from start**.
{% hint style="warning" %}
* If you recalculate the entire schedule, there is no way to reverse the changes. You should export the depreciation table before completing this step to avoid losing the historical data.
* If you change the depreciation type and edit the **Useful life**, **Salvage value**, or **Asset cost** fields at the same time, the system automatically runs a full recalculation from the start to ensure all values align correctly.
* Units of Production notes:
* If you are editing to or from the Units for Production depreciation type, you must select **Recalculate entire schedule from the start**. You cannot select **Apply from current month onward**.
* If you move away from the Units of Production depreciation type, the **Units Produced** and **Total Estimated Units** data is permanently removed.
* If you move away from the Units of Production depreciation type, the [Depreciation fields](#depreciation-fields) specific to the depreciation type remain visible in the collection.
{% endhint %}
***
## Schedule a mid-cycle adjustment
{% hint style="info" %}
Mid-cycle adjustments are supported for the Straight Line, Declining Balance, Double Declining Balance, and Sum of Years [depreciation types](#depreciation-types). They are not supported for the Units of Production.
{% endhint %}
A mid-cycle adjustment is a change made to an asset's cost, salvage value, or useful life after it has already started depreciating. This change creates a break in the schedule where new values apply from that point forward.
You can use mid-cycle adjustments to reflect financial changes without losing your historical data. This supports scenarios where assets are upgraded, retired early, or have other changes in estimated life.
### Create a mid-cycle adjustment
1. Click :house: and then select the collection for which you want to review depreciation information.
2. Select the asset for which you want to apply a mid-cycle adjustment. The asset details pane is displayed.
3. Click **Adjust depreciation** and then select **Mid-cycle adjustment**. The **Mid-cycle Adjustment** window is displayed.
4. Select the **Mid-cycle adjustment start date** from which the updated depreciation should be applied.
{% hint style="info" %}
* The start date must be after the **Date placed in service** and after any previous adjustment dates.
* The adjustment will start on the first day of the selected time period, regardless of the date selected.
{% endhint %}
5. Update the **Useful life**, **Salvage value**, or **Asset cost** of the asset.
6. Click **Save adjustment**. The system recalculates the future rows in the depreciation table.
{% hint style="info" %}
After you save a future adjustment, the **Useful life**, **Salvage value**, or **Asset cost** fields can no longer be edited through the interface, APIs, or automations. You must [edit the mid-cycle adjustment](#edit-a-mid-cycle-adjustment) to edit these values.
{% endhint %}
#### **Carry-Forward calculation**
When a mid-cycle adjustment is applied, instead of restarting from day one, the system takes the **Remaining Book Value** of the asset at the time of the adjustment and then depreciates it over the **Remaining Useful Life**.
#### Depreciation table
If an asset's value reaches $0.00 (common in with the Double Declining Balance type), a mid-cycle adjustment applied to the $0 periods may not display a label in the depreciation table, though the calculation remains accurate.
If your table only shows a limited range (for example, 24 months), look for an inline message at the bottom of the table that indicates when a scheduled adjustment is set to begin.
### Edit a mid-cycle adjustment
{% hint style="info" %}
You can only edit the latest (last) mid-cycle adjustment.
{% endhint %}
1. Click :house: and then select the collection for which you want to review depreciation information.
2. Select the asset for which you want to edit a mid-cycle adjustment. The asset details pane is displayed.
3. Click **Adjust depreciation** and then select **Edit mid-cycle adjustment**. The **Edit mid-cycle adjustment** window is displayed.
4. Select the **Mid-cycle adjustment start date** from which the updated depreciation should be applied.
- The start date must be after the Date placed in service and after any previous adjustment dates.
- The adjustment will start on the first day of the selected start period, regardless of the date selected.
[Visit Audits in the app](https://assetpanda.app/tools/audits)
Audits in Asset Panda help you maintain accurate and up-to-date asset records while ensuring accountability across various departments. The process provides a structured approach to identify, validate, and update asset information, making it easier to address discrepancies and streamline asset management activities.
In the web application, you can perform the following tasks:
* Perform audits with barcode scanning and manual verification tools to validate asset details.
* Automate recurring audit schedules (daily, weekly, monthly, or quarterly).
* Archive completed audit data for compliance and reporting, enabling comprehensive trend analysis.
The mobile application extends auditing capabilities to dynamic and remote environments. With the app, you can perform the following tasks:
* Use your device’s camera to scan barcodes and verify asset information.
* Perform audits offline with automatic syncing when connectivity is restored.
* Receive notifications and alerts for scheduled audits, ensuring timely completion of tasks.
This approach makes audits vital for finance, education, and construction industries, ensuring accurate asset tracking for compliance, resource planning, and operational efficiency. By addressing the entire lifecycle of asset validation, audits empower you to mitigate risks, reduce errors, and maintain trust in operational data.
## Open and closed audits
The **Audits** page contains separate sections for **Open Audits** and **Closed Audits**:
* **Open Audits**: Audits in progress that allow you to update records and track ongoing work.
* **Closed Audits**: Completed audits that no longer require modifications and serve as a reference for records.
***
## Track audit progress
Each audit displays the following progress indicators to help you monitor completion:
* The completion percentage, which shows how much of the audit has been finished
* The number of audited records versus the total number of records in the audit
* Start and end dates of the audit (if available)
***
## Create an audit
#### Setup
1. In the navigation pane, select 
**Tools** > **Audits**.
2. Click **Add**. The **Audit setup** page is displayed.
3. Enter the **Audit Name** and an optional **Description** to summarize the audit's purpose.
4. Select the **Account**, **Module**, and **Collection** that contains the data to be audited.
5. Click **Save & continue**. Data for the selected collection is displayed in the **Record selection** step.
#### Record Selection
1. To filter the records displayed for audit:
1. Click :filter: **Filter records to audit**. The **Filter by** page is displayed.
2. Select the **Field name** to filter the records.
3. Select the **Operator** to compare the field values.
4. Enter the **Value** to determine the records available to the collection field.
5. To specify multiple filter criteria, click **Add more** and then repeat steps b-d.
6. If multiple conditions are specified, select an option to determine whether **All** or **Any** of the conditions must be met to enable the record to be displayed.
2. To display the fields available for audit:
1. Click  **Customize table view**.
2. To hide columns, select **Hide field** . To display hidden fields, click **Show field** . \
For example, you can include fields such as **ID, Date Added, Last Updated, Added By, and Last Updated By**. Hiding **Last Updated By** prevents your users from seeing who made the last update in the audit results. The selected table settings determine what your users can view when accessing audit data.
3. To allow records that meet the filter criteria to be added to the audit after it starts, click **More Options** and select **Dynamic update audit list**.
{% hint style="info" %}
If this option is not selected, the list remains only includes records that match the filter criteria when the audit is created.
{% endhint %}
4. Click **Save & Continue**. The **Schedule** tab is displayed.
#### Schedule
1. To start the audit on a future date, enter a **Start Date.**
{% hint style="info" %}
If you leave **Start Date** empty, the audit will start as soon as it is saved.
{% endhint %}
2. To end the audit on a specific date, enter the **End Date**.
{% hint style="info" %}
* If you leave **End Date** empty, the audit will close when users mark it as completed.
* If you select **Allow audit to continue after the end date**, the audit is kept running indefinitely and the user must mark the audit completed.
{% endhint %}
3. Select the **Time Zone** to determine the start and end times of the audit.\
\
For example, scheduling an audit to start on **January 1, 2025, at 12:00 AM ET (Eastern Time)** makes it available at that exact moment in New York (ET), with access worldwide based on each user's local time zone. The audit remains active until the specified end time in the selected time zone, regardless of where users are located.
4. Click **Save & Continue**. The **Share** tab is displayed.
#### Share
{% hint style="info" %}
* **Organization**, **Account**, and **Module admins** have full access to audits within their assigned modules by default.
* **Collaborators and Custom Roles** can view and perform audits only when an admin shares a specific audit with a user role or email. They cannot create, edit, or delete audits.
{% endhint %}
1. To share the audit with users in a specific role, select the role from the **Share by role** drop-down list. Repeat this step to share with multiple roles.
2. To share the audit with individual users, enter a name in the **Share with user** field. Repeat this step to share with multiple users.
3. Click **Save & continue**. The **Advanced** tab is displayed.
#### **Advanced (optional settings)**
1. Select options to control manual editing:
* To enable users to mark assets as audited manually without scanning a barcode or entering the unique identifier, select **Allow manual audit**.
* To enable users to reset audited records to be listed as unaudited, select **Users can change audited records to not audited**. \
Data updated by a form or manually during the previous audit are not reversed.
* To enable users to audit multiple records at one time, select **Users can bulk audit assets** manually.\
When this option is enabled, record data cannot be updated using a for
2. To require a signature before finalizing the audit, select **Users need to provide a signature before closing the audit**.
3. To allow auditors to add new records during the audit, select **Allow users to add records** and then select the form to be used to create records.
{% hint style="info" %}
The form to create records must also be shared with the auditors.
{% endhint %}
4. To allow auditors to update records during the audit, select **Allow users to update records** and then select the form to be used to create records.
{% hint style="info" %}
The form to update records must also be shared with the auditors.
{% endhint %}
5. Click **Save & exit**. The audit setup is complete. Starting the audit initiates tracking of the selected records.*** ## Share an audit You can share an audit with other users to enable them to perform the audit. 1. In the navigation pane, select
**Tools** > **Audits**. The list of audits is displayed.
2. Click **Share** :share-nodes: next to the audit to share. The **Share** pane is displayed.
3. To share the audit with users of a specific role, select the **Module** and **Role**. Click **Add role** to share the audit with multiple roles.
4. To share the audit with specific users, select the user from the available list. Repeat the step to share with multiple users.
5. Click **Share**.
***
## Perform an audit in the web application
You can perform an audit from the web application or [from the mobile app](/mobile-app/mobile-audits).
1. In the navigation pane, select **Tools** > **Audits**. The list of audits is displayed.
2. Click :ellipsis-vertical: next to the audit and then select **Perform**. The records associated with the audit are displayed.
3. To filter the list of records based on their audit status, select an option (**Full list**, **Audited**, **Not audited**, **Newly created**, **Outside list**) from the list above the records.
4. Click a record row. The audit pane is displayed for the record.
5. Enter **Audit notes**.
6. To mark the record as audited, click **Mark as audited**.
{% hint style="info" %}
* To be able to mark records as audited without scanning their barcode, an admin must have configured the **Advanced** settings of the audit to **Allow manual edit**.
* If the audit is configured to allow users to bulk audit assets, you can select the check box for each record to mark as audited and then click **Mark audited** above the list.
{% endhint %}
6. Click **Save notes**.
7. When all records are marked as audited, click :ellipsis-vertical: above the records and select **Mark audit as complete**. A confirmation message is displayed.
8. Click **Done**.
{% hint style="info" %}
After an audit is closed, it is displayed in the Closed list. Admins can reopen the audit by clicking :ellipsis-vertical: next to the audit and then selecting **Reopen**.
{% endhint %}
# Notifications
#### [Visit Notifications in the app](https://assetpanda.app/notifications)
You can receive instant, relevant alerts when key tasks are completed. You can also receive updates for actions you start, such as import, export, manual automation, and failures. For exports, the you can download exported files from the notification.
{% hint style="info" %}
Asset Panda keeps a one-year notification history for audit and reference.
{% endhint %}
## View notifications
See recent alerts and keep track of your tasks.
1. Click 
. The Notifications list is displayed.
2. Review recent alerts in the notifications list.
3. For completed exports, click Download to download the exported data file.
4. Select a notification to perform an associated task:
* Imports: View the updated collection.
* Exports: Download the completed file.
* Automations: See the activity log.
* Failures: Retry the operation.
5. To mark a notification as read, click 
. You can also click **Mark all as read** to mark all notifications as read.
6. To hide read notifications, select **Show only unread**.
# Dashboard
#### [Visit the Dashboard in the app](https://assetpanda.app/dashboard)
The Asset Panda Pro Dashboard provides a customizable interface to visualize and manage record data. Dashboards consist of customizable widgets that display different types of data with specific formatting.
Dashboards contain widgets, which contain different types of charts and data configured based on available collections.
***
## View a dashboard
When multiple dashboards are configured in an account, you can select the dashboard that is displayed.
1. Select  **Dashboard**. The default dashboard is displayed.
2. From the drop-down list above the dashboard, select the dashboard to view.
{% hint style="info" %}
To make the displayed dashboard the default that is displayed when you access the Dashboard view, select **Set as default**.
{% endhint %}
3. To view a widget in a larger window, select  in the widget header and select **Expand**. You can also click **Download** in the expanded view to save a PDF of the widget view.
4. To view data associated with a chart element, click the chart element. The record data associated with the chart is displayed in a new tab.
5. In calendar views, use the following options to adjust the calendar view:
* Select the month and year from the drop-down list above the calendar to change the calendar.
* In the upper-right corner of the calendar, select an option from the drop-down list to display the calendar by **Day**, **Week**, or **Month**. You can also select whether to display the **Calendar** or the **List** of events.
* If more events can be displayed for a date, click **+ more** to display more information in the day view of the calendar.
{% hint style="info" %}
When you interact with a date in a calendar, the calendar picker automatically highlights the selected date. If the number of events in a list view exceeds the initial visible area, a loading indicator appears while additional records load.
{% endhint %}
***
## Export dashboard data
1. [View a dashboard](#view-a-dashboard).
2. To export the full dashboard:
1. Click **Export** :arrow-up-from-bracket: and then edit the file name and its download location.
2. Click **Save**. The dashboard contents are saved to a PDF file in the specified location.
3. To export a widget's contents:
1. Click  in the widget header and then select **Export**.
2. Edit the file name and its download location and then click **Save**. The widget contents are saved to a PDF file in the specified location.
***
## Add a dashboard
1. Select  **Dashboard** and then click **Manage** :gear:. The **Dashboard management** page is displayed.
2. Click **Add**. The **New dashboard** page is displayed.
3. Select the **Account** for which you want to add a dashboard.
4. Enter the **Dashboard name**.
5. Optionally, enter a **Description** to explain the purpose or content of the dashboard.
6. Select **Create**. The empty dashboard is displayed.
7. [Add widgets](#add-a-widget) to the dashboard.
***
## Add a widget
1. [View a dashboard](#view-a-dashboard).
2. Click **Add Widget**. The **Widgets** page is displayed.
3. Select the widget type you want to add:
* **Chart**: Display a graphic representation of data.
* **Calendar**: Display date-based records from any module in a calendar format.
* **List view:** Display a view of a collection or saved view.
4. Click **Add**. The **Widget setup** page is displayed.
5. Configure the widget:
* [Add a chart](#add-a-chart)
* [Add a calendar](#add-a-calendar)
* [Add a list view](#add-a-list-view)
6. Click **Add**. The widget is displayed at the bottom of the dashboard.
7. Select  in the widget header and then drag the widget to the appropriate location in the dashboard.
### Add a chart
1. Select the **Chart type** for the widget to compare data or variables to identify patterns, trends, and differences:
* **Bar**: Display bars that represent a count of objects or the summary of a selected metric for a specific field.
* **Line**: Display lines that represent a count of objects or the summary of a selected metric for a specific field.
* **Pie**: Display the ratio of a values for a selected field. Pie elements can represent a count of objects or a sum of field values.
* **Table**: Display an itemized summary of values for a selected field.
* **Count**: Display the count of records for the selected collection or sum of field values for a selected collection field.
2. Enter the **Chart name**.
3. Enter a **Chart description** to provide more explanation for the chart.
4. Select the **Module** for which you want to display data in the widget.
5. Select a **Data source** to specify the collection or saved view for which you want to display data.
6. For bar and line charts:
1. Select the **X-axis** field to be displayed as data elements in the chart.
2. For **Y-axis**, select whether the bars or line points reflect a **Count** of objects for the selected X-axis field or the summarized results of a selected **Field**.
3. If the Y-axis reflects a field, select the **Field** and then select how to summarize the data (for example, **Sum**).
7. For pie charts:
1. Select the Field to be displayed in the chart.
2. Select whether the selected field's data should be displayed as a **Count** of values or **Sum** of values in the pie chart.
3. To display the total count or sum of field values, select **Show total value**.
4. To show each value's percentage of the total instead of the individual count or sum, select **Show percentage**.
8. For tables:
1. Select the field to be itemized in the widget.
2. Under **Aggregate**, select whether to display the **Count** of objects for each field value or the **Sum** of values for the selected field.
3. To include a total row in the data table, select **Show total value**.
9. For counts:
1. Under **Aggregate**, select whether to display the **Count** of objects in the selected **Data source** or whether to display the **Sum** of a selected field.
2. If displaying a **Sum** in the widget, select the **Field** to be summarized in the widget.
10. Click **Add**.
### Add a calendar
The calendar widget supports Month, Week, and Day views, helping you track upcoming deadlines, events, or scheduled tasks. You can open record details directly from the widget, switch between views seamlessly, and configure multiple calendar widgets as needed.
1. Enter the **Calendar name** (for example, **Upcoming Maintenance**).
2. Enter a **Calendar description** to provide more explanation for the calendar.
3. Select the **Module** for which you want to display data.
4. Select a **Data source** to specify the collection or saved view for which you want to display data. The data source must contain at least one date field.
5. Select the **Date field** to determine the record's date assignment in the calendar (for example, Service Date).
6. Optionally, select a **Display** **field** to define the label shown for each calendar event (for example, Asset Name).
7. Click **Add**.
### Add a list view
1. Enter the **List name**.
2. Enter a **Calendar description** to provide more explanation for the calendar.
3. Select the **Module** for which you want to display data.
4. Select a **Data source** to specify the collection or saved view for which you want to display data.
5. Click **Next**. The list of fields associated with the collection or saved view is displayed.
6. To hide fields in the list, select **Hide field** . To reinstate a hidden field, select **Show field** .
{% hint style="info" %}
Select **Hide field**  above the field list to hide all fields. To reinstate all hidden fields, select **Show field**  above the list.
{% endhint %}
7. To rearrange fields in the list, select **Rearrange**  and then drag the field row to the appropriate location in the list.
8. Click **Add**.
***
## Edit a widget
1. [View a dashboard](#view-a-dashboard).
2. Click  in the widget header and then select **Edit**.
3. Edit the widget details. See [Add a widget](#add-a-widget).
4. After changes are made, click **Save**.
***
## Delete a widget
1. [View a dashboard](#view-a-dashboard).
2. Click  in the widget header and then select **Delete**. A confirmation message is displayed.
3. Click **Delete**.
***
## Edit dashboard details
You can edit the name or description of a dashboard. You can then edit the widgets on the dashboard.
1. Select  **Dashboard** and then click **Manage** :gear:. The **Dashboard management** page is displayed.
2. To edit the dashboard's name or description:
1. Select  for the dashboard to edit and then select **Edit**.
2. Edit the **Dashboard name** or **Description**.
3. Click **Save**.
3. To show or hide the dashboard, select the toggle in the dashboard row.
4. To make a dashboard the default, select  for the dashboard and then select **Set as default**. The :star: icon is displayed for the default dashboard.
5. When multiple dashboards are configured, select **Rearrange**  next to a dashboard and drag it to the appropriate location in the list.
***
## Search for a dashboard
When multiple dashboards exist, you can search to locate specific dashboards by name or description.
1. Select  **Dashboard** and then click **Manage** :gear:. The **Dashboard management** page is displayed.
2. In the **Search** field above the list, enter part or all of the dashboard name or description.
3. In the drop-down list next to the **Search** field, select an option to limit the search to the **Current page** of dashboards or select **Global** to search all dashboards.
4. Press **Enter**. Dashboards with a name or description that contains the search text is displayed.
***
## Share a dashboard
1. Select  **Dashboard** and then click **Manage** :gear:. The **Dashboard management** page is displayed.
2. Click **Share** :share-nodes: next to the dashboard to share. The **Share** pane is displayed.
3. To share the dashboard with users of a specific role, select the **Module** and **Role**. Click **Add role** to share the dashboard with multiple roles.
4. To share the dashboard with specific users, select the user from the available list. Repeat the step to share with multiple users.
5. Click **Share**.
# Tools
# Activity Stream
The Activity Stream tracks the latest actions that have occurred in the Asset Panda Pro environment and who made each change. The latest 100 changes are displayed, but you can filter the list based on a specific account, module, or collection. This allows you to audit tasks performed over time.
The following activity views are displayed:
* [Latest changes](https://assetpanda.app/tools/latest-logs): Displays the last 100 actions that occurred in the environment
* [Configuration logs](https://assetpanda.app/tools/config-logs): Displays the list of configuration changes in the environment
* [Import logs](https://assetpanda.app/tools/import-logs): Display details of imports completed in the environment
* [Record logs](https://assetpanda.app/tools/record-logs): Displays the history of additions, deletions, and modifications to each asset record. Where available, you can click **View details** to view more information about the record activity.
* [User activity](https://assetpanda.app/tools/user-activity): Displays the login history for all users in your accessible modules for security reviews and user monitoring
* [Form logs](https://assetpanda.app/tools/form-logs): Displays information on each form submission. You can click **View details** to view the records updated by the form.
* [Reservation logs](https://assetpanda.app/tools/reservation-logs): Displays information on all reservation actions (create, edit, cancel, check out/in, delete)
* [Automation logs](https://assetpanda.app/tools/automation-logs): Displays information on each time an automation was triggered, including the status of the automation and the number of records modified by the automation
* [Offline sync log](https://assetpanda.app/tools/offline-sync-log): Displays actions with offline timestamps to help understand sync failures due to field configurations or schema changes
* [AI logs](https://assetpanda.app/tools/ai-chat-logs): Displays information about changes processed by Ursa tasks. See [View chat logs](/ursa/ursa-administrator-tasks#view-chat-logs).
## Filter the Activity Stream
1. In the navigation pane, select  **Tools** > **Activity stream**.
2. Click **Filter** :filter:. The **Filter by** page is displayed.
3. Select the **Account**, **Module**, and/or **Collection** for which you want to review changes. You can combine selections to further filter the activity stream.
4. To filter the list based on specific records:
1. Select the **Field name** to filter the collection records.
2. Select the **Operator** to compare the field values.
3. Enter the **Value** to determine the records available to the collection field.
4. To specify multiple filter criteria, click **Add more** and then repeat steps a-c.
5. If multiple conditions are specified, select an option to determine whether **All** or **Any** of the conditions must be met to enable the record's changes to be displayed.
5. Click **Apply**.
# Import
#### [Visit Import in the app](https://assetpanda.app/tools/import)
You can import data from an external spreadsheet to add or update records in your system. This process enables you to handle large data sets while ensuring that the data is accurate and consistent.
## Review import history
In the navigation pane, you can select  **Tools** > **Import** > **Import History** to review the import processes that have been completed. The list indicates the number of records added and updated as well as the number of errors that occurred during the import.
When errors exist in the import, you can click **Download error CSV** :arrow-down-to-bracket: to download the list of errors and update the external spreadsheet.
***
## Manage import templates
When you import data, you can choose to save the import settings as a template that can be used for future imports. This saves the time required to configure future imports.
### Create an import template
While importing data, select **New template** and then enter the template name in **Select template**. The import settings are saved to the template. See [Import data from a spreadsheet](/tools/import/import-data-from-a-spreadsheet).
### Edit import template settings
1. In the navigation pane, select  **Tools** > **Import** > **Import template**.
2. Click  for the template row and then select **Edit**. The **Import settings** page is displayed.
3. To modify the template name, enter a new **Template name**.
4. Click **Continue**. The **Update import settings** page is displayed.
5. Under **Check for duplicates to update based on these fields**, select the fields that can be used to identify unique records to be updated.
- Selecting multiple fields to identify unique records may slow the import performance.
- If the identifier matches more than one record, the row will fail.
- Only the fields you select will be modified. Other fields remain unchanged.
- System fields, email fields (on user records), and auto-increment fields cannot be updated via import.
and then select the appropriate account and module.
* Click :house: to display the module pane.
3. Select the collection for which you want to import data (for example, **Assets**).
4. Click the drop-down arrow next to **Add** and then select **Import spreadsheet**. The **Import Settings** page is displayed.
5. Select whether to **Create Records** or **Update Records**.
6. If you chose to create records, click **Continue**. The **Update a File** page is displayed.
7. If you chose to update records:
1. Select a **Template** option:
* **No template**: Import data without using a template.
* **New template**: Create a new template using the steps of this import.
* **Existing template**: Use the settings from a previously saved import template during this import.
2. If you are using a template, enter the name of the import template.
3. Click **Continue**. The **Update import settings** page is displayed.
4. Under **Check for duplicates to update based on these fields**, select the fields that can be used to identify unique records to be updated.
- Selecting multiple fields to identify unique records may slow the import performance.
- If the identifier matches more than one record, the row will fail.
- Only the fields you select will be modified. Other fields remain unchanged.
- System fields, email fields (on user records), and auto-increment fields cannot be updated via import.
MM/DD/YYYY
MM/D/YYYY
M/D/YYYY
03/15/2024
02/5/2025
3/15/2026
MM-DD-YYYY
MM-D-YYYY
M-D-YYYY
03-15-2024
02-5-2025
3-15-2026
DD/MM/YYYY
D/MM/YYYY
D/M/YYYY
15/03/2024
5/02/2025
15/3/2026
DD-MM-YYYY
D-MM-YYYY
D-M-YYYY
15-03/-2024
5-02-2025
15-3-2026
Single line of text, with commas between street, city, and state (no comma after state)
Separate columns are not supported for city/state/zip.
Latitude and longitude separated by a comma (for example, 33.4484,-112.0740)
Latitude: -90 to 90
Longitude: -180 to 180.
| `33.4484,-112.0740` | | **Single Select List** |Text that exactly matches one of the predefined options.
New options are not created during import.
Options separated by the pipe character (do not use commas).
Spaces around the pipe are trimmed automatically.
[Visit Attachments in the app](https://assetpanda.app/tools/attachments)
When the Attachments feature is enabled, users can upload, manage, and view files associated with records across the platform. Attachments can be accessed globally, at the individual record level, or for specific fields, with permissions and visibility enforced based on user roles and access to records.
## Supported attachment file types
For field-based attachments, you can specify the type of files that can be uploaded:
* Image: jpg, jpeg, gif, png, heic, heif, webp, avif
* Document: doc, docx, pdf, xls, xlsx, txt, zip, csv
* Video: mp4, qt, asx, mov, swf, asf, wmv, swt, 3gp, mn, viv, 3g2, mpg, vivo, dvx, vob, mpeg, fly
* Audio: mp3, wav, wma, ogg, aac, 3gp, m4a
From the **Attachments** tab for the record, you can attach files of any type to the record.
***
## View attachments (Global view)
The Attachments view displays all files across the organization that the user has permission to access based on their role:
* Organization admin: All files across all accounts and modules in the organization.
* Account/Module admin: Files tied to their scope
* Collaborator: Files in assigned modules
* Custom Role: Files per record access limits
* Multi-role: Union of all accessible records
Users can filter the list based on a specific account, module, collection, or field value. They can preview some file types and can download or delete files.
1. In the navigation pane, select  **Tools** > **Attachments**.
2. To filter the list of attachments:
1. Click **Filter** :filter:. The **Filter by** page is displayed.
2. Select the **Account**, **Module**, and/or **Collection** for which you want to review attachments.
3. To filter the list based on specific records:
1. Select the **Field name** to filter the collection records.
2. Select the **Operator** to compare the field values.
3. Enter the **Value** to determine the records available to the collection field.
4. To specify multiple filter criteria, click **Add more** and then repeat steps i-iii.
5. If multiple conditions are specified, select whether **All** or **Any** of the conditions must be met to display the attachment.
4. Click **Apply**.
3. To sort the attachments in the list:
1. Click **Sort by** . The **Sort by** pane is displayed.
2. Select the **Sorting field**. You can sort by file type, date added, or file name.
3. For **Value**, select whether to display attachments in ascending or descending order.
4. To specify multiple sort levels, click **Add more** and then repeat steps a-c.
5. Click **Apply**.
4. To download an attachment, select the check box in the upper-left corner of the attachment and then click **Download**.
5. To delete an attachment, select the check box in the upper-left corner of the attachment, click **Delete**, and then click **Delete** in the confirmation message.
{% hint style="info" %}
* You can delete an attachment only if you have edit access on all records linked to the attachment.
* Attachments deleted from one record remain in others unless they are unlinked everywhere.
{% endhint %}
***
## View attachments (record view)
You can view the attachments associated with an individual asset record.
1. Navigate to the collection that contains the record. See [Manage collections](/settings/account-management/collections).
2. Click the record to be reviewed. The details pane is displayed.
3. Click **View full details**.
4. Select the **Attachments** tab. All attachments associated with the record are displayed.
***
## Configure attachment fields
You can configure collection fields to support the upload of an attachment, such as an asset image.
1. Navigate to the collection or form that will contain the field. See [Manage collection](/settings/account-management/collections) or [Manage forms](/settings/account-management/forms).
2. When [adding the collection or form field](/settings/account-management/fields#adding-new-fields), select **Attachment** for **Data type**.
3. To control the number of attachments that can be uploaded for a record, enter the **Maximum attachments allowed**.
{% hint style="info" %}
If this field is not specified, there is no limit to the number of attachments that can be uploaded.
{% endhint %}
3. For **File type allowed**, select the types of files that can be uploaded for the record.
4. If image files are enabled and should be used as the record image, select **Set this attachment as the default record image**.
5. Click **Save**.
***
## Upload an attachment (Global view)
You can upload attachments to enable files to be attached to records at a later date.
1. In the navigation pane, select  **Tools** > **Attachments**.
2. Select **Upload** :arrow-up-from-bracket:.
3. Select the file to upload as an attachment.
4. Click **Open**.
***
## Add attachments to a record
{% hint style="info" %}
Only users with Organization admin, Account admin, Module admin, or a custom role that supports the creation of attachments can add attachments to records.
{% endhint %}
### Add from a field
1. Navigate to the collection that contains the field. See [Manage collections](/settings/account-management/collections).
2. Click the record to be updated. The details pane is displayed.
3. For the attachment field:
1. To upload a new attachment file, select **Upload** and then select the file to upload.
2. To attach an existing file that was previously uploaded, select **Gallery**, select the file to attach, then click **Attach**.
4. Click **Save**. The attachment is saved to the record. Images are displayed visually and other file types are displayed as links.
{% hint style="info" %}
When multiple files are supported and uploaded, "Multiple" is displayed for the field. You can view the full details for the record to see the list of files.
{% endhint %}
### Add from the record details view
You can use the full details view of a record to review its attachments and add new attachments.
1. Navigate to the collection that contains the record. See [Manage collections](/settings/account-management/collections).
2. Click the record to be updated. The details pane is displayed.
3. Click **View full details**.
4. Select the **Attachments** tab. All attachments associated with the record are displayed.
5. To upload a new attachment file, select **Upload** and then select the file to upload.
6. To attach an existing file that was previously uploaded, select **Gallery**, select the file to attach, then click **Attach**.
7. To delete an attachment, select it, click :trash:, and then click **Delete**.
8. Click **Save changes**.
# Barcode Generator
#### [Visit the Barcode generator in the app](https://assetpanda.app/tools/barcode-generator)
You can use barcodes to store unique values that can be printed and attached to each asset.
When activated in your Asset Panda Pro environment, the Barcode Generator enables you to generate barcodes using fields or auto-incremented values. You can design and save barcode templates that match your physical labels and label sheets.
You can print individual labels, groups of labels, or full sheets based on your business needs. The barcodes can be scanned in the mobile app for faster searching, asset tracking, auditing, and updates.
{% embed url="
.
The **New field** pane is displayed.
3. Enter the **Field name** (for example, Asset Barcode or Equipment Tag).
4. For **Data type**, select **Barcode**.
5. Keep **Set as unique field** selected so each record has its own barcode.
6. Select **Save**. The field is added to the collection.
#### Update a Barcode field
After you create a dedicated Barcode field, you can enter individual values for assets.
1. Go to the appropriate collection page.
2. Select the asset row. The asset details are displayed.
3. Add the unique value to the **Barcode** field.
4. Select **Save**.
### Use ID or auto‑increment fields
If you already rely on a system **ID** or **auto‑increment** field (such as an asset number), you can use that field's values instead of a separate **Barcode** field. In this setup, the barcode encodes the value from that field. Scanning the barcode on mobile searches the specified field and opens the matching record.
You can also use a **Barcode** field in some collections and use ID or auto‑increment fields in others.
***
## Design barcode templates
The Barcode Generator enables you to build barcode templates for different needs. For example:
* Large barcodes for warehouse environments
* Small labels with text for office equipment
* Templates with or without logos or images
You can design sheets to arrange labels on the page based on your label stock (for example, Avery‑style sheets). You can define the appearance of each label, including elements such as the barcode, text, fields, and images. You can save these layouts as templates to reuse for future print jobs.
1. In the web navigation, select :wrench: **Tools** > :qrcode-read: **Barcode generator**.
2. Click **Add**. The **Barcode setup** page is displayed.
3. Select how barcodes will be generated for this template:
* **Generate from Field**: Use values from an existing collection field (Barcode, ID, or auto‑increment) in each label.
* **Auto‑generate**: Create a sequence of barcodes based on a starting value.
4. For field-generated labels, select the **Account**, **Module**, and **Collection** to associate with the barcode template. Fields for the selected collection are available to the label.
5. Select **Continue**. The **Barcode generator** page is displayed.
### Design the label sheet
The **Sheet** tab controls how labels are arranged on each page so they align with your label stock.
{% hint style="info" %}
***Tips:***
* *Whenever possible, you should start from a **preconfigured label type** that matches your label stock.*
* *When designing label sheets, always test print on plain paper and compare against your label sheet before printing on labels.*
{% endhint %}
#### **Use a Preconfigured Label Type (Recommended)**
1. For **Label type**, select a known template (for example, an Avery‑style layout). The system automatically sets the page configuration to ensure labels align correctly:
* **Page** size (Letter, A4)
* Number of **rows** and **columns**
* **Margins** (top/bottom and left/right)
* **Row** and **column gutters** (space between labels)
2. To change the measurement units displayed for settings, select a different option for **Measurement unit**.
#### **Define a Custom Label Sheet**
If your label stock isn’t covered by a preconfigured label type, you can configure a custom sheet manually.
1. For **Label type**, select **Custom**.
2. Enter the details of the label sheet:
* **Measurement unit** (inches or millimeters)
* Sheet **Height** and **Length** (width)
* Letter**: Height** = 11 inches, **Length** = 8.5 inches
* A4: **Height** = 297 mm, **Length** = 210 mm
* **Rows** on the sheet
* **Columns** on the sheet
* **Row gutter** (vertical space between label rows)
* **Column gutter** (horizontal space between label columns)
* **Margins (top/bottom)**
* **Margins (left/right)**
The system calculates the label size based on the specified settings.
{% hint style="info" %}
***Tips:***
* *Use the dimensions from your label package or manufacturer specifications, if available.*
* *If specifications are not available, measure margins and gutters carefully.*
* *To change the label size, adjust the label page details.*
* *You can select **Reset sheet design** to discard the settings and revert to the default sheet settings.*
{% endhint %}
***
### Design the label layout
The **Label** tab controls the appearance of each label, which can include the barcode and additional images, text strings, or field values. The layout is used for all labels on the sheet for a print job.
#### **Configure the barcode**
1. Select the barcode on the label.
2. Select a **Barcode type**:
* Code 128
* Code 128 with data: Displays the field value below the code.
* QR code
3. For field-generated labels, select the **Field** to be used for the barcode.
4. For auto-generated labels, enter the **Start Value** for the label numbering and identify the number of **Leading zeros** to be displayed for each label.
5. To include static text before the field or auto-generated value, enter the **Prefix** text.
#### **Add an image**
You can add an image, such as a company logo or safety icon, to every label:
1. Select **Image** above the label view. An image block is added to the label.
2. In the field settings, click **Upload** to select the image to be added.
3. Select an option to fit the image within the bounding box:
* **Fill**: Fill the bounding box (may crop the image)
* **Fit**: Fit the image inside the bounding box while maintaining the aspect ratio
#### **Add static text**
You can add text to each label, such a a title above the barcode and a note below it.
1. Select **Text** above the label view. A text block is added to the label.
2. Edit the **Text** to display in the label.
3. Edit the **Font**, **Font size**, **Color**, and font styles (**Bold** or **Italic**).
#### **Add dynamic field values**
For field-generated labels, you can add field values, such as the asset name or serial number, to each label. You can add multiple fields to meet your needs.
1. Select **Field** above the label view. A field block is added to the label.\
**Note**: If a field is empty for a specific record, that area is blank on the record’s label.
2. Edit the **Collection field** to display in the field block.
3. Edit the **Font**, **Font size**, **Color**, and font styles (**Bold** or **Italic**).
#### **Adjust the label appearance**
1. To adjust the size of each barcode block:
* Drag the corners of the barcode on the canvas
* Select the block and then enter the appropriate **width** and **height** measurements. Values represent a percentage of the label dimensions.
2. To adjust the location of blocks on the barcode, select the block in the label and then drag it to the appropriate location within the label.
3. To remove a barcode block, select it within the label and then click :trash: above the block settings.
### **Preview the label sheet**
**Note**: The preview uses sample data to show layout only; it doesn’t display actual data.
1. Select the **Preview** tab.
2. Review the sample sheet to confirm that the barcode and any text or images are readable.
### **Save the barcode template**
1. Click **Save**. The **Save template** page is displayed.
2. Enter the **Template name** and then click **Save**. The template is displayed in the barcode template list.
***
## Generate barcodes
You can generate sheet of barcodes for selected records. You can also generate a single barcode when one becomes unreadable on an asset.
### Generate field-based collection barcodes
{% hint style="info" %}
***Tip:** Generating barcodes is limited to visible records. Selecting many records at once generates barcodes only for the records that are currently loaded. To include more records, scroll down to load additional records before selecting them.*
{% endhint %}
1. Go to the appropriate collection page. For example, click :house: and then select the **Assets** collection.
2. Select the records for which you want to generate barcodes.\
***Note**: For large collections, scroll down to load all records before selecting and generating barcodes.*
3. Click **Barcode** :qrcode-read:. The **Generate Barcodes** page is displayed.
4. If barcode templates do not exist for the collection:
1. Click **Create a template**. The Barcode generator page is displayed.
2. Click **Add** to create the template. See [#design-barcode-sheets-and-labels](#design-barcode-sheets-and-labels "mention").
3. Select the new barcode template and click **Generate** to return to the associated collection and repeat this procedure.
5. If barcode templates exist for the collection:
1. Select the appropriate **Barcode template**.
2. If you’re using a partially-used label sheet, enter the number of the label from which you want to start printing. The preview indicates the labels that will be used on the label sheet.
3. Click **Generate**. A popup indicates when the label export has finished.
6. Click **Download Link** to download the generated label print job in PDF format. You can open the PDF file to print it.
### Generate auto-generated barcodes
You can generate sequences of barcodes that are not tied to existing records; for example, to pre-print asset tags.
1. In the web navigation, select :wrench: **Tools** > :qrcode-read: **Barcode generator**.
2. Create or select an **Auto generate** template.
3. Click **Generate**. The **Generate Barcodes** page is displayed.
4. For **How many barcodes?**, enter the number of bar codes that you want to create.
5. For **Row start position**, enter the number of the row where you want printing to begin. For example, to begin printing four rows down, enter **4**.\
**Note**: This is not the individual label number displayed in the **Barcode print generation preview**.
6. For **Column start position**, enter the number of the row where you want printing to begin. For example, for the right-most column in a three-column sheet, enter **3**.
7. Click **Generate**. A popup indicates when the label export has finished.
8. Click **Download Link** to download the generated label print job in PDF format. You can open the PDF file to print it.
***
## Print barcodes
1. Open the generated PDF (or other output) in your browser or PDF viewer.
2. In the print dialog:
* Set scale to **100%** or **Actual size**.
* Avoid **Fit to page** if it shifts alignment.
3. Print a **test page** on plain paper.
4. Hold the test page against your label sheet to confirm everything lines up.
5. When alignment is verified, print on your label sheets.
***
## Scan barcodes in the mobile app
1. You can scan barcodes in the mobile app to quickly make audits, check‑outs, and day‑to‑day updates.
2. Attach or apply labels to your physical assets.
3. Open the **Asset Panda mobile app**.
4. Navigate to the relevant module/collection.
5. Use the **Scan** (barcode) option.
6. Scan a barcode. The app searches the appropriate field (Barcode, ID, or auto‑increment) and then opens the appropriate record so you can view or update it.
# Calendar (Reservations)
#### [Visit the Calendar in the app](https://assetpanda.app/calendar)
You can create calendars for collections to track reservations and other events associated with **Date** or **Date & time** fields in the collection. You can select the date fields to be displayed and a separate field to control the data displayed for events in the calendar.
You can configure access to reservation functionality separately for each collection, and you can limit which users can reserve, check out, and check in assets.
## **Reservations**
When Reservations are enabled for a collection, forms are added to enable users to reserve, check out, and check in assets within the collection over defined time periods. The reservations can be viewed and managed from the Calendar view.
### Enable Reservations for a collection
To allow users to reserve and check out assets, you must enable the Reservations feature for the collection.
1. In the navigation pane, select **Settings** > **Account Management**.
2. Click **Manage** in the **Collections** tile.
3. Select the **Reservations** toggle. Reservation-related forms are added to the module.
* **Reserve - <*****Collection*****>**: Specifies information to create a new reservation.
* **Check Out - <*****Collection*****>**: Specifies information collected when an asset is picked up.
* **Check In - <*****Collection*****>**: Specifies information collected when an asset is dropped off.
{% hint style="info" %}
Once Reservations is enabled within a collection, admins have access to the functionality by default. You can define whether users with custom roles and permissions have access to the functionality. See [Create a custom role](/settings/roles-and-permissions#create-custom-permissions).
{% endhint %}
4. To configure the reservation settings:
1. Click **Manage** next to the **Reservations** toggle.
2. To enable reservations to be added on dates in the past, select **Past reservations**.
3. Click **Save Settings**.
### Configure Reservation fields
When the Reservations feature enabled for a collection, the following fields are used:
* **Reservation Name**: The name or identifier of the reservation.
* **Reserved For**: The user for which the asset is reserved.
* **Reservation Start**: The date and time when the reservation starts.
* **Reservation End**: The date and time when the reservation starts.
* **Reservation Status**: Tracks the flow of the asset through the following statuses:
* `Reserved`
* `Checked Out`
* `Checked In`
* `Overdue` based on dates and statuses
In the calendar view, these values can be color-coded to make them easier to distinguish.
### Configure Reservations forms
You can configure the forms to control the options available when reserving assets.
1. In the navigation pane, select **Settings** > **Account Management**.
2. Click **Manage** in the **Collections** tile.
3. Click **Manage** next to the **Reservations** toggle, and then select the form to configure (**Reserve**, **Check Out**, or **Check In**).
4. Configure the Reserve form:
1. To default the reservation identifier to a specific field, select the **Reservation** **field** to contain the reservation information.
2. To add additional fields required for the reservation (for example, location, project code, reason for use), click **Add** and configure the form field. See [Form build](/settings/account-management/forms/forms-that-create-records#form-build).
3. Select **2. Record selection**.
4. To filter the records available for reservations:
1. Click **Filter** :filter:. The **Filter by** page is displayed.
2. Select the **Field name** to filter the collection records.
3. Select the **Operator** to compare the field values.
4. Enter the **Value** to determine the records available to the collection field.
5. To specify multiple filter criteria, click **Add more** and then repeat steps ii-iv.
6. If multiple conditions are specified, select an option to determine whether **All** or **Any** of the conditions must be met to enable the record's changes to be displayed.
7. Click **Apply**.
5. To specify the fields to display for records, click **Manage fields**  and then click **Hide field**  to hide a field.
6. Click **Save changes**.
5. Configure the Check Out or Check In form:
1. To add additional fields required for checking out or checking in the record, click **Add** and configure the form field. See [Form build](/settings/account-management/forms/forms-that-create-records#form-build).
2. Click **Save changes**.
***
## **Create a collection calendar**
You can create a custom calendar to track events associated with a configured Date field.
1. In the navigation pane, select 
**Calendar**.
2. Click **Add calendar**. The **Add calendar** page is displayed.
3. Select **Collection**.
4. Enter the **Calendar name**.
5. Select the **Account**, **Module**, and **Collection** you want to associate with the calendar.
6. Select the **Date field** for which you want to display events in the calendar.
7. Select the **Display field** that you want to display in the calendar for the event.
8. Click **Add calendar**.
***
## **Create a reservations calendar**
You can create a reservations calendar to track when assets are reserved by users.
1. In the navigation pane, select **Calendar**.
2. Click **Add calendar**. The **Add calendar** page is displayed.
3. Select **Reservations**.
4. Enter the **Calendar name**. For best results, name the calendar in a way that identifies the collection whose assets are being reserved.
5. Select the **Account**, **Module**, and **Collection** you want to associate with the calendar.
6. For **Reservations made by**, select whether to display reservation events for all users or the current user only.
7. Click **Add calendar**.
***
## View a calendar
You can adjust the collection or reservations calendar view to make it easier to location activities.
1. In the navigation pane, select **Calendar**.
2. Click :chevron-down: to expand **Collection** or **Reservations** and then select the calendar for the appropriate collection. The month calendar is displayed along with the calendar navigation pane (left side) and events pane (right side).
3. Use the following options to adjust the view:
* To change the month displayed, click the Month Year drop-down above the calendar navigation pane and then select the month. Click :arrow-up: and :arrow-down: in the drop-down view to move between years on the calendar.
* To change between day, week, and month views on the calendar, select the appropriate option from the drop-down list.
* In the month view, if additional reservations are hidden from view, click the **more** link to display the day view with all reservations visible.
* To collapse the calendar navigation pane or events pane, click . Click  again to show the pane.
* To filter the calendar based on a search value, enter it in the Search field and then press **Enter**.
* To filter the calendar view using a more complex filter, click :filter: and then enter the filter criteria.
* To change between the calendar view and a list view, select **Calendar** or **List** in the header.
{% hint style="info" %}
The list view only displays current collection activities or reservations.
{% endhint %}
4. To view the details of a reservation, click the reservation in the calendar. The **Reservation details** pane is displayed. You can click **View full details** to view all reservation, checkout, and check-in details for the reservation.
5. To view the details for a product in the reservation, click the product under **Reserved assets**. The product details are displayed in a new tab.
***
## Configure the List view
1. [View the calendar](#view-a-calendar).
2. Select **List** from the list in the header.
3. Click  to adjust the fields in the list. You can click  and drag to rearrange fields, and you can click  to hide fields from view.
4. Click **Save Layout**. The list layout is applied to the Reservations view for all users.
***
## View reservations (record view)
You can view the reservations associated with a record.
1. Navigate to the collection that contains the record. See [Manage collections](/settings/account-management/collections).
2. Click the record to be reviewed. The details pane is displayed.
3. Click **View full details**.
4. Select **More > Reservations**. All reservations associated with the record are displayed.
***
## Reserve an asset
1. In the navigation pane, select **Calendar**.
2. Click :chevron-down: to expand **Reservations** and then select the reservation calendar for the appropriate collection.
3. Click **Reserve**. The Reserve form is displayed.
4. For **Reservation field**, select the field that identifies the reservation.
5. For **Reserve for**, select the user associated with the reservation.
6. For **Reservation start date** and **Reservation end date**, select the beginning and ending dates of the reservation.
7. Click **Continue**. The **Reservation** page is displayed.
8. Select the check box for each asset, kit, or consumable to include in the reservation.
{% hint style="info" %}
When kits are selected, the system blocks individual kit items from being double-reserved.
{% endhint %}
9. Click **Continue**. The **Summary** page is displayed.
10. If you selected to reserve consumable items, enter the number to reserve in the **Reserved** field.
11. To edit any reservation details, click **Edit** :pen-line:.
12. Click **Reserve**. The reservation is added and can be displayed when you [view the calendar](#view-a-calendar).
***
## Check out an asset
When an asset is reserved, you can check it out to signify the physical pickup of the asset.
1. [View the reservations calendar](#view-a-calendar) for the asset you want to check out.
2. In the calendar, click the reservation for which you want to check out assets. The **Reservation details** pane is displayed.
3. If you reserved consumable items, enter the number to check out in the **Reserved** field.
4. Click **Check out**. The Check Out form is displayed.
5. Complete any fields required in the form and then click **Continue**. The Summary page lists all assets associated with the reservation.
6. To remove an asset from the checkout process, click :trash: next to the asset.
{% hint style="info" %}
If you remove an asset, you can click **Include** to reinstate it.
{% endhint %}
6. Click **Checkout**. The checkout is displayed in the calendar.
***
## Check in an asset
When an asset is checked out, you can check it in to signify the physical return of the asset.
1. [View the reservations calendar](#view-a-calendar) for the asset you want to check in.
2. In the calendar, click the checkout event for which you want to check in assets. The **Reservation details** pane is displayed.
3. If you checked out consumable items, enter the number to check in in the **Reserved** field.
4. Click **Check in**. The Check In form is displayed.
5. Complete any fields required in the form and then click **Continue**. The Summary page lists all assets associated with the reservation.
6. To remove an asset from the check-in process, click :trash: next to the asset.
{% hint style="info" %}
If you remove an asset, you can click **Include** to reinstate it.
{% endhint %}
6. Click **Check in**. The check-in is displayed in the calendar.
***
## Edit a calendar
{% hint style="info" %}
Administrator users can edit or delete any calendar in the module. Non-admin users can only edit or delete calendars they created.
{% endhint %}
1. In the navigation pane, select **Calendar**.
2. Click :chevron-down: to expand **Collection** or **Reservations** and then locate the calendar for the appropriate collection.
3. Hover over the calendar name, click :ellipsis-vertical:, and then select **Edit**.
4. Edit the details of the calendar. See [Create a collection calendar](#id-2.-key-concepts-and-relationships) or [Create a reservations calendar](#id-2.-key-concepts-and-relationships-1).
5. Click **Save**.
***
## Delete a calendar
{% hint style="info" %}
Administrator users can edit or delete any calendar in the module. Non-admin users can only edit or delete calendars they created.
{% endhint %}
1. In the navigation pane, select **Calendar**.
2. Click :chevron-down: to expand **Collection** or **Reservations** and then locate the calendar for the appropriate collection.
3. Hover over the calendar name, click :ellipsis-vertical:, and then select **Delete**. A confirmation message is displayed.
4. Click **Delete**.
# Reports
#### [Visit Reports in the app](https://assetpanda.app/reports)
Asset Panda Pro offers robust reporting capabilities designed to meet a variety of organizational needs.
* Dashboards provide real-time updates, serving as the pulse point of your assets.
* Saved views enable you to filter, sort, group, and export asset data for quick analysis and sharing.
* Automations further streamline reporting by enabling administrators to schedule reports at regular intervals, ensuring timely delivery to stakeholders.
With these flexible tools, your organization gains enhanced visibility, optimized asset utilization, and actionable insights to support informed decision-making.
Reports view
The Reports page displays reports saved throughout the application for quick viewing and sharing with others. The following report pages are accessible:
* **Forms**: When you view a form submission log, you can choose to save the report to be shared with others. Those reports are saved in the Forms list.
* **Depreciation**: When you enable Depreciation in an collection, their associated reports are displayed in the Depreciation list.
***
## Export a report
You can export a report to an external PDF, Excel, or CSV file to share the report data with others.
1. Select 
**Reports** and then select the category of reports you want to export.
2. Select the report you want to export.
3. Select :ellipsis-vertical: **Export** and then select the output format (PDF, Excel, or CSV). A popup indicates when the report export has finished.
4. Click **Download Link** to download the exported report.
{% hint style="info" %}
You can also click **Notifications** :bell: and click **Download** in the notification to download the file.
{% endhint %}
***
## Share a report
Organization, account, and module admins have full access to reports. You can choose to share reports with Collaborator users or users with a custom role.
1. Select **Reports** and then select the category of reports you want to share.
2. Select the check box for the report you want to share.
3. In the right-most column of the report row, click **Share**. The **Share** pane is displayed.
4. To **Share by role**, select the role with which you want to share the report.
5. To **Share with user**, select the active user with whom you want to share the report.
***
## Delete a report
1. Select **Reports** and then select the category of reports you want to review.
2. Select the check box for the report you want to delete.
3. Click **Delete**. A confirmation message is displayed.
4. Click **Delete**.
# Settings
# Account Management
#### [Visit Account Management in the app](https://assetpanda.app/settings/account-management)
Account Management enables you to manage accounts, modules, collections, and system configurations. Customization options are available for visibility, organization, and automation settings, ensuring flexibility and ease of use.
## **Accounts and modules**
You can use accounts and modules to structure data and user access more efficiently. Accounts and modules can be added, modified, and organized in a hierarchical format.
Changes to accounts and modules apply to all users with module access and persist across sessions.
See [Accounts and modules](/settings/account-management).
## **Collections and fields**
Collections and fields define how data is stored and accessed within a module. You can customize the collections and fields in your organization to improve data management and visibility. You can also show or hide collections or fields to control visibility while keeping data stored safely.
See [Collections](/settings/account-management/collections) and [Fields](/settings/account-management/fields).
## **Automations and forms**
Automations and forms streamline workflows and data entry processes. Enabling or disabling specific actions helps you manage operations efficiently while retaining previously configured settings.
See [Automations](/settings/account-management/automations) and [Forms](/settings/account-management/forms).
## **Account Management customization**
You can customize the display of accounts, modules, forms, collections, and fields to ensure an organized and intuitive system configuration.
{% embed url=" **Settings** > **Account Management**, and then click **Add Account**.
* In the navigation pane, click the **Account Switcher** , click **Add account**, and then click **Manual setup**.
The **New account** page is displayed.
2. Enter the **Name** of the account.
3. Optionally, enter the **Email**, **First name**, and **Last name** of the user who will be the administrator for the account.
4. Click **Continue**. The **Create a new module** page is displayed.
5. Enter the **Module name**.
6. Enter the **Main collection name** that will be used to store information for your assets. The new module also includes default collections such as **Location**, **People**, and **Categories**.
7. Click **Create**. The main collection page for the new account and module is displayed.
### **Add a module**
You can add modules to an existing account.
1. Perform one of the following tasks:
* In the navigation pane, select **Settings** > **Account Management**. Click **Add module** for the appropriate account.
* In the navigation pane, click the **Account Switcher** , select the appropriate account, and then click **Add module**.
The **Create a new module** page is displayed.
2. Enter the **Module name**.
3. Enter the **Main collection name** that will be used to store information for your assets. The new module also includes default collections such as **Location**, **People**, and **Categories**.
4. Click **Create**. The main collection page for the new module is displayed.
5. [Invite users to the module](/settings/users#invite-users-to-a-module).
***
## **Edit an account or module name**
You can modify an existing account or module to update its name.
1. In the navigation pane, select **Settings** > **Account Management**.
2. Locate the account or module you want to edit.
3. Click  and select **Edit**. The **Edit account** or **Edit module** page is displayed.
4. Enter the new **Account name** or **Module name**.
5. Click **Save**.
***
## Duplicate an account or module
If your organization needs to support multiple accounts or modules with similar configurations (modules, fields, forms), you can duplicate existing accounts/modules to streamline the creation of your organization structure.
* When you duplicate an account, all modules, collections, fields, and forms are copied.
* When you duplicate a module, all collections and forms are copied.
{% hint style="info" %}
Records, automations, and saved views are not copied to the duplicated accounts or modules.
{% endhint %}
1. In the navigation pane, select **Settings** > **Account Management**.
2. Locate the account or module you want to duplicate.
3. Click  and select **Duplicate**. The **Duplicating account** or **Duplicating module** page is displayed.
4. Specify the name of the new account or module.
5. When duplicating a module, for **Duplicate to account**, select the account that will contain the new module.
6. Click **Duplicate**. The account/module is added to the organization/account.
***
## **Delete a module**
Modules that are no longer needed can be deleted.
{% hint style="danger" %}
Deleting a module is a permanent action that removes all data within the module. Only administrators with the required permissions can delete modules, ensuring controlled access to this action.
Additionally, you must retain at least one module in the account; it is not possible to delete all modules.
{% endhint %}
1. In the navigation pane, select **Settings** > **Account Management**.
2. Locate the module you want to delete.
3. Click  and select **Delete**. The **Deleting module** page is displayed.
4. Enter the module name to confirm the deletion, and then click **Delete**.
***
## Order accounts and modules
The first listed **Account** and **Module** become the default landing module for all users when entering Asset Panda unless they are restricted by user permissions. If restrictions exist, user land on the first module they can access.
Accounts and modules can be reordered to manage their display for users.
1. In the navigation pane, select :gear-complex: **Settings** > **Account Management**.
2. To expand an account to display its modules, click :chevron-down:.
3. Select  and drag the account or module to the appropriate location in the list.
4. Click **Save Layout**.
# Collections
Collections organize your assets and link people, locations, and categories to create meaningful connections across your resources. You can create, rename, or delete custom collections to keep your data structured, while standard collections remain protected from deletion. You can add custom fields to existing collections, create new collections, and create links between collections to establish new connections.
## Collection types
Collections organize data to support workflows. Two types of collections are supported:
* **Dynamic collections** support real-time tasks and manage active, task-oriented data that needs frequent updates. Dynamic collections adapt in real time, reflecting the latest information based on user actions and selections within the workflow. \
For example, a dynamic collection might track equipment assignments, where each item (laptop or phone) is assigned to a person and updated as it is checked out or returned. Similarly, users can manage inventory tracking, or maintenance schedules, ensuring they stay current as tasks progress.
* **Supporting collections** don’t drive tasks but enable smooth workflows by storing the stable data on which dynamic collections rely. They include reference points like locations, client profiles, and room information, which dynamic collections reference to asset tracking. \
For example, an employee directory in a supporting collection helps users quickly assign resources to individuals by offering an easy selection list during the assignment.
Together, dynamic and supporting collections keep workflows efficient. Dynamic collections manage live tasks while supporting collections offer the background information essential for the assignment of assets. Users determine whether a collection is dynamic or supporting based on the collection's role in their workflow.
The following table describes collection types based on example workflows:
| Example | Dynamic Collection | Supporting Collection |
| -------------------------- | ---------------------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------ |
| **Equipment Assignment** | Tracks the assignment status of items such as laptops and phones, updating as items are checked out or returned. | Lists employees, providing a reference for assigning equipment to individuals. |
| **Maintenance Scheduling** | Manages maintenance records for vehicles or machines, showing completed and upcoming service dates. | Provides details on locations, such as the buildings and rooms where maintenance activities may occur. |
***
## Standard collections
Every Asset Panda Pro module contains a starter set of collections for **People**, **Locations**, **Categories**, and **Assets** being tracked.
{% hint style="info" %}
* These collections cannot be deleted.
* The **Assets**, **People**, and **Location** collections can be renamed based on your business needs.
{% endhint %}
* **Assets**: This collection contains all tracked assets.
* **People**: This collection can be used as an employee directory for the module. Users can assign assets that are pulled from this collection. Users can add whatever information they would like to capture about an employee. Eventually, the People collection will also combine employee records and users who have access to the module within one area.
* **Location:** This collection is not required but is available. By using the text combination formula data type, users can combine the hierarchy of their locations into one table.
* **Categories**: Categories is a customized collection that groups related assets and includes customizable fields that can be linked and filtered according to your needs. See [Manage categories](/settings/account-management/collections/categories).\
This collection cannot be renamed or deleted.
Users can add custom fields to these collections, create new collections, and create links between collections.
***
## Create a collection
There is no limit to the number of collections that you create within a module.
You can create a collection manually or you can import data to create a new collection. Before importing data, you must create a spreadsheet that includes the fields and records to include in the collection and then save the spreadsheet with the collection name as the file name.
1. Perform one of the following steps to display the module pane:
* In the navigation pane, click the **Account Switcher** and then select the appropriate account and module.
* Click :house: to display the module pane.
2. To create a new collection manually:
1. Click **Create** and then select **Collection.** The **New collection** page is displayed.
2. Click **Create** under **New empty collection**.
3. Enter the **Collection name**.
4. Click **Create**. The collection is added to the module.
5. Add fields to the collection to gather record data. See [Fields](/settings/account-management/fields).
3. To create a new collection based on pre-configured data:
1. Click **Create** and then select **Collection.** The **New collection** page is displayed.
2. Click **Import** under **Import from Excel**. The Create Collection from Spreadsheet page is displayed.
3. Click **Browse** to select the spreadsheet to import. The collection will be named based on the selected file.
4. Click **Create Collection**. The collection is built with fields based on the spreadsheet data and displayed in the application.
4. To limit the records displayed, [filter the collection](#delete-collection).
5. To save the field and filter selection to a custom view, click **Save view**. See [Saved views](/settings/account-management/saved-views).
***
## Create linked collections
You can create links between collections by pulling fields from other collections into the current collection. This enables you to support parent-child collection situations such as the following:
* **Room locations**: Campus - Building - Room
* **Warehouse Inventory locations**: Aisle - Shelf - Position - Box
* **Geographic locations**: Country - Region - State - City
1. [Create collections](#create-a-collection) for each of the levels you want to support.
2. In the first child-level collection (for example, Buildings), click :circle-plus: to add a new field.
3. [Add fields from other collections](/settings/account-management/fields) to the collection.
4. When adding records to the collection, select values from the linked collection fields to build links between the records. For example, you can select the building associated with a room to link the building and its associated campus to the room.
{% embed url=" and then select the appropriate account and module.
* Click :house: to display the module pane.
2. In the module pane, hover over the collection to rename, click  , and then select **Edit**. The **Edit collection** page is displayed.
3. Enter the new **Collection name** and then click **Save**.
***
## Edit a collection
1. In the navigation pane, select **Settings** > **Account Management**.
2. Expand the appropriate account and module, and then click **Manage** in the **Collections** tile. The list of collections is displayed.
3. To hide a collection from view, click **Hide collection**  in the collection row.
4. To enable depreciation, select **Depreciation**. See [Depreciation](/maintain-records/depreciation).
5. To enable reservations for collection records, select **Reservations**. See [Reservations](https://prohelp.assetpanda.com/settings/account-management/pages/E6bRW1c2eC0Ud4vPRMbz#id-1.-overview).
6. To edit the fields for the collection:
1. Click **Fields**. The **Fields** page is displayed.
2. [Edit field settings](/settings/account-management/fields#edit-field-settings).
3. Click **Save layout**.
7. To edit collection settings:
1. Click :ellipsis-vertical: and then select **Edit**.
2. To edit the collection name, enter the new **Name**.
3. To require users to provide a reason when deleting a record, select **Require comment when deleting records**.
4. To hide the **Relationships** tab for collections that don't refer to linked records, clear the **Show record linked to this record** and **Show record linked to another record** check boxes.
5. Click **Save**.
***
## Filter a collection
You can apply a filter to limit the records displayed for the collection.
1. Perform one of the following steps to display the module pane:
* In the navigation pane, click the **Account Switcher** and then select the appropriate account and module.
* Click :house: to display the module pane.
2. Select the collection for which you want to filter records.
3. Click :filter:. The **Filter by** pane is displayed.
4. Select the **Field name** to filter the collection records.
5. Select the **Operator** to compare the field values. See [Filter operators](#filter-operators).
6. Enter the **Value** to determine the records available to the collection field.
{% hint style="info" %}
If you selected **Is any of** or **Is none of** as the Operator, you can enter or select multiple values to be considered by the filter.
{% endhint %}
7. To specify multiple filter criteria, click **Add more** and then repeat steps 4-6.
8. If multiple conditions are specified, select an option to determine whether **All** or **Any** of the conditions must be met to enable the record to be displayed.
9. Click **Apply**.
### Filter operators
| Data Type | Filter Operators | Notes |
|---|---|---|
| Is equal to Is not equal to Contains Does not contain Is empty Is not empty | |
| Numeric Auto Increment | Is equal to Is not equal to Contains Is empty Is not empty | Treated as text since it includes prefix/suffix (for example, ID-01-Type) |
| Is equal to Is not equal to Is greater than Is greater than or equal to Is less than Is less than or equal to Is empty Is not empty | |
| Is equal to Is not equal to Is before Is after Is on or before Is on or after Is within Is empty Is not empty | Is and Is within open a second menu
|
| Time only | Is equal to Is not equal to Is before Is after Is on or before Is on or after Is empty Is not empty | |
| Is equal to Is not equal to Is any of Is none of Is empty Is not empty | |
| Pull From Another Collection | Is equal to Is not equal to Is any of Is none of Is empty Is not empty | Values picked from a drop-down of actual records in the source collection, not typed manually |
| Pull From Categories | Is equal to Is not equal to Is any of Is none of Is empty Is not empty | Primary field always supported; additional pulled fields only if they are Single or Multi-Select |
| Address | Is equal to Is not equal to Contains Does not contain Is empty Is not empty | Searches across the full address text |
| GPS Coordinates | Is equal to Is not equal to Is empty Is not empty | |
| IP Address | Is equal to Is not equal to Contains Does not contain Is empty Is not empty | |
| Signature | Is empty Is not empty | Only checks whether a signature has been captured |
| Attachment | Is equal to Is empty Is not empty | Value is a file category: Image, Document, Video, or Audio |
| Formula – Math Calculation | Is equal to Is not equal to Is greater than Is greater than or equal to Is less than Is less than or equal to Is empty Is not empty Is equal to | Behaves as Numeric |
| Formula – Text Combination | Is equal to Is not equal to Contains Does not contain Is empty Is not empty | Behaves as Text |
| Formula – Date Calculation | Depends on the Output set on the field:
| Operators switch automatically based on configured Output |
and then select the appropriate account and module.
* Click :house: to display the module pane.
2. Hover over the collection to rename, click  , and then select **Delete**. The **Deleting collection** page is displayed.
3. Enter the name of collection to confirm its deletion.
4. Click **Yes, Continue**.
# Categories
The **Categories** collection enables you to group related records based on specific criteria, such as the type of asset. For example, you can create categories for cameras, mobile phones, and laptops. You can also customize the data captured for each category. For example, the data you collect for a mobile phone (such as the phone number) would differ greatly from the data you collect for a laptop. You can also require specific fields to have values for some categories, but remain optional for others.
When adding new categories, users can select existing category fields or add new ones, ensuring each category record contains relevant information.
Two types of categories can be configured:
* Serialized categories represent assets that are tracked individually, such as cameras.
* Consumables reflect items that are tracked as a group, without individual asset tagging or tracking, such as HDMI cables. With consumable assets, you track the quantity of item on hand and the minimum quantity required for the asset. You can also transfer assets in the category between locations.
## Add a category
1. Perform one of the following steps to display the module pane:
* In the navigation pane, click the **Account Switcher** and then select the appropriate account and module.
* Click :house: to display the module pane.
2. Under **Collections**, select **Categories**.
3. Click **Add**. The **Add new category** pane is displayed.
4. Enter the **Category name**.
5. Select an option to specify whether the category represents a **Serialized asset** or **Consumable**.
6. For consumable categories, specify the following values:
* **Quantity on hand**: Enter the number of assets you have.
* **Minimum Quantity**: Enter the minimum number of assets to maintain. Notifications can be displayed when the quantity falls below the minimum quantity.
Consumable categories are listed with the  icon.
7. To add fields to associate with the category.
1. Select **Add new field**.
2. Enter the **Field name**.
3. Select the **Data type** for the field.
4. If the field requires unique data, select **Set as unique field**.
5. To display explanatory text for the field, select **Add helper** text and then enter the **Helper text**.
6. Click **Save**.
7. Repeat steps a-f for each field.
8. For each category field, select whether to **Include** the field or whether the field is **Required** when adding assets to the category.
9. Click **Save.** The category is displayed in the **Categories** list.
{% embed url=" and then select the appropriate account and module.
* Click :house: to display the module pane.
2. Select **Categories.**
3. Perform one of the following tasks:
* Hover over a column heading, select , and then select **Add field to left** or **Add field to right**.
* After the last column in the page, select .
The **New field** pane is displayed.
4. Enter the **Field name**.
5. Select the appropriate **Data type**. See [Field Types](/settings/account-management/fields).
6. To require unique values for the field, select **Set as unique field**.
7. Click **Save**. The field is displayed in the Categories list.
8. Associate the new field with categories:
1. Select the category to associate with the field. The category's details are displayed.
2. In the field list, select select whether to **Include** the field or whether the field is **Required** when adding assets to the category.
3. Click **Save**.
4. Repeat steps a-c for each category that needs the new field.
***
# Track consumable assets
Consumables are items tracked by total quantity instead of as individual, serialized records. These assets include commonly issued items like headsets or cables, where the quantity in stock matters more than tracking each unit.
With consumable assets, you can manage stock levels, update quantities, and transfer items between teams or locations.
## Configure support for consumable assets
1. [Create a category](/settings/account-management/collections/categories#add-a-category) set to **Consumable**.
2. [Create a collection](/settings/account-management/collections#create-a-collection) to store item records (for example, Assets).
3. In the collection, add a field (for example, *Asset Type* or *Category*) that pulls data from the **Categories** collection.
***
## Add a consumable asset record
1. Click :house: and then select the collection that will contain the consumable asset.
2. Click **Add**.
3. When creating the asset, select the consumable category (for example, *Headset* in **Asset Type**).
4. Enter values for **Quantity on Hand** and **Minimum Quantity**.
5. Complete any additional fields (such as the location, team, or department to which it is assigned).
6. Click **Save**. The system tracks the asset by quantity within the assigned field (for example, **Assigned To**).
***
### Transfer consumable quantities
1. Click :house: and then select the collection that contains the consumable asset.
2. Click the consumable asset. Its detail pane is displayed.
3. Click **Transfer** :arrow-right-arrow-left:. The **Transfer consumable** page is displayed.
4. Select the **Transfer Field** (for example, **Assigned To**).
5. Select the target to receive the assets (for example, John User).
{% hint style="info" %}
You can click **Add new** in the drop-down menu to create a new target to receive the assets.
{% endhint %}
6. Enter the **Amount to transfer**.
7. To create a new record for the transferred asset, select **Create new record**.
8. Review the new values for both origin and destination.For example, if the origin has 12 headsets and you transfer 5 to another record, the source updates to 7 and the destination to 5.
9. If you chose to create a new record:
1. Click **Continue**.
2. Enter the details for the new record.
10. Click **Transfer**.
# Saved views
Saved views enable you to save different sets of field and filter selections for a collection so you can change what is displayed for the collection based on your business needs. For example, you can create separate views with separate sets of fields or filters for each Category or Region value.
You can share saved views with other users to enable them to use the view.\
Admins can create saved views that are locked so they cannot be edited by any users.
## **Create a saved view**
1. Perform one of the following steps to display the module pane:
* In the navigation pane, click the **Account Switcher** and then select the appropriate account and module.
* Click :house: to display the module pane.
2. Select the collection for which you want to save a view.
3. Create the customized view of collection data:
* [Filter the collection](/settings/account-management/collections#delete-collection).
* After adding fields to the collection, show, hide, or rearrange the fields to fit your needs. See [Fields](/settings/account-management/fields).
4. Click **Save View**.
5. Enter a clear, descriptive name for the saved view. The name should identify the view's purpose.
6. To lock the view so it cannot be edited by users, select Lock save view.
{% hint style="info" %}
Only admins can modify locked views.
{% endhint %}
1. Click **Save**. The view is displayed under **Saved views** in the module pane.
***
## Display a saved view
1. Perform one of the following steps to display the module pane:
* In the navigation pane, click the **Account Switcher** and then select the appropriate account and module.
* Click :house: to display the module pane.
2. Under **Saved views**, select the view to display.
***
## **Edit a saved view**
After you've opened a saved view, you can adjust the fields or filters associated with the view.
1. To edit the name of a saved view:
1. In the module pane, hover over the view name, click :ellipsis-vertical:, and then select **Edit**.
2. Enter the new **Name** for the view and then click **Save**.
2. To edit the data displayed in the view:
1. [Display the saved view](#display-a-saved-view).
2. Edit the customized view of collection data:
* [Filter the collection](/settings/account-management/collections#delete-collection).
* Adjust the fields displayed, and their order, to fit your needs. See [Fields](/settings/account-management/fields).
Remember to apply the changes to the view to verify that the data is displayed as expected.
and then select the appropriate account and module.
* Click :house: to display the module pane.
2. Click **Create** and then select **Form.** The **Form setup** page is displayed.
3. Enter the **Form name** (for example, **Add Asset Form**).
4. Select **Create records**.
5. Select whether the form should support creation of a **Single record** or **Multiple records**.
6. Under **In this collection**, select the collection to which new records to be added.
7. For single-record forms, to pull records from another collection for use in the form:
1. Select **Pull records from another collection**.
2. Under **Populate with data from**, select the collection from which the records should be pulled (for example, **People**).
8. To enable email notifications to be sent when the form is submitted, select **Allow receipt of responses after submission & generate PDF**.
9. To enable Ursa to review images to complete aspects of the form, select **Enable Ursa inspection**. See [Ursa Inspection](/ursa/ursa-inspection).
10. Click **Save & continue**. The **Form build** page is displayed.
#### Form build
1. Click the **Form description** to enter text to explain the form's purpose.
2. If another collection's records are pulled into the form, click **+** next to **Add a field from <*****Collection*****>** to select the pulled fields to add to the form. The fields are added to a table at the top of the form.
3. Add fields to the form:
1. Click **Add**.
2. Select **Fields**.
3. To select existing fields, click them in the list. The are added to the form.
4. To create a new field to be added to the collection:
1. Select **CREATE NEW FIELD**. The New field page is displayed.
2. Enter the new **Field name**.
3. Select the field's **Data type** and then complete any required settings associated with the field. See [Field types](/settings/account-management/fields#field-types).
4. For multi-select fields, to filter values available to be used in the form:
1. Click  and then select **Filter values**.
2. Select the values that the user can select when using the form.
3. Click **Save**.
5. For fields that pull from other collections, to filter the values available for selection:
1. Click  and then select **Filter values**.
2. Select the **Field name** associated with the filter.
3. Select the **Operator** and enter the **Value** to apply to the filter.
4. Click **Apply**.
6. Add styling elements to the form:
7. Click **Add**.
8. Select **Form styling**.
9. Select the element to add to the form:
* **Heading**: Adds an **Add Heading** line to the form. You can edit the heading after it is added.
* **Text**: Adds a Form description line to the form. You can edit the text after it is added.
* **Table**: For forms to create multiple records, adds a table to the form so multiple fields can be specified. See [Use tables in multiple-record forms](#use-tables-in-multiple-record-forms).
* **Page**: Adds a page break to the form. You can then add form elements to the new page.
* **Line**: Adds a divider line to the form.
* **Submitted by**: Adds the placeholder for the submitter to the form.
* **Submission date**: Adds the placeholder for the submission date to the form.
* **Kits**: Adds information pertaining to a selected kit to the form.
* **Consumable**: If consumable categories exist, adds information pertaining to a selected category to the form.
10. Arrange the form elements on each form page:
1. Hover over a form element until the Arrange  icon is displayed.
2. Drag  to move the element to the appropriate location. You can drag fields to the left or right of other fields to stack them horizontally on the page.
11. To change the text of the **Submit** button, double-click the button and then enter the appropriate button text.
12. To display a message to users who submit the form, select **Thank you message** and then edit the text to be sent to the user.
13. To perform additional tasks after the form is submitted:
1. Under **After form submission perform these operations**, select an option to **Calculate** or **Replace** a field value.
2. Select the **Collection field** to be updated.
3. Perform one of the following tasks:
* To replace a field value, enter the new value to be applied to the field for the record.
* To calculate a value, select options to configure the calculation. The calculated value will be applied to the field for the record.
14. Click **Save Changes**.
#### Share
{% hint style="info" %}
**Organization**, **Account**, and **Module admins** have full access to all forms by default.
{% endhint %}
1. Select **Share** above the form view.
2. To share the form with users in a specific role, select the role from the **Select a role** drop-down list. Repeat this step to share with multiple roles.
3. To share the form with individual users, enter a name in the **Select a user** field. Repeat this step to share with multiple users.
4. Click **Save changes**.
#### Preview
You can verify how the form is displayed across different devices before publishing.
1. Select **Preview** above the form view.
2. Select **Desktop**, **Tablet**, or **Mobile** from the drop-down list.
3. Review the form layout and test the form by simulating submissions.
4. Select **Form build** above the form to adjust the form.
5. Click **Save Changes** to finalize the form.
***
## Use tables in multiple-record forms
When new equipment is purchased in bulk (for example, 10 new laptops), it is more efficient to add the items in a single submission rather than completing the form 10 times.
For forms created to create or update multiple records, you can use a table to streamline the creation process within a single form submission. Each row in the table represents an individual record. This format allows users to enter each device's details in a row and submit everything at once, which improves visibility, reduces repetition, and increases accuracy when working with large sets of data.
{% hint style="warning" %}
The current limit is 15 rows per form submission. This limit will increase in upcoming product updates.
{% endhint %}
### Create the form table
1. Create a form to create records for **Multiple records**.
2. When adding form styling elements, add the **Table** element to the form.
3. Inside the table, click **+** to add the relevant input fields. You can also select **CREATE TABLE FIELD** to create new fields to be captured in the table (and added to the collection).
{% hint style="info" %}
Tables in forms can include attachment fields, but default/autofill values are not supported.
{% endhint %}
1. Click **Save Changes**.
### Use the form table
1. Perform one of the following steps to display the module pane:
* In the navigation pane, click the **Account Switcher** and then select the appropriate account and module.
* Click :house: to display the module pane.
2. Under **Forms**, select the form.
3. For each new asset, enter information into a row in the table.
4. Click **Add** or press **Enter** to insert additional rows up to the 15-record limit.
5. To remove unused rows, click :circle-minus: in the row.
6. Click **Submit**. Each completed row is saved as a new record in the selected collection.
***
## Edit a form
1. In the navigation pane, select **Settings** > **Account Management**.
2. Expand the appropriate account and module, and then click **Manage** in the **Forms** tile. The list of forms is displayed.
3. Click the form to edit.
4. Edit the form settings. See [Create a form to create records](#create-a-form-to-create-records).
***
## Delete a form
1. In the navigation pane, select **Settings** > **Account Management**.
2. Expand the appropriate account and module, and then click **Manage** in the **Forms** tile. The list of forms is displayed.
3. Click  next to the form to delete. The **Deleting form(s)** page is displayed.
4. Click **Delete**.
# Forms that update records
## Create a form to update records
#### Form setup
1. Perform one of the following steps to display the module pane:
* In the navigation pane, click the **Account Switcher** and then select the appropriate account and module.
* Click :house: to display the module pane.
2. Click **Create** and then select **Form.** The **Form setup** page is displayed.
3. Enter the **Form name** (for example, **Update Asset Form**).
4. Select **Update records**.
5. Select whether the form should support creation of a **Single record** or **Multiple records**.
6. Under **In this collection**, select the collection for which records will be updated.
7. For single-record forms, to pull records from another collection for use in the form:
1. Select **Pull records from another collection**.
2. Under **Populate with data from**, select the collection from which the records should be pulled (for example, **People**).
8. To enable email notifications to be sent when the form is submitted, select **Allow receipt of responses after submission & generate PDF**.
9. To enable Ursa to review images to complete aspects of the form, select **Enable Ursa inspection**. See [Ursa Inspection](/ursa/ursa-inspection).
10. Click **Save & continue**. The **Form build** page is displayed.
#### Form Build
1. Click the **Form description** to enter text to explain the form's purpose.
2. If another collection's records are pulled into the form, click **+** next to **Add a field from <*****Collection*****>** to select the pulled fields to add to the form. The fields are added to a table at the top of the form.
3. Add fields to the form:
1. Click **Add**.
2. Select **Fields**.
3. To select existing fields, click them in the list. They are added to the form.
4. To create a new field to be added to the collection:
1. Select **CREATE NEW FIELD**. The New field page is displayed.
2. Enter the new **Field name**.
3. Select the field's **Data type** and then complete any required settings associated with the field. See [Field types](/settings/account-management/fields#field-types).
4. For multi-select fields, to filter values available to be used in the form:
1. Click  and then select **Filter values**.
2. Select the values that the user can select when using the form.
3. Click **Save**.
5. For fields that pull from other collections, to filter the values available for selection:
1. Click  and then select **Filter values**.
2. Select the **Field name** associated with the filter.
3. Select the **Operator** and enter the **Value** to apply to the filter.
4. Click **Apply**.
6. Add styling elements to the form:
1. Click **Add**.
2. Select **Form styling**.
3. Select the element to add to the form:
* **Heading**: Adds an **Add Heading** line to the form. You can edit the heading after it is added.
* **Text**: Adds a Form description line to the form. You can edit the text after it is added.
* **Table**: For forms to update multiple records, adds a table to the form so mutiple fields can be specified. See [Use tables in multiple-record forms](#use-tables-in-multiple-record-forms).
* **Page**: Adds a page break to the form. You can then add form elements to the new page.
* **Line**: Adds a divider line to the form.
* **Submitted by**: Adds the placeholder for the submitter to the form.
* **Submission date**: Adds the placeholder for the submission date to the form.
7. Arrange the form elements on each form page:
1. Hover over a form element until the **Arrange**  icon is displayed.
2. Drag the **Arrange**  icon to move the element to the appropriate location. You can drag fields to the left or right of other fields to stack them horizontally on the page.
8. To change the text of the **Submit** button, double-click the button and then enter the appropriate button text.
9. To display a message to users who submit the form, select **Thank you message** and then edit the text to be sent to the user.
10. Click **Save Changes**.
{% hint style="info" %}
Data populated in the selected fields when the form is submitted is automatically updated in the relevant records.
{% endhint %}
#### Record Selection
Administrators can choose the records that can be selected in the form, and the fields that are displayed for the user to view the records.
1. Select **Record selection** above the form view.
2. To filter the records that can be selected for update:
1. Click :filter:. The **Filter by** page is displayed.
2. Select the **Field name** to filter the collection records.
3. Select the **Operator** to compare the field values.
4. Enter the **Value** to determine the records available to the collection field.
5. To specify multiple filter criteria, click **Add more** and then repeat steps b-d.
6. If multiple conditions are specified, select an option to determine whether **All** or **Any** of the conditions must be met to enable the record to be displayed.
7. Click **Apply**.
3. To select the fields displayed for records:
1. Click **Manage** **fields** . The list of collection fields is displayed.
2. To hide a field, click **Hide field**  next to the field.
3. To show a field, click **Show field**  next to the field.
4. To rearrange the order of displayed fields, click **Arrange**  and drag the field up or down in the list.
4. Click **Save changes**.
#### Share
{% hint style="info" %}
**Organization**, **Account**, and **Module admins** have full access to all forms by default.
{% endhint %}
1. Select **Share** above the form view.
2. To share the form with users in a specific role, select the role from the **Select a role** drop-down list. Repeat this step to share with multiple roles.
3. To share the form with individual users, enter a name in the **Select a user** field. Repeat this step to share with multiple users.
4. Click **Save changes**.
#### Preview
You can verify how the form is displayed across different devices before publishing.
1. Select **Preview** above the form view.
2. Select **Desktop**, **Tablet**, or **Mobile** from the drop-down list.
3. Review the form layout and test the form by simulating submissions.
4. Select **Form build** above the form to adjust the form.
5. Click **Save Changes** to finalize the form.
***
## Use tables in multiple-record forms
When multiple existing records need to be modified (for example, changing ownership or status) you can use a table to enable individual updates per row in a single submission. Each row in the table represents an individual record. This format allows users to update each device's details in a row and submit everything at once, which improves visibility, reduces repetition, and increases accuracy when working with large sets of data.
{% hint style="warning" %}
***Note**: The current limit is 15 rows per form submission. This limit will increase in upcoming product updates.*
{% endhint %}
### Create the form table
{% hint style="warning" %}
***Note**: Only fields added to the form table (or added separately to the form) are updated. All other fields remain unchanged.*
{% endhint %}
1. Create a form to create records for **Multiple records**.
2. When adding form styling elements, add the **Table** element to the form.
3. Inside the table, click **+** to add the relevant input fields. You can also select **CREATE TABLE FIELD** to create new fields to be updated in the table (and added to the collection).
4. Click **Save Changes**.
### Use the form table
1. Perform one of the following steps to display the module pane:
* In the navigation pane, click the **Account Switcher** and then select the appropriate account and module.
* Click :house: to display the module pane.
2. Under **Forms**, select the appropriate update form. The collection is displayed.
3. In the collection, select the records you want to update.
4. Click **Continue**. Each selected record is displayed as a row in the table. Fields will be editable based on the form configuration.
5. Enter updated values in each table row.
6. Click **Submit**. Each record is updated with the values entered in its respective row. The Collection view is then displayed.
7. To edit additional records with the form, repeat steps 3-6.
***
## Edit a form
1. In the navigation pane, select **Settings** > **Account Management**.
2. Expand the appropriate account and module, and then click **Manage** in the **Forms** tile. The list of forms is displayed.
3. Click the form to edit.
4. Edit the form settings. See [Create a form to update records](#create-a-form-to-create-records).
***
## Delete a form
1. In the navigation pane, select **Settings** > **Account Management**.
2. Expand the appropriate account and module, and then click **Manage** in the **Forms** tile. The list of forms is displayed.
3. Click  next to the form to delete. The **Deleting form(s)** page is displayed.
4. Click Delete.
# Form submission logs
Form Submission Logs enable users to track form responses in a centralized, tabular format. This eliminates the need to navigate between individual records or forms to review submission history. Users can search for specific field values, apply filters, sort results, and export data, making it easier to audit and manage form-based interactions across the platform.
Form logging is available in two formats:
* **Form submissions against one record**: This view displays a detailed log of all submissions tied to a single record. It enables users to review historical submissions for that specific record. Only fields configured to show in the log will appear, with the record's ID being the primary identifier. At this time, collection fields are not supported in the log view.
* **All submissions for a specific form**: This option shows every record that has submitted a particular form, regardless of the record it is associated with. Similar to the per-record log, only select fields (including the ID field) are visible, and collection fields are currently not supported.
***
## View form submission logs
1. Perform one of the following steps to access the forms list:
* In the navigation pane, click **Account Switcher**, select the appropriate account and module, and then expand the **Forms** list.
* Click :house: to display the current module pane and then expand the **Forms** list..
* In the navigation pane, select **Settings** > **Account Management**, expand the appropriate account and module, and then click **Manage** in the **Forms** tile.
The list of forms is displayed.
2. Click  next to the appropriate form and select **View form submissions**. The record of submissions is displayed.
3. Click a **Record ID**. The form submission details are displayed for the selected record.
4. To view all form submissions for the selected record, click **Show record's submissions**.
5. To view the full details of the record, select **View record**. This view shows the record's details, activity, linked records, tickets, and attachments.
### Save the log to a report
You can save the data in the log to a report that can be accessed from the Reports in the navigation pane.
1. Select **Save report**.
2. Enter the **Report name** and **Description** of the report.
3. Click **Save**.
### Export form submission log details
You can export the form submission log details to an external report file.
{% hint style="info" %}
You cannot export other activity stream logs using this procedure.
{% endhint %}
1. View the form submission log.
2. Click  and then select the appropriate export format. The file is generated made ready for download.
3. Click **Download Link** to download the report file.
# Ticketing
If the Ticketing module is enabled in your organization's settings, you can create tickets to manage issues, requests, and incidents associated with your asset/record data. Each ticket in the Ticketing collection represents an item that needs attention, such as an asset problem, service request, or internal task.
You can configure user roles and permissions to identify the users who can view and manage tickets. See [Roles & permissions](/settings/roles-and-permissions).
## Enable the Ticketing module
1. In the navigation pane, select **Settings** > **Account Management**.
2. Expand the appropriate account and module.
3. Click **Enable** in the **Ticketing** tile. The **Manage help desk** window is displayed.
4. Select **Turn on**, and then click **Next: set up support email**.
5. Select **Turn on**, and then click **Next**. The **Setup helpdesk** window is displayed.
6. Enter the email address name where customers can contact your team and create support requests.
{% hint style="info" %}
asset-panda.assetpanda.app will be used as your subdomain.
{% endhint %}
7. Click **Continue**. A confirmation page is displayed.
8. Click **Save**. The Ticketing module can be accessed in the navigation pane by users with the appropriate role or user permissions.
{% hint style="info" %}
By default, the Ticketing view is named **Help desk**, but you can rename it to meet your business needs.
{% endhint %}
## Manage the Ticketing collection
1. In the navigation pane, select **Settings** > **Account Management**.
2. Expand the appropriate account and module, and then click **Manage** in the **Ticketing** tile. The Ticketing management options are displayed:
3. To specify the name displayed for the Ticketing module in the navigation pane:
1. Select **Rename**.
2. Enter the new name for the module.
3. Click **Save**.
4. To review the routing address for Ticketing (Help desk) emails, select **Routing address**.
5. To modify the fields for the Ticketing (Help desk) module:
1. Select **Edit fields**.
2. Modify the fields stored for the template. See [Fields](/settings/account-management/fields).
## View the Ticketing page
1. Perform one of the following steps to display the module pane:
* In the navigation pane, click the **Account Switcher** and then select the appropriate account and module.
* Click :house: to display the module pane.
2. Under **Other**, select the **Help Desk** (**Ticketing**) option. The list of tickets is displayed.
3. To search for a ticket, enter text in the **Search** field to search by the associated [Ticket fields](#id-4.-ticket-fields).
4. To filter the ticket list:
1. Click :bars-filter:. The **Filter by** pane is displayed.
2. Select the **Field name** to filter the tickets.
3. Select the **Operator** to compare the field values.
4. Enter the **Value** to determine the records available to the collection field.
5. To specify multiple filter criteria, click **Add more** and then repeat steps b-d.
6. If multiple conditions are specified, select an option to determine whether **All** or **Any** of the conditions must be met to enable the record to be displayed.
7. Click **Apply**.
5. To sort the ticket list:
1. Click :arrow-up-short-wide: above the list. The **Sort by** pane is displayed.
2. Select the **Sorting field** and whether to sort in **Ascending** or **Descending** order by the field's values.
3. To sort by additional fields, click **Add more** and repeat step b. You can specify up to three levels of sorting in the list.
6. To export the ticket list, see [Export record data](/maintain-records/export-record-data).
{% hint style="info" %}
The export only includes records and fields displayed based on the applied search, filter, and sort settings.
{% endhint %}
### Ticket fields
| Ticket Field | Description |
|---|---|
| Ticket Number | System‑generated numeric identifier, used for fast search and reference. |
| Name | Short title for the ticket. |
| Description | Detailed explanation of the issue or request. |
| Status | Field to track the state of the ticket (for example, Open, In progress, or Closed). |
| Priority | Indicates the urgency of the ticket (for example, Highest, High, Medium, Low, and Lowest) |
| Assigned to | Person responsible for the ticket. |
| Reported by | User who created or reported the ticket. |
| Created at | Date and time the ticket was created. |
| Last updated at | Date and time the ticket was last modified. |
| Field Type | Description |
|---|---|
| Address | Stores physical addresses. |
| Attachment | Supports uploading files, such as images or documents, to a record for reference. You can add the following file formats as attachments to records:
|
| Barcode | Captures barcode data and can be used when scanning assets via barcode readers or mobile devices.
For improved performance when scanning items or using the Audit feature, you are recommended to use a Barcode field as your unique identification for assets. See Barcode Generator. |
| Currency | Converts numbers into your default currency symbol with two decimal places. Currency fields can be summed in reports and included in numeric calculations. |
| Date & Time | Prompts users to select the date and time and captures the selection in a single field. This data type is useful for tracking specific timestamps. |
| Displays text (presumably an email address) as a clickable email link. | |
| Formula | Performs calculations using data from other fields, enabling dynamic content creation. You can choose from various formula types:
|
| GPS Coordinates | Captures latitude and longitude values, allowing you to track asset locations or user activities.
See GPS data management. |
| IP Address | Stores IP addresses for tracking devices or troubleshooting network-related issues. |
| Long Text | Provides space for extended text entries when more details are required. There is no character limit. |
| Multiple Select List | Allows users to select multiple options from a predefined list of values. This data type is useful for assigning multiple attributes to a record. You can apply color coding to each field to make selections easier to identify on the list page and record details. |
| Numeric | Indicates that only numbers are accepted in the value. This field can be used in numeric calculations and to provide sums in reports. |
| Numeric Auto Increment | Automatically generates a sequential number when a new record is created. This data type is useful for assigning unique IDs or tracking record counts. |
| Percent | Captures values and formats them as a percentage. This data type can be included in calculations and reports. |
| Phone Number | Automatically styles the entered value in the phone number format and applies hyperlinks for use with a mobile app. |
| Signature | Displays a signature panel for capturing digital signatures. This data type is often used for approvals or confirmations. |
| Single Select List | Provides a drop-down list where users can select a single value from predefined options. This options is ideal for categorization. You can apply color coding to each field to make selections easier to identify on the list page and record details. |
| URL | Displays a URL (web address) as a clickable link for quick access to external sites. |
and then select the appropriate account and module.
* Click :house: to display the module pane.
2. Select the collection to which you want to add a field.
3. Perform one of the following tasks:
* Hover over a column heading, select , and then select **Add field to left** or **Add field to right**.
* After the last column in the page, select .
The **New field** pane is displayed.
4. Enter the **Field name**.
5. Select the appropriate **Data type**. See [Field Types](/settings/account-management/fields).
6. To apply color formatting to field values when specific conditions are met:
1. Select **Color coding rule**.
2. Select the **Operator** and **Value** to be evaluated for the field.
3. Click the **Select Color** bar to select the color to be applied when the field-value condition is met.
4. To specify multiple color rules for the field, click **Add rule** and repeat steps a-c.
{% hint style="info" %}
* If multiple rules are defined, color coding uses the first rule that evaluates as true for the field. The remaining rules are not evaluated.
* When configured, color coding is displayed throughout the application whenever the field value is displayed.
* If color options are defined for a field, the color coding rule overrides the specified color options.
{% endhint %}
7. To require a field value before the record can be saved, select **Set as required**.
8. To require unique values for the field, select **Set as unique field**.
9. To lock a field after the initial value is added (so the value cannot be edited), select **Set as read-only field**.
10. To display explanatory text for the field, select **Add helper** text and then enter the **Helper text**.
11. Click **Save**. The field is displayed in the collection list.
***
## Add fields from other collections
You can reuse data across collections to provide additional supporting context for records, ensuring uniformity and reducing redundancy. For example, if an asset is assigned to a person, you can populate the **Assigned To** field with a list of names built from the People collection.1. Perform one of the following steps to display the module pane: * In the navigation pane, click the **Account Switcher**
and then select the appropriate account and module.
* Click :house: to display the module pane.
2. Select the collection for which you want to add fields.
3. Perform one of the following tasks:
* Hover over a column heading, select , and then select **Add field to left** or **Add field to right**.
* After the last column in the page, select .
The **New field** pane is displayed.
4. Enter the **Field name** (for example, **Assigned To**).
5. Select **Pull from another collection**.
6. To enable multiple values to be selected for the field when pulling values from another collection, select **Allow multiple selection**.
{% hint style="info" %}
* This option cannot be disabled once it is saved for a field.
* The multi-select functionality applies everywhere the field is used, including collections, forms, automations, reports, and audits.
{% endhint %}
1. Select the **Collection** that contains the field to be pulled (for example, **People**).
2. To filter the records from the collection that are accessible to the current field (for example, to limit an **Assigned To** field to people assigned to specific locations):
1. Select **Filter list options**.
2. Select the **Field name** to filter the collection records (for example, **Location**).
3. Select the **Operator** to compare the field values.
4. Enter the **Value** to determine the records available to the collection field (for example, the allowed location name).
3. Select the **Primary Field** to pulled collection field whose values will be displayed (for example, **Name**).
4. To display additional fields from the pulled collection (for example, the phone number of the assigned user):
1. Under **Pull in additional fields**, click **Add field**.
2. From the drop-down list, select the collection field to be pulled (for example, **Phone Number**).
3. In the available field, enter the display name for the field (for example, **Assigned Phone**). If you do not enter a display name, the field name is populated as *Collection*: *Field Name* (for example: **People: Phone Number**).
4. Repeat steps a-c for any additional pulled collection fields.
{% hint style="info" %}
This option is not available if Allow multiple selection is enabled for the field.
{% endhint %}
11. To require a field value before the record can be saved, select **Set as required**.
12. To require unique values for the field, select **Set as unique field**.
13. To lock a field after the initial value is added (so the value cannot be edited), select **Set as read-only field**.
14. To display explanatory text for the field, select **Add helper** text and then enter the **Helper text**.
15. To enable kit parent values for the field to sync to all child records, select **Copy kit parent data into children**.
{% hint style="info" %}
* This option is available only when Kits are enabled in the module.
* This option is disabled for unique, auto-increment, attachment, and formula fields.
* When this option is selected for an existing field, the current parent value is copied to all existing child records immediately, overriding any existing child values. Child records cannot maintain a different value while the synchronization is active.
* When child records are added to a kit, they automatically inherit the current parent value.
* When child records are removed from a kit, the last synced value is preserved.
{% endhint %}
15. Click **Save**. The field is displayed with the :link: icon in the collection list.
***
## Edit field settings
### Edit from the collection view
1. Perform one of the following steps to display the module pane:
* In the navigation pane, click the **Account Switcher** and then select the appropriate account and module.
* Click :house: to display the module pane.
2. Select the collection for which you want to edit fields.
3. Hover over the field heading, select , and then select **Settings**. The field's details pane is displayed.
4. Edit the settings for the field. See [Add a field](#adding-new-fields).
5. Click **Save** to apply the changes.
### Edit from Account management
1. In the navigation pane, select **Settings** > **Account Management**.
2. Expand the appropriate account and module, and then click **Manage** in the **Collections** tile. The list of collections is displayed.
3. Click **Fields** for the appropriate collection. The **Fields** page is displayed.
4. To hide a field in the collection view, click **Hide field**  next to the field.
5. To rearrange the order of displayed fields, click  and drag the field up or down in the list. You can also select a field and click **To top** or **To bottom** to move the field to the beginning or end of the field list.
6. To edit the field settings, click the field name. The field details are displayed.
7. Edit the settings for the field. See [Add a field](#adding-new-fields).
8. Click **Save layout**.
***
## Show, hide, or rearrange fields
You can define the fields that are displayed in your collections to focus on the most relevant data.
1. Perform one of the following steps to display the module pane:
* In the navigation pane, click the **Account Switcher** and then select the appropriate account and module.
* Click :house: to display the module pane.
2. Select the collection for which you want to show or hide fields.
3. Click **Manage** **fields** . The list of collection fields is displayed.
4. To hide a field, click **Hide field**  next to the field.
{% hint style="info" %}
You can also hover over a field heading, select  and then select **Hide** to hide a field.
{% endhint %}
5. To show a field, click **Show field**  next to the field.
6. To rearrange the order of displayed fields, click  and drag the field up or down in the list.
7. To resize field columns to display longer data strings:
1. Hover over the border to the right of the field column. A drag bar is displayed.
2. Click the drag bar and drag it until the column is the appropriate width.
8. To display a summary row with totals for numeric fields, click :ellipsis-vertical: and then select **Row Summary**. The summary (:sigma:) row is displayed above the records.
***
## Delete a field
{% hint style="danger" %}
Deleting a field deletes all data stored in the field across all records. This action cannot be undone.
{% endhint %}
1. Perform one of the following steps to display the module pane:
* In the navigation pane, click the **Account Switcher** and then select the appropriate account and module.
* Click :house: to display the module pane.
2. Select the collection for which you want to delete fields.
3. Hover over the field heading, select  and then select **Delete**. The **Deleting field** page is displayed.
4. Select **Yes, delete**.
# GPS data management
## Maps
The Maps tool simplifies and enhances record location management. It enables precise address and GPS data handling while improving workflows for users who require accurate and actionable geographic information. Through manual entry and interactive map integration, Maps offers versatility and precision for various use cases.
***
## GPS fields
GPS fields support the input and management of precise geographic coordinates. You can manually enter **Latitude** and **Longitude** values or click :location-dot: to interact with a map to select a specific location. This flexibility supports high-precision scenarios, such as asset tracking or compliance verification.
Records that contain GPS data include dynamic mapping capabilities, allowing for easy access to location details directly from listings. This ensures users can view and manage coordinates without disrupting their workflows.
# Automations ####
[Visit Automations in the app](https://assetpanda.app/settings/account-management/automations)
Automations in Asset Panda streamline workflows by executing predefined actions based on specific conditions. By defining triggers, conditions, and actions, you can create structured workflows that reduce manual effort and ensure consistency.
Automations enhance efficiency by executing tasks seamlessly, reducing manual intervention, and ensuring accuracy in workflows.
## Automation components
### Triggers
Triggers determine when the automation should run:
* **When a record is created**: Runs when a new record is added to a collection
* **When a record is updated**: Runs when any field in a record changes
* **When a record is deleted**: Runs when a record is removed
* **Based on a numeric field**: Runs when a specified numeric threshold value is reached
* **When a form is submitted**: Runs when a user submits a specific form
* **At a scheduled time**: Runs at set intervals (hourly, daily, weekly, monthly, or yearly)
* **Based on a date field**: Runs a specified number of days before or after a selected date field. Date, formula date, and pull date fields are supported.
* **Based on audit dates**: Runs relative to audit start or end dates
* **When an audit is closed**: Runs when an audit is finalized
* **When a record is audited**: Runs when a record is included in an audit
### Conditions
Conditions filter records based on predefined criteria. Automations can be triggered when any condition is met or when all conditions are met.
### Actions
Actions define the event that occurs when the automation runs.
* **Send a notification**: Send an email, Slack message, or Microsoft Teams notification
{% hint style="info" %}
Automation triggers allow only up to 50 emails per trigger to ensure reliable delivery and prevent service limits from being exceeded.
{% endhint %}
* **Send a report**: Email a report of collection data
* **Update field values**: Automatically change field values on a record
* **Create a record**: Create a new record in the same or a different collection
* **Send an audit report**: Email an audit report
* **Subscribe to a webhook**: Send data to an external URL when triggered
Multiple actions can be added to a single automation.
## Advanced Settings
You can refine when automations run with advanced settings:
* **Trigger Type Specification**: Specifies whether an automation runs based on manual updates, imports, API changes, or other automations. This specification prevents automations from triggering due to unintended record modifications.
* **Field Change Specification**: Triggers automations only when specific fields change instead of based on a record update. This helps focus automation on relevant updates.
## Dynamic Automation
Automations support dynamic conditions for numeric, currency, percentage, formula-math, and date-time fields. You can create flexible triggers based on relative date conditions, such as today, yesterday, or a set number of days ago. Field values can also be updated dynamically using data from other fields or related records.
* **Dynamic Filtering**: Rather than using static values, conditions can compare one field's value to another field dynamically. For example, you can trigger a notification when stock quantity drops below a minimum threshold.
* **Updating Field Values**:Fields can be updated based on values from other fields, including related records. You can also dynamically update date fields using values like Today.
* **Dynamic Emails**: When sending notifications, email recipients can be dynamically selected from an email field in the collection or a related record.
* **Field Value Placeholders**: Emails, and Teams messages (if integrated), can include field values from the triggering record, ensuring relevant details are automatically inserted.
### Handling Complex Automations
Automations that create records require safeguards to prevent infinite loops. If an automation creates a new record in the same collection as the triggering record, it may trigger the automation repeatedly.
To avoid this scenario:
* You cannot select the same collection for both the trigger and record creation.
* You are recommended to apply conditions when running scheduled automations to limit execution scope and avoid unnecessary system load.
***
## Create an automation
1. In the navigation pane, select **Settings** > **Account Management**.
2. Expand the appropriate account and module, and then click **Manage** in the **Automation** tile. The list of automations is displayed.
3. Click **Create**. The Automation Settings page is displayed.
4. Enter the **Automation Name** and an optional **Description** of the automation.
5. Click **Save**. The automation details are displayed.
6. Under **WHEN,** select the trigger event and configure the associated options. See [Trigger events and options](#trigger-events-and-options).
7. Configure the conditions to filter the records associated with the trigger:
1. Click **Add Condition**.
2. For **When**, select the field to filter records. The list of fields is filtered based on the automation trigger selected.
3. Select the **Operator** used to review the field.
4. Enter the **Value** used to invoke the trigger condition. You can select **Exact value** to specify a static value or select another field to use its value in the condition.
5. Repeat steps a-d to configure the necessary conditions.
6. Above the conditions, select an option to specify whether **All** or **Any** conditions must be meet to trigger the action.
8. Under **THEN**, select the **Type** of action to perform and then configure the action. See [Action types](#action-types).
9. To add multiple actions, click **Add Action** and then repeat step 8. You can click **X** next to an action to remove it.
10. To view the summary of the automation, click :chevron-down: next to **Automation Summary**.
11. Click **Save**.
***
### Trigger events and options
| Trigger event | Options |
|---|---|
| When a record is created |
|
| When a record is updated |
|
| When a record is deleted |
|
| Based on a numeric field | Collection: Select the collection whose numeric field value triggers the action. Use conditions to determine the field and value associated with the trigger. |
| When a form is submitted | Using: Select the form whose submission triggers the action. |
| At a scheduled time |
|
| Based on a date field |
|
| Based on an audit start date |
|
| Based on an audit end date |
|
| When an audit is closed | No options required. |
| When record is audited | Collection: Select the collection whose record audit triggers the action. |
| Type | Options |
|---|---|
| Send notification | Send a notification when the trigger occurs. You can send the notification as an email or, if integrations are enabled, to Microsoft Teams or Slack. Click Edit to create the draft of the message.
|
| Update field value |
|
| Send Report |
|
| Create record |
|
| Subscribe to webhook | Click Add URLs to specify the webhook urls. See Webhooks Integration. |
| Send audit report |
|
| Send for DocuSign signature | Select the DocuSign Mapping to support the signature request. See DocuSign integration. |
**Settings** > **Account Management**.
2. Expand the appropriate account and module, and then click **Manage** in the **Automation** tile. The list of automations is displayed.
3. Click  in the automation row and then select **Edit automation**.
4. Adjust the automation settings. See [Create an automation](#create-an-automation).
***
## Duplicate an automation
1. In the navigation pane, select **Settings** > **Account Management**.
2. Expand the appropriate account and module, and then click **Manage** in the **Automation** tile. The list of automations is displayed.
3. Click  in the automation row and then select **Duplicate automation**.
4. Adjust the automation settings. See [Edit an automation](#edit-an-automation).
***
## Delete an automation
1. In the navigation pane, select **Settings** > **Account Management**.
2. Expand the appropriate account and module, and then click **Manage** in the **Automation** tile. The list of automations is displayed.
3. Click  in the automation row and then select **Delete automation**.
# Users
#### [Visit Users in the app](https://assetpanda.app/settings/users)
User roles determine their access to data within an organization. User roles are set at the module level within accounts in an organization. The following roles can be assigned:
* **Organization Admin**: Can add, delete, and edit accounts and modules in the organization.
* **Account Admin**: Can add and edit modules for the account. The user can access data for the specific account, but not other accounts in the organization.
* **Module Admin**: Can edit and configure the selected module.
* **Collaborator**: Can view records and submit forms.
Users can have access to multiple modules and accounts, and their role in each module or account can differ based on the access needed. For example, an Account Admin in the IT Division of a company might also need to access forms in the Fleet division. In this scenario, the Account Admin can be given the Collaborator role for the Fleet module outside the account they administer.
Organization Admins, Account Admins, and Module Admins can invite and assign roles to other users within their allowed modules.
## Invite users to a module
1. In the navigation pane, select **Settings** > **Account Management**.
2. Click :chevron-down: for the account and module for which you want to invite users**.**
3. Click **Manage** in the **Users** tile.
4. Click **Invite users**. The **Invite users** pane is displayed.
5. For **Role**, select the appropriate role for the users:
* **Organization Admin**: Can add, delete, and edit accounts and modules in the organization.
* **Account Admin**: Can add and edit modules for the account. Data is accessible in the specific account, but not other accounts in the organization.
* **Module Admin**: Can edit and configure the selected module.
* **Collaborator**: Can view records and submit forms.
* \ **Settings** > **Account Management**.
2. Expand the appropriate account and module, and then click **Manage** in the **Collections** tile. The list of collections is displayed.
3. For the **People** collection, click :ellipsis-vertical: and then select **Link to users**.
4. Click the **People** link to display the collection. The **Link to user** field is displayed in the collection.
5. Select each employee whose access you want to limit. The users details are displayed in the details pane.
6. Select **Link to user**, and then select the user account to link to the employee.
7. In the navigation pane, select **Settings** > **Roles & Permissions**.
8. [Create a custom user role](/settings/roles-and-permissions#create-a-custom-role) to define the tasks you want the employees to be able to perform. In the custom role, create a filter to limit the records the user can view:
1. Click **Filter** next to **Limit record permissions**.
2. Select the **Collection** whose records you want to filter.
3. For **Field**, select **Assigned To** (or the field the system is pulling from to assign the asset to a user).
4. Set **Value** to **Current User**.
5. Click **Apply**.
# Roles & permissions
#### [Visit Roles & Permissions in the app](https://assetpanda.app/settings/permissions)
Permissions dictate the actions that can be performed by users in each role within the Asset Panda platform. Role provide different levels of permissions to ensure users have the appropriate ability to perform their responsibilities efficiently.
## Default and custom roles
The following default roles provide access levels that range from full administrative access to limited operational tasks.
* **Organization admin:** Maintains full control across all organization-wide settings and modules.
* **Account admin**: Manages accounts, modules, and associated user permissions within specific accounts.
* **Module admin**: Configures and manages specific modules and related data structures.
* **Collaborator**: Maintains limited access for viewing records, submitting forms, and interacting with data relevant to their tasks.
Admins can add also custom roles to enable users to perform actions within their designated scope of the application.
***
## View roles & permissions
1. Select **Settings** > **Roles & Permissions**. The **Roles & Permissions** page includes the following sections:
* **Predefined roles**: Displays the permissions and features available to the default roles.
* **Custom roles**: Displays any custom roles you create, with options to add new roles.
2. To view the permissions for a specific predefined role, click :chevron-down: next to the role name.
* The **Permissions** table displays the system-defined permissions (View, Create, Edit, and/or Delete) for each main application area (for example, Accounts, Modules, Collections, and Attachments).
* The **Additional features** list identifies other actions users in the role can perform.
***
## Create a custom role
In Asset Panda, admins can create custom roles with specific permissions to determine who can perform tasks such as managing assets, approving requests, or viewing reports. These roles can be helpful if the predefined roles don’t accurately reflect your workflow. They also enable you to secure sensitive actions while providing an efficient workflow for your team.
You can then assign the roles to users to ensure everyone has the correct access.
1. Select **Settings** > **Roles & Permissions**.
2. Under **Custom roles**, click **Add**. The Custom role page is displayed.
3. Enter the **Role name** and enter an optional **Description** to provide a summary of the role’s purpose.
4. Select the **Account** and **Module** to which the role applies. The relevant collections are displayed with check boxes to enable or disable access.
5. Under **Records permissions**, select the check boxes for each task you want users to be able to perform for records in the collection:
* **View**: View the list of collection records.
* **Create**: Add records to the collection.
* **Edit**: Edit existing collection records.
* **Delete**: Delete existing collection records.
* **Forms-only access**: Access forms associated with the collection.
* **Allow importing**: Import data to create or update collection records.
* **Archive records**: Archive records in the collection.
6. To limit the fields accessible to the custom role, click **Limit** next to **Limit field permissions** and then perform one of the following tasks:
* To limit the roles access to viewing fields associated with a saved view, select **Use locked saved views** and then click **Save**. Users assigned the role can only access the shared locked saved view, and hidden fields are enforced within that view.
* To define the fields accessible to the role:
1. Under **Option 2**, select the collection for which you want to limit field access.
2. Select **View** and **Edit** check boxes to define the access for each field in the collection.
3. Click **Save**.
7. To limit the records a user can view based on specified filters:
1. Click **Filter** next to **Limit record permissions**.
2. Select the **Collection** whose records you want to filter.
3. Select the **Field** to review, the **Conditions** to use when reviewing the filter, and the **Value** to limit the records displayed.
4. To define multiple conditions, click **Add more** and then repeat steps a-c.
5. If multiple conditions are defined, select whether the record must match **All** or **Any** of the conditions to be displayed.
6. Click **Apply**.
8. To limit reservation permissions for collections:
1. Select the **Reservations** toggle.
2. Click **Collection settings**. The **Reservations permissions** page is displayed.
3. For each collection, select the check box for each reservation task you want to enable for users (**View**, **Create**, **Edit**, or **Cancel**).
4. Click **Save**.
9. Under **Resources**, select the check box for each task you want to enable for users (**View, Edit, Create,** or **Delete**) in each main application area.
10. To enable additional features, select the toggle next to the feature:
* **Submit forms**: Allow users to bypass their add/edit record permissions and submit a form to create or update records.
* **Import records**: Allow users to import new records or update existing records in bulk from an external spreadsheet.
* **Export records**: Allow users to export data from a collection or saved view to an external file.
* **Barcode/Matrix scanning**: Allow users to connect a third party device or the Asset Panda mobile app to scan barcodes.
* **Barcode generator**: Allow users to design custom barcode sheets and labels.
* **Creating kits**: Allow users to manage kits in a collection.
* **Transfer consumables**: Allow users to transfer consumable records between destinations.
* **Activity stream**: Allow users to view historical data and changes.
* **Locking records:** Allow users to lock records to prevent other users from making any manual edits or automated changes to records.
11. Click **Save**. You can assign the role to new and existing users associated with the module. See [Invite users to a module](/settings/users#invite-users-to-a-module).
{% hint style="info" %}
In Asset Panda Pro, forms are restricted to specific users based on sharing settings, which differs from version 1.0 behavior. User permissions also influence access to shared items, including dashboards and saved views.
You should ensure that permissions and sharing settings are correctly configured to avoid access issues. You should also verify how these settings apply to forms for a seamless user experience.{% endhint %} *** ## Duplicate a role You can duplicate an existing custom role to speed the creation of new roles. 1. Select
**Settings** > **Roles & Permissions**.
2. Under **Custom Roles**, click :ellipsis-vertical: and then select **Duplicate**. The **Duplicate custom role** window is displayed.
3. Click **Include** next to each permission or feature you want to include in the cloned role.
4. Click **Duplicate**. The new role is displayed, with " - Copy" added to the name.
5. Edit the role settings. See [Create a custom role](#create-a-custom-role).
6. Click **Save**.
***
## Export custom role details
You can export the permission configuration of a custom role in Excel, CSV, or PDF format to review, share, audit, and document role configurations outside the application.
1. Select **Settings** > **Roles & Permissions**.
2. Under **Custom Roles**, click :ellipsis-vertical: and then select **Export**.
3. Select the export option based on the appropriate export format.
4. Select where to save the downloaded file.
5. Click **Save**. The file is saved to the designated location. The export includes the role summary information and the complete permission configuration for the selected custom role, grouped and organized by section. Empty permission sections are included wherever defined in the reference template, ensuring a complete and consistent view of the role.
# Preferences
#### [Visit Preferences in the app](https://assetpanda.app/settings/preferences)
You can specify organization preferences that become the default for all accounts and modules within the organization. Users can overwrite the preferences in each account or in their personal settings.
## Logo
You can incorporate your brand logo into the Asset Panda Pro platform to create a familiar and professional experience for your team. This visual consistency reinforces your brand identity, helping users quickly connect the platform to your business operations.
{% hint style="info" %}
The recommended logo size should be no more than 510 x 510 pixels. The maximum file size is 2MB.
{% endhint %}
1. In the navigation pane, select **Settings** > **Preferences**.
2. Under **Logo**, click **Edit**.
3. Select the logo and click **Open**. You can preview the logo once the upload is complete.
4. Click **Save.**
{% hint style="info" %}
To remove the selected logo, click :trash:.
{% endhint %}
***
## UrsaAI
You can enable UrsaAI to enable users to select  UrsaAI to use the built-in AI assistant to answer questions, build workflows, and find assets by describing what you need. See the [UrsaAI Overview](broken://pages/l2LxlJf5hlpvFzo9iZM5).
***
## Use 3rd party scanning devices
You can specify whether users can connect to external scanning devices to scan barcodes to be processed in the application.
***
## Time & Region
You can specify the default time zone and time format applied to the entire organization to ensures that everyone sees dates and times consistently.
* **Time Zone**: Select the default time zone for the organization.
* **Time Format**: Select the default time format to be used across the organization.
{% hint style="info" %}
* Users can override the default time settings in their profile to ensure that times reflect their local time zone. See [Manage your profile](/get-started/manage-your-profile).
* Exports and reports follow the organization’s default time zone, making it easier to reconcile data across different regions.
{% endhint %}
***
## Date format/Date separator
You can change how you want dates to be displayed across your organization.
* **Date Format**: Specify how date values are arranged (for example, **Day First**, **Month First**, or **Year First**).
* **Date Separator**: Specify the character used to separate day, month, and year values (**Dash** or **Slash**).
***
## "From" name
You can specify the name that is displayed in the **From** line when you send emails from the application. By default, the value is "Asset Panda Pro", but you can change it to your organization name for better brand visibility and email management.
The name specified here is applied to all system emails, including the following:
* User invitations and password resets
* Automation and workflow notifications
* Email-based record creation responses
* System alerts and updates
***
## Welcome email
You can customize the email that is sent to new users who are invited to use your Asset Panda Pro environment. This enables you to welcome your new users with your corporate branding and voice.
Click **Customize** to define the subject and the body of the email to be sent to new users.
***
## Fiscal month start
You can select the fiscal month start for your organization. This setting determines how depreciation is calculated across years, quarters, and months to ensure that your financial reporting aligns with your accounting periods.
***
## Session Timeout/Idle Timeout
You can configure the application to automatically log out periodically or after periods of inactivity to support your organization's security protocols:
* **Session Timeout**: Automatically log users out of the application after the configured duration (4 hours, 8 hours, 12 hours, 24 hours, 7 days, or 30 days), regardless of their activity. You can also select **Never** to keep user sessions active indefinitely, providing more flexibility for specific internal workflows
* **Idle Timeout**: Automatically log users out of the application after a period of inactivity (15 minutes, 30 minutes, 1 hour, 4 hours, or 8 hours). You can select **Never** to never log users out after an inactive period.
{% hint style="info" %}
* A warning message is displayed before any session or idle logout, with a countdown to enable user action.
* The timeout settings apply to both the web and mobile applications.
{% endhint %}
***
## Currency
You can define a primary currency symbol and formatting standard (position, separators, and precision) for the account.
* **Symbol**: Select the symbol to be displayed for currency values.
* **Symbol position**: Select whether the currency symbol is displayed before (**Prefix**) or after (**Suffix**) the value.
* **Decimal separator**: Specify the character (period or comma) to display between whole number and decimal portions of the value.
* **Thousands separator**: Specify the character (period, comma, space, or no separator) to groups sets of three digits in larger values.
* **No. of decimals**: Specify the number of digits to display after the decimal separator.
The selections are applied to the preview in the view.
# API configuration
#### [Visit API Configuration in the app](https://assetpanda.app/settings/api-configuration)
Access our API Documentation at Asset Panda's [API Documentation Site](https://docs.api.assetpanda.app/docs/getting-started).
# Templates Guides
#### [Visit Templates in the app](https://assetpanda.app/settings/templates)
When adding new module into your organization, users can browse the template library to start with a pre-made collection of forms and saved views with sample data.
# Agency Asset Register template
The **Agency Asset Register** template illustrates how agencies manage assets, audits, operations, and public safety equipment in a single system of record.
***
## Template structure
The template module is pre-configured to reflect how public agencies operate:
* **Collections**: One shared list of agency Assets along with collections for People, Departments, Locations, and Categories
* **Dashboards**: Clear separation of Finance, Operations, Public Safety, and Audit responsibilities
* **Finance - Asset Oversight**: Displays information on capital assets.
* **Operations - Asset Management**: Review the **Assigned Assets** and **Unassigned Assets** widgets to identify the assets that are in use vs. available.
No financial data is exposed.
| Scenario | Description | Example |
|---|---|---|
| Learn how to use the app | Ursa provides instant guidance for common tasks, including:
Instead of searching through menus or documentation, simply ask Ursa your question. | How do I filter my collection? |
| Create and edit automations or forms with natural language | Describe the workflow you want, and Ursa will help build it.
Always review automation details before saving. | When a device is marked Lost, notify IT. Create an automation to notify managers when inspections are overdue. |
| Generate filters and locate records | Ursa can create filters on collections to narrow results more quickly. Ursa builds the filter logic so you don’t have to manually configure it. | How many laptops are assigned to Denver? Who currently has asset 49283? Which assets are overdue for check-in? Show devices that haven’t synced in 30 days. |
| Create collections with suggested fields | When setting up a new collection, Ursa can suggest helpful fields based on your use case. This speeds configuration and reduces setup errors. Ursa may suggest fields like:
| Create a fleet tracking collection. |
| Create categories with recommended fields | Ursa can assist in creating categories and recommending relevant fields to ensure each asset type captures the right information. Ursa may suggest:
| Create categories for Laptop, Desktop, and Server. |
| Create sample records for testing | Ursa can generate test records so you can build and test workflows safely:
|
**Settings** > **Preferences**.
2. Select the **Ursa****AI** toggle. Ursa is enabled for all users in your organization. Users can select  **Ursa** to use the assistant to answer questions, build workflows, and find assets.
3. To disable Ursa, deselect the **Ursa****AI** toggle. The Ursa interface is no longer accessible to users.
{% hint style="info" %}
If Ursa is disabled, the existing conversation history and logs are preserved and are made available if you re-enable the assistant.
{% endhint %}
***
## View Ursa chat logs
Administrators can review all Ursa conversations that occur within the organization. This is useful for monitoring usage, reviewing response quality, and ensuring Ursa is used appropriately. This can help you identify common questions that could be addressed through better account configuration, training materials, or documentation.
Each log entry contains the following information:
* **Session details**: Date, time, and duration of the conversation
* **User information**: User who initiated the conversation
* **User messages**: User prompts and questions
* **Ursa responses**: Full text of Ursa's replies
* **Feedback ratings**: Thumbs up or thumbs down feedback provided by the user.
1. In the navigation pane, select  **Tools** > **Activity stream**.
2. Select **AI Logs**.
3. To locate logs that contain specific keywords, enter the search term in the **Search** field.
4. To filter the log based on specified criteria, click :filter:. See [Filter the Activity Stream](/tools/activity-stream).
5. To view the details of a conversation, click **View details** in the conversation row.
# Ursa automations
Build automations with Ursa
Ursa supports the full range of automation capabilities in Asset Panda Pro. See [Manage automations](/settings/account-management/automations).
Ursa can create automation rules for your collections based on natural language descriptions. Instead of manually configuring triggers, conditions, and actions, you can describe what you want to automate and let Ursa build it for you.
## Create an automation with Ursa
1. In the navigation pane, select **Settings** > **Account Management**.
2. Expand the appropriate account and module, and then click **Manage** in the **Automation** tile. The list of automations is displayed.
3. In the navigation pane, select . The chat window is displayed.
4. In the chat input, enter the automation you want to create, including the following details:
* **Trigger:** Event that starts the automation
* **Conditions** (optional): Filters or criteria that must be met. If you only want the automation to run under certain circumstances, describe those conditions clearly.
* **Action**: The tasks that should occur when the automation event occurs
* **Recipients**: If applicable, the individuals (email addresses or role names) who should receive notifications or reports
* **Schedule**: For scheduled automations, specify the frequency, day, and time.
See [Example prompts](#example-prompts).\
\
Ursa generates the automation configuration and presents it for your review.
{% hint style="info" %}
For best results, describe one automation rule at a time.
{% endhint %}
6. [Review and customize the generated automation](#review-and-customize-the-generated-automation).
#### Example prompts
> *Send an email notification when a laptop's warranty expiration date passes.*
> *When a new record is created in the People collection, create a corresponding record in the Equipment Assignments collection.*
> *Every Monday at 9 AM, send a report of all assets with a **Status** of Needs Maintenance.*
> *When a record is updated and the **Status** field changes to Retired, update the **Available** field to No.*
> *Send a Slack notification when a form is submitted for an equipment check-out.*
> *One day before an audit start date, send an email reminder to the audit team.*
***
## Review and customize the generated automation
1. Review the trigger, conditions, and actions.
{% hint style="info" %}
The automation is created with a status of **Inactive** by default, so it won't run until you activate it.
{% endhint %}
2. To modify the automation, perform one of the following tasks:
* Ask Ursa to modify specific parts. For example, *"Change the trigger to weekly instead of daily."*
* Open the automation in the automation editor to make manual adjustments.
3. When the automation is correct, select the **Status** toggle for the automation to activate it.
# Ursa forms
Create forms using Ursa
Instead of adding individual fields manually to a form in the form builder, you can describe what you need and let Ursa create the form for you. You can then fine-tune it in the form builder in a faster process.
Ursa can create the following form elements:
* Complete form with all necessary fields and field types (for example, text, date, drop-down, or number)
* Form layout and field ordering
* Field validation rules
### Create a form with Ursa
1. Navigate to the collection or forms page where you want to create a form.
2. In the navigation pane, select . The chat window is displayed.
3. Describe the form you want to create, including the following details:
* **Purpose**: Describe how the form will be used (for example, to check in returned equipment)
* **Fields**: List the specific data you want to collect.
* **Field types**: Include if you need specific field types, such as drop-downs, date pickers, or photo uploads
* **Audience**: Include who will complete the form to help Ursa choose appropriate field labels and ordering
See [Example prompts](#example-prompts).\
Ursa generates the form structure and presents it for review.
4. [Review and edit the generated form](#reviewing-and-editing-the-generated-form).
#### Example prompts
> *Create a check-in form for laptops with fields for condition, location, damage notes, and a photo.*
> *Build a maintenance request form with fields for asset name, issue description, priority level (low, medium, high, critical), and the requested completion date.*
> *Make an employee onboarding form that captures the new hire's name, department, start date, manager, and a list of equipment they need.*
> *Create an audit form with fields for inspector name, inspection date, pass/fail status, and comments.*
### Review and edit the generated form
1. Review the proposed fields, types, and layout.
2. To modify the form, perform one of the following tasks:
* Ask Ursa to modify specific fields. For example, *"Change the Priority field to a drop-down with options: Low, Medium, High."*
* Open the form in the form builder to make manual adjustments.
When the form is correct, it is ready to use.
# Ursa account builder
#### [Visit Account Builder in the app](https://assetpanda.app/settings/account-builder)
When you enable UrsaAI in your organization, the Account Builder provides a specialized Ursa experience that helps you set up your Asset Panda Pro account by generating a complete organizational structure based on a description of your business.
## Information to provide
When you describe your business, Ursa creates the objects needed to support the business structure. Provide as much information as possible to ensure the appropriate structure is generated.
Be as specific as possible about the following elements:
* **Your industry or type of business**\
Mentioning your industry helps Ursa suggest relevant collections and fields. "Construction company" will produce different results than "Hospital".
* **Categories of assets, items, or resources** \
The more detail you provide about the objects you manage, the more tailored the result will be.
* **Key workflows and processes**\
Tell Ursa how you use your assets. For example: "Employees check out laptops and return them when they leave the company."
* **Team or department structure**\
Mention departments or roles that need access to the system, so Ursa can suggest appropriate organizational groupings.
{% hint style="info" %}
For best results, give a high-level description first and then add details in follow-up messages to refine the structure.
{% endhint %}
### **Example prompt**
> *We're a mid-sized IT services company. We need to track laptops, desktops, monitors, and mobile devices. Each asset should have a serial number, purchase date, warranty expiration, assigned employee, department, location, and condition status. We also manage a fleet of 20 service vehicles.*
***
## Generated objects
When you describe your business to Ursa, it can generate the following:
* **Accounts**: Top-level organizational containers for your data
* **Modules**: Groups of related collections within an account
* **Collections**: Tables that hold your records (for example, IT Assets, Vehicles, and People)
* **Fields**: The columns within each collection that define the data you track (for example, Serial Number, Purchase Date, and Assigned To)
* **Categories**: Predefined groups for organizing records within a collection (for example, Laptops, Desktops, and Monitors within an IT Assets collection)
***
## Use the Account Builder
1. In the navigation pane, select **Settings** > **Account Builder**. The Ursa pane is displayed in Account Builder mode.
{% hint style="info" %}
Account Builder is only available from this navigation. It is not available from the main Ursa chat interface.
{% endhint %}
2. **Define your business**\
In the chat input, describe your business and what you want to track. See [Information to provide](#information-to-provide). \
\
Ursa generates the account structure, showing you progress as it works. Once complete, it displays the proposed accounts, modules, collections and fields, and categories within each collection.
3. **Refine or regenerate**\
Review the structure to determine if it matches your needs. If it does not meet your needs, perform one of the following tasks:
* **Refine**: In the chat input, tell Ursa what to change. For example: "Add a Warranty Provider field to the IT Assets collection" or "Create a separate collection for Software Licenses".
* **Regenerate**: Click **Restart** to provide a new or updated business description and Ursa will generate a new structure.
4. **Modify the generated objects**
* To edit the name or description of an account or module, click **Edit** :pencil: for the object, update the listed information, and then click **Save**.
* To edit the name of a collection, click **Edit name** next to the collection, enter the new name, and then click **Save**.
* To review the fields for a module:
1. Click the linked module name. The fields for each collection in the module are displayed.
2. To edit a field's settings, click **Edit** in the field row, adjust the settings, then click **Save**.
3. To remove a field from the collection, click **Remove** in the field row.
4. To edit the generated categories:
1. Under **Categories**, select check boxes to determine the fields that will be included for each category name.
2. To edit a category name, click  for the category and select **Edit**. Enter the new name and click **Save**.
3. To remove a category, click  for the category and select **Delete**.
* To add fields or categories, click **Add field** or **Add Category** and specify the required information.
5. When the structure meets your business needs, click **Back** to return to the account builder view and then click **Done**. Ursa creates the account and suggested resources, then prompts you to view the new collection. Click **Yes** to view the collection.
# Ursa file upload
Upload files and documents to Ursa
Ursa can read and analyze files you upload, including images, PDFs, spreadsheets, and text documents. For example, Ursa can perform the following tasks for uploaded files:
* Extract text from images using optical character recognition (OCR)
* Read and summarize document contents
* Analyze spreadsheet data and answer questions about rows, columns, and values
* Answer questions about the content of the file
* Compare information across multiple uploaded files
## Upload files
1. In the navigation pane, select . The chat window is displayed.
2. Click :plus: in the chat input area.
3. Select the files you want to upload from your device. The following file types are supported:
* Images: PNG, JPG/JPEG, GIF, BMP, TIFF, WebP
* Documents: PDF, DOC, DOCX, TXT, RTF
* Spreadsheets: XLS, XLSX, CSV
* Data files: JSON, XML, MD
{% hint style="info" %}
* You can upload up to three files in each message, with a maximum size of 50 MB per file.
* If a document, spreadsheet, or data file is too large, consider breaking the data into smaller files for upload.
* Use clear, high-resolution images. Blurry or dark images may produce inaccurate text extraction.
* Upload well-formatted documents with clear headings and structure to produce better results.
{% endhint %}
4. Add a message describing what you'd like Ursa to do with the file (optional but recommended). See [Example prompts](#example-prompts-with-file-uploads).
5. Press **Enter** to send your message with the attached files.
### Example prompts
**Receipt photo**
> *Extract the vendor name, date, and total amount from this receipt.*
**Spreadsheet**
> *Summarize the data in this file and tell me how many items have a status of Active.*
**PDF manual**
> *What maintenance intervals are listed in this document?*
**Upload a label image:**
> *Read the serial number and model information from this label.*
# Ursa Chat
Ursa is designed to be conversational. You can type questions, give instructions, and have discussions as you would with a colleague.
## Send a message
1. In the navigation pane, select . The chat window is displayed.
2. Enter your message in the text input area. See [Prompt tips](#prompt-tips).
{% hint style="info" %}
To write a multi-line prompt, press **Shift + Enter** to add a new line without sending the message.
{% endhint %}
3. Press **Enter** to send your message. Ursa provides responses in formatted text that may include the following elements:
* **Bold text** and headings for emphasis and organization
* **Bulleted and numbered lists** for step-by-step instructions
* **Links** to relevant pages or resources within Asset Panda Pro
* **Structured data**, such as tables or formatted field information
***
### Prompt tips
The more specific your prompt, the better Ursa's response.
* **Be specific**: Instead of vague questions, include details like collection names, field names, or specific criteria.
* **Vague:** *Show me assets.*
* **Better:** *Show me all laptops in the IT Assets collection that are assigned to the New York office.*
* **State your needs**: Clearly state whether you want information, a form, an automation, or a filter:
* *Create a form to check out equipment with fields for employee name, department, and expected return date.*
* *Build an automation that sends an email notification when a warranty expires.*
* **Ask follow-up questions**: Ursa remembers your conversation context, so you can build on previous messages without repeating yourself.
* *How many assets are overdue?*
* *Which ones are assigned to the engineering team?*
* *Can you filter the collection to show just those?*
* **Provide examples when helpful**: If you cannot describe what you need, give an example of the result you expect.
* *I want a filter that shows something like: all records where Status is Active and Location is Warehouse A.*
***
## Copy chat text
You can copy chat messages to share with others.
1. Click **Copy** . The chat text is copied and ready to paste elsewhere.
2. To copy the contents of a response table, click **export as csv** above the table and then select the location to save the exported content.
***
## Edit a previous message
You can modify a message you already sent to update the chat response.
1. Find the message you want to edit in the conversation.
2. Click **Edit** :pencil-line: below your message.
3. Modify your text.
4. Press **Enter** to re-send the updated message.
Ursa generates a new response based on your edited message.
***
## Provide feedback
You can provide feedback to help improve Ursa's accuracy and usefulness over time. When you provide feedback, your rating is recorded along with the conversation context.
* :thumbs-up: : The response was helpful and accurate.
* :thumbs-down:: The response was unhelpful or incorrect.
{% hint style="info" %}
Do not hesitate to select that a response was not helpful. Honest feedback is the best way to help Ursa improve.
{% endhint %}
Your feedback is also visible to your organization's administrators in the AI chat logs# Manage chat conversations Ursa saves your conversations so you can return to them later. This is useful for picking up where you left off, reviewing past answers, or referencing previous interactions. ## Access the chat history 1. In the navigation pane, select . The chat window is displayed. 2. Click **Chat History**
in the chat header area. Your previous conversations are displayed in a list. They are listed with their names so you can quickly identify them.
3. Scroll through the list to find the relevant conversation.
***
## Search for a conversation
1. [Access the chat history](#access-the-chat-history).
2. In the **Search chat history** field, enter the keyword or phrase you remember from the previous conversation and then press **Enter**. The list shows conversations that contain your search text.
***
## Resume a conversation
1. [Access the chat history](#access-the-chat-history).
2. Click the conversation you want to resume. The conversation loads with your full message history.
3. Enter a new message to continue where you left off. Ursa remembers the context of the conversation, so you can pick up naturally without re-explaining the original question.
***
## Start a new conversation
You should start a new conversation when you're switching to a completely different topic. This helps keep your chat history organized and makes it easier to find specific conversations later.
1. In the navigation pane, select . The chat window is displayed.
2. Click **New conversation**  in the chat header. Ursa opens a blank conversation, ready for your first message.
***
## Delete a conversation
{% hint style="warning" %}
Deleting a conversation is permanent. The conversation and all its messages cannot be recovered.
{% endhint %}
1. [Access the chat history](#access-the-chat-history).
2. Locate the conversation you want to delete.
3. Click the **delete icon** next to the conversation.
4. Confirm the deletion when prompted.
# Ursa filtering
Ursa can filter your collection records using natural language. Instead of manually selecting fields, operators, and values from the filter panel, you can describe the records you want to see and Ursa will translate your description into collection filters and apply them to your current view. The filtered results are displayed in your collection as if you had configured the filters manually.
Ursa can create filters by any field in your collection, including:
* **Text fields**: Name, description, serial number, or any text value
* **Date fields**: Purchase date, warranty expiration, created date
* **Number fields**: Quantity, price, age, or any numeric value
* **Dropdown/select fields**: Status, category, department, or location
* **Email fields**: Assigned user, owner, or any email-based field
Ursa also supports the following actions:
* **Sorting**: Order results by any field in ascending or descending order
* **Grouping**: Group records by a specific field
* **Date ranges**: Filter records based a time period (for example, the last 30 days, this month, or before January 2025)
* **Multiple conditions**: Combine multiple criteria in a single filter
1. Navigate to the collection you want to filter.
2. In the navigation pane, select . The chat window is displayed.
3. Describe the records you want to see in plain language.
* **Use field names from your collection**: The more closely your description matches your actual field names, the more accurate the filter.
* **Be explicit about operators:** Say "greater than $500" instead of "around $500" for precise results.
* **Combine criteria:** You can ask for multiple conditions in one prompt; for example: *Status is Active AND Location is New York*.
* **Include sort preferences** Add "*sorted by*" to your request to control the order of results.
See [Example prompts](#example-prompts).
4. Press **Enter**. Ursa applies the filter:
* Your collection view shows only the matching records.
* The filter criteria are displayed in the filter bar above your collection.
5. If needed, modify, add to, or clear the filters using the regular filter controls.
### Example prompts
> *Show me all laptops assigned to the IT department.*
> *Find assets with a warranty expiring in the next 30 days.*
> *Show records where Status is Active and Location is Warehouse A, sorted by purchase date.*
> *Show only items with a purchase price over $1,000.*
> *Show me all records created this month, grouped by department.*
> *Find all assets assigned to John Smith.*
> *Show records where the condition field is empty.*
# Ursa Inspection
AI-powered photo inspections that fill out your forms for you.
Ursa Inspection enables you to use photos of an asset to complete form fields instead of entering inspection results by hand. When enabled, a technician can take photos of an asset and have Ursa fill in fields based on the information it can identify from the images.
This process speeds the completion of forms and ensures consistency in report content.
{% hint style="info" %}
Ursa Inspection was built with inspection forms in mind, but it works with any Asset Panda Pro form made from supported field types.
{% endhint %}
Ursa Inspection works in the web and mobile apps. Field technicians can capture photos on their phone and get the same AI-filled results a desktop user would.
## Identifiable elements
Ursa can determine the following information visually:
* Condition and wear**:**
* Tread/blade/edge wear
* Fading or peeling paint
* Object damage and where the damage is located:
* Dents
* Scratches
* Cracks
* Chips
* Corrosion and rust
* Broken or bent components
* Completeness:
* Missing parts or fasteners
* Whether guards, covers, and accessories are attached
* Status indicators:
* Gauge readings
* Warning lights
* Visible fluid levels
* Displayed tire pressure readouts
* Cleanliness and environment:
* Dirt and debris buildup
* Spills
* Blocked vents
* Obstructed access
* Readable text:
* Serial numbers
* Model numbers
* Asset tags
* Nameplate data
* Inspection stickers
* Dates written on tags
***
## Ursa field type support
Ursa can complete any field for which the answer can be detected in the photo. The following table describes how Ursa Inspection supports each field type.
{% hint style="info" %}
Ursa only completes fields that exist on the form.
{% endhint %}
| Field type | Information Provided by Ursa | Field Examples |
|---|---|---|
| Text / Long text | Free-form descriptions of information visible in the photos |
|
| Drop-down (single or multi-select) | Selects only from your configured options. Ursa never invents a value that does not exist in your configured drop-down list. |
|
| Number | Visible counts and measurements it can read from the image |
|
| Yes / No | Visual pass/fail and presence checks |
|
| Barcode, URL, IP address | Read directly from text visible in the photo |
|
| Use Case | Description |
|---|---|
| Fleet and vehicle damage inspections |
|
| Tire inspections |
|
| Heavy-equipment pre-use safety checks | Before a forklift or excavator goes into service, Ursa can read the visible Warning Light On? indicator, confirm Safety Guard in Place?, note Leaks Visible?, and grade the overall Condition from the provided photos. |
| Facilities and property walkthroughs | From room and exterior photos, Ursa can identify Cleanliness, General Condition Summary, Obstructed Access?, or Visible Defects. |
| IT asset intake and condition grading | When laptops and devices arrive or are returned, Ursa reads the Serial Number and Model Number from the nameplate, automatically grades the cosmetic Condition, and records elements such as Screen Cracked? or Ports Damaged?. |
| Warehouse receiving and damage claims | As shipments arrive, Ursa can capture Packaging Damaged?, Quantity on Shelf, Number of Damaged Panels, and a description of the visible damage. This gives receiving teams the evidence needed to file or dispute a claim. |
| Construction tool check-in and check-out logs | When tools leave and return from a job site, Ursa records their Condition, Missing Parts?, Rust Severity, and Wear Description, so accountability and wear are tracked over the life of the tool. |
| Safety-compliance checks | On a periodic safety round, Ursa identifies information in the frame:
|
: Add a record to the collection
* 
: Scan [barcodes](/mobile-app/mobile-barcodes).# Mobile: User Profile You can manage your account to update your profile details, including your profile picture, first name, last name, and time zone. 1. In the mobile app, tap , select :gear: **Settings**, and then tap **Edit** **profile**. The **Edit Profile** page is displayed. 2. To update the profile picture: 1. Tap :pencil-line:. 2. Select whether to take a camera photo or upload from a gallery. 3. Take or select the photo. {% hint style="info" %} **Note**: The maximum size of the profile picture is 2MB. {% endhint %} 3. Update or change the **First name**, **Last name**, **Time Zone**, and **Language**. 4. To access the Asset Panda mobile app using biometric authentication: 1. **Android**: Tap **Enable Fingerprint Login** and then tap **Yes**. 2. **iOS**: Tap **Enable Face ID Login** and then tap **Yes**. 5. Tap **Done**. # Mobile: Attachments When the Attachments feature is enabled, users can upload, manage, and view files associated with records across the platform. Attachments can be accessed globally, at the individual record level, or for specific fields, with permissions and visibility enforced based on user roles and access to records. ## Supported attachment file types For field-based attachments, you can specify the type of files that can be uploaded: * Image: jpg, jpeg, gif, png, heic, heif, webp, avif * Document: doc, docx, pdf, xls, xlsx, txt, zip, csv * Video: mp4, qt, asx, mov, swf, asf, wmv, swt, 3gp, mn, viv, 3g2, mpg, vivo, dvx, vob, mpeg, fly * Audio: mp3, wav, wma, ogg, aac, 3gp, m4a From the **Attachments** tab for the record, you can attach files of any type. *** ## View attachments (Global view) The Attachments view displays all files across the organization that the user has permission to access based on their role: * Organization admin: All files across all accounts and modules in the organization. * Account/Module admin: Files tied to their scope * Collaborator: Files in assigned modules * Custom Role: Files per record access limits * Multi-role: Union of all accessible records Users can filter the list based on a specific account, module, collection, or field value. They can preview some file types and can download or delete files. 1. In the mobile app, tap  and then select **Attachments**. Thumbnails are displayed for each attachment. 2. To filter the list of attachments: 1. Tap :ellipsis-vertical: in the upper-right corner and then tap **Filter**. The **Filter By** page is displayed. 2. Select the **Account**, **Module**, and/or **Collection** for which you want to review attachments. 3. To filter the list based on specific records: 1. Select the **Field name**. For example, you can select **File Type** to display only images. 2. Select the **Operator** to compare the field values. 3. Enter the **Value** to determine the filter. 4. To specify multiple filter criteria, click **Add more** and then repeat steps i-iii. 5. If multiple conditions are specified, select whether the attachment must match **All conditions** or **Any condition** to be displayed. 4. Click **Apply**. 3. To sort the attachments in the list: 1. Tap :ellipsis-vertical: in the upper-right corner and then tap **Sort**. The **Sort By** page is displayed. 2. Select the **Sorting Field**. You can sort by file type, date added, or file name. 3. For **Value**, select whether to display attachments in ascending or descending order for the Sorting field. 4. To specify multiple sort levels, click **Add more** and then repeat steps a-c. 5. Click **Apply**. 4. To download an attachment, select the check box in the upper-left corner of the attachment and then click
.
5. To delete an attachment, select the check box in the upper-left corner of the attachment, tap :ellipsis-vertical: , select **Delete**, and then select **Delete** in the confirmation message.
{% hint style="info" %}
* You can delete an attachment only if you have edit access on all records linked to the attachment.
* Attachments deleted from one record remain in others unless they are unlinked everywhere.
{% endhint %}
***
## View attachments (record view)
You can view the attachments associated with an individual asset record.
1. Open the **Asset Panda Pro** mobile app.
2. Expand the **Collections** list and then select the collection to view.
3. Select the record to be reviewed. The details pane is displayed.
4. Select the **Attachments** tab. All attachments associated with the record are displayed.
5. To filter or sort the view, tap **Actions** and then select **Filter** or **Sort**. See [View attachments (Global view)](#view-attachments-global-view) for details.
6. To download an attachment, select the check box in the upper-left corner of the attachment and then click .
7. To delete an attachment, select the check box in the upper-left corner of the attachment, tap **Actions**, select **Delete**, and then select **Delete** in the confirmation message.
***
## Upload an attachment (Global view)
You can upload attachments to enable files to be attached to records at a later date.
1. In the mobile app, tap  and then select **Attachments**. Thumbnails are displayed for each attachment.
2. In the mobile app, tap  and then select **Upload** :arrow-up-from-bracket:.
3. Select an option to specify the source of the attachment file. You can take photos or video, record audio, or select from existing files on the mobile device.
4. Select the file to be uploaded.
5. Click **Done**.
***
## Add attachments to a record
{% hint style="info" %}
Only users with Organization admin, Account admin, Module admin, or a custom role that supports the creation of attachments can add attachments to records.
{% endhint %}
### Add from a field
1. Navigate to the collection that contains the record.
2. Select the record to be updated. The Record details page is displayed.
3. Tap **Actions** and then select **Edit**.
4. For the attachment field:
1. Tap **Upload**.
2. Select the source of the attachment. You can take photos or video, record audio, or select from existing files on the device. You can also select **Gallery** to upload from the global attachment list uploaded previously to Asset Panda Pro.
3. Use the device tools to select or create the file to be attached, then tap **Done**.
5. Tap **Done**. The attachment is saved to the record.
### Add from the record view
1. Navigate to the **Attachments** view for the record. See [View attachments (record view)](#view-attachments-record-view).
2. Tap **Actions** and then select **Upload**.
3. Select the source of the attachment. You can take photos or video, record audio, or select from existing files on the device. You can also select **Gallery** to upload from the global attachment list uploaded previously to Asset Panda Pro.
4. Use the device tools to select or create the file to be attached, then tap **Done**.
# Mobile: Audits
The Asset Panda mobile app provides a structured approach to auditing assets, ensuring accurate record-keeping and verification. For more information, see [Audits](/maintain-records/audits).
You can perform audits directly on the mobile app.
The **Tools** page is the central hub for managing audits in the Asset Panda mobile app. You can perform the following tasks in the mobile app:
* Track progress, review open and closed audits, and review records.
* Monitor completion percentages, view assigned records, and access critical metadata.
* Use barcode scanning for quick asset validation.
* Mark records as audited and complete audits.
{% hint style="info" %}
You can only create new audits in the Asset Panda web application.
{% endhint %}
***
## View an audit
1. Log into the Asset Panda mobile app.
2. Select  **More** and then select **Audits**. All available audits are displayed.
3. Select the audit to view. The following data is displayed:
* Audit name and description
* Associated module and collection where the audit is being performed
* Records with their audit status, enabling you to track the records that have been audited and those that require attention.
***
## Start an audit
1. **Review the Summary**: Review the audit summary to ensure all details are accurate before proceeding.
2. **Start the Audit:** To begin tracking changes and logging modifications, select **Start Audit**.
3. **Monitor Progress:** After the audit starts, the system begins monitoring the selected collection. Users with appropriate permissions can view and manage audit progress through the **Audits** section.
***
## Perform an audit
1. Log into the Asset Panda mobile app.
2. Select  **More** and then select **Audits**. All available audits are displayed.
3. Select the audit to review.
4. View the list of records assigned to the audit.
* Use the **filter option** to view:
* **Full List**: All records
* **Audited**: Verified records
* **Not Audited**: Records that are yet to be verified
* **Outside List**: Records with unmatched criteria
5. Select a record to review its details.
***
### Review and update a record
Each record contains essential details, such as:
* ID, Date Added, Last Updated
* Added By, Last Updated By
* Barcode, Email, Address, Numeric Fields
* Audit Status (Audited / Not Audited)
***
### Add notes to a record
1. Open a record.
2. Select **Add Notes**.
3. Enter relevant details.
4. Save the note.
***
### Scan a barcode
1. Select **Scan** .
2. Align the barcode within the scan frame. The system will match the scanned code with existing records.
***
### Mark an audit as Complete
1. Open the audit.
2. After verifying all records, tap  and then select **Mark Audit as Complete**.
# Mobile: Barcodes You can use a mobile device to scan barcodes to connect physical assets to their digital records: * Find assets in the system * Verify asset details during audits * Reprint damaged barcodes * Confirm that barcodes have been set up correctly The mobile app reads the barcode and retrieves the matching asset, eliminating the need for manual searches or data entry. {% hint style="info" %} To scan barcodes: * A barcode field must be configured in the system. * Barcode labels must be attached to the physical assets. * You must grant the Asset Panda Pro app permission to use the device's camera. {% endhint %} ## Scan a barcode 1. Open the **Asset Panda Pro** mobile app. 2. Expand the **Collections** list and then select the collection to view. 3. Tap
. The device camera is activated.
4. Point the camera at the barcode attached to the asset. The app scans the barcode and matches it with the corresponding barcode field. The matching asset record opens in the app for review or further action.
5. To view the details of the asset, tap **Review** and then tap the record's card in the view.
{% hint style="info" %}
* If the barcode is not legible, you can click 
to enter the barcode numbers manually.
* If a record is not found, you can tap **Add new** to add the new record to the collection.
{% endhint %}
# Mobile: Layout Configuration
You can configure how asset record information is displayed in the Asset Panda Pro mobile app. The following layouts are available:
* **Compact**: Displays information in a condensed format, which can be useful when managing several assets simultaneously.
* **Normal**: Provides a balanced view to keep information organized without feeling too tightly spaced.
* **Large**: Spaces out the layout to make it easier to read and scan through details.
Each style arranges asset details differently, and you can specify whether titles, cover images, or field names are displayed. For example, if you’re managing laptops or equipment, you might want to hide the title or field names for a more concise display. If you don't have images, you can turn off that display to save space.
1. In the mobile app, tap , select :gear: **Settings**, and then select **Layout Configuration**. The **Layout Configuration** page is displayed.
2. Select one of the layout options: **Compact**, **Normal**, or **Large**. The preview reflects the change.
3. Select options to specify whether to display the **Title**, **Default Image**, or **Field names**. The preview reflects the change.
4. Tap **Apply**. The layout is applied.
# Mobile: Offline Mode
In Asset Panda’s mobile app, Offline mode enables you to download platform data to your device and work offline. Once you are connected again, the data will be uploaded to the platform for uninterrupted work.
{% hint style="info" %}
* The data download must take place prior to losing connectivity.
* Attachments are not downloaded, to minimize the download size.
{% endhint %}
1. Log into the Asset Panda mobile app.
2. If necessary, select the appropriate **account** and **module**.
3. Tap :ellipsis-vertical:next to **Offline data** and then select **Download**. A confirmation message is displayed.
4. Tap Download. All record data for the active module is downloaded to your device.
5. Work with the downloaded data. You can edit records and use forms.
When you are back online, the data will be updated to Asset Panda Pro.
# Mobile: Calendar (Reservations)
You can create calendars for collections to track reservations and other events associated with **Date** or **Date & time** fields in the collection. You can select the date fields to be displayed and a separate field to control the data displayed for events in the calendar.
When Reservations are enabled for a collection, forms are also added to enable users to reserve, check out, and check in assets within the collection over defined time periods. The reservations can be viewed and managed from the Calendar view.
You can create and review reservation calendars in the mobile app. This enables you to perform the following tasks:
* Reserve assets for a specific time window
* See availability and avoid conflicts
* Check out reserved items when you pick them up
* Check in items when they are returned
* Review the reservation history for each asset
{% hint style="info" %}
* The collections and forms displayed in the mobile app depend on how your organization has configured reservations and user permissions configured in the web application.
* This guide applies to both iOS and Android. Some buttons or icon styles may differ between platforms, but the flow is the same.
{% endhint %}
***
## View a calendar
You can adjust the collection or reservations calendar view to make it easier to location activities.
1. In the mobile app, select the appropriate **account** and **module**. for which you want to view reservations.
2. Tap :calendar: **Calendar**.
3. Tap :equals: above the calendar and then select the appropriate **Collection** or **Reservations** calendar. The current date is displayed on the calendar.
4. Use the following options to adjust the view:
* To navigate between weeks in the calendar, tap :chevron-left: and :chevron-right: in the week view above the calendar.
* To select a date within the month, drag the bar below the week view to display the month and then tap the date within the month.
* To search for an event, tap :magnifying-glass: and then enter the text to be searched.
* To return to the current date in the view, tap the date block (for example, 
).
* To filter the calendar view, tap :filter: and then enter the filter criteria.
* To change between a one-day, two-day, or list view of reservation events, tap :equals: and then select the appropriate option.
5. To view the details of a reservation, tap the reservation in the calendar. The **Reservation details** page is displayed.
***
## View reservations (record view)
You can view the reservations associated with a record.
1. Navigate to the collection that contains the record. See [Manage collections](/settings/account-management/collections).
2. Tap the record to be reviewed. The details page is displayed.
3. Tap **Reservations**. All reservations associated with the record are displayed.
4. To view the details of the reservation, tap the reservation card. The **Reservation details** page is displayed.
***
## Reserve an asset
1. [View the appropriate calendar](#view-a-calendar).
2. Tap .
3. Click **Reserve**. The Reserve form is displayed.
4. For **Reservation field**, select the field that identifies the reservation owner.
5. For **Reserve for**, select the user associated with the reservation.
6. For **Reservation start date** and **Reservation end date**, select the beginning and ending dates of the reservation, and then tap **Ok**. To set to the current date and time, tap **Set to current**.
7. Select **Continue**. The **Select Asset** page is displayed.
8. Select the check box for each asset to include in the reservation.
9. Select **Continue**. The **Summary** page is displayed.
10. To edit any reservation details, select **Edit**.
11. Tap **Reserve**. The reservation is added and can be displayed when you [view the calendar](#view-a-calendar).
***
## Check out an asset
When an asset is reserved, you can check it out to signify the physical pickup of the asset.
1. [View the reservations calendar](#view-a-calendar) or [view the reservation in the record view](#view-reservations-record-view) for the asset you want to check out.
2. In the calendar, tap the reservation for which you want to check out assets. The **Reservation details** pane is displayed.
3. Tap **Check out**. The check out form is displayed.
4. Complete any fields required in the form and then tap **Continue**. The Summary page lists all assets associated with the reservation.
5. To remove an asset from the checkout process, tap :trash: next to the asset.
{% hint style="info" %}
If you remove an asset, you can tap **Include** to reinstate it.
{% endhint %}
6. Select **Check out**. The checkout is displayed in the calendar.
***
## Check in an asset
When an asset is checked out, you can check it in to signify the physical return of the asset.
1. [View the reservations calendar](#view-a-calendar) or [view the reservation in the record view](#view-reservations-record-view) for the asset you want to check in.
2. In the calendar, tap the **Checked out** event for which you want to check in assets.
3. Click **Check in**. The check in form is displayed.
4. Complete any fields required in the form and then click **Continue**. The Summary page lists all assets associated with the reservation.
5. To remove an asset from the check-in process, click :trash: next to the asset.
{% hint style="info" %}
If you remove an asset, you can click **Include** to reinstate it.
{% endhint %}
6. Select **Checked in**. The check-in is displayed in the calendar.
***
## **Create a collection calendar**
You can create a custom calendar to track events associated with a configured Date field.
1. In the mobile app, select the appropriate **account** and **module**. for which you want to add a calendar.
2. Tap :calendar: **Calendar**.
3. Tap :equals: above the calendar and then select **Add calendar**. The **Add calendar** page is displayed.
4. Select **Collection**.
5. Enter the **Calendar name**.
6. Select the **Account**, **Module**, and **Collection** you want to associate with the calendar.
7. Select the **Date field** for which you want to display events in the calendar.
8. Select the **Display field** that you want to display in the calendar for the event.
9. Select **Add**.
***
## **Create a reservations calendar**
You can create a reservations calendar to track when assets are reserved by users.
1. In the mobile app, select the appropriate **account** and **module**. for which you want to add a calendar.
2. Tap :calendar: **Calendar**.
3. Tap :equals: above the calendar and then select **Add calendar**. The **Add calendar** page is displayed.
4. Select **Reservations**.
5. Enter the **Calendar name**. For best results, name the calendar in a way that identifies the collection whose assets are being reserved.
6. Select the **Account**, **Module**, and **Collection** you want to associate with the calendar.
7. For **Reservations made by**, select whether to display reservation events for all users or the current user only.
8. Select **Add**.
# Integrations Store
#### [**Visit Integrations Store in the app**](https://assetpanda.app/settings/account-management/integrations/integration-store)
Asset Panda Pro’s Integration Store provides connections to third-party applications, designed to optimize your asset, device, and user management processes. By leveraging these integrations, you can streamline operations, improve data accuracy, and enhance overall efficiency within your organization. Proper integration ensures seamless workflows and minimizes disruptions.
Integrating Asset Panda Pro with external applications requires planning and attention to requirements and permissions. To implement integrations successfully, you must consider key aspects, including active subscriptions, compatibility checks, and data synchronization requirements.
## Requirements
* **Active Subscriptions**: Asset Panda Pro and the external application must have active and valid subscriptions.
* **Administrator Access**: Administrator-level access must be available on both systems to configure and enable integration settings effectively.
* **Version Compatibility**: The external application and Asset Panda Pro versions must be compatible to avoid technical issues during synchronization.
* **Collections and Fields**: The required collections and fields must already be set up in Asset Panda Pro to avoid an incomplete or failed data synchronization.
***
## Permissions and security
* **Role Assignments**: Assign appropriate user roles in both systems. Permissions must align with responsibilities to ensure operational efficiency.
* **Principle of Least Privilege**: Grant users access only to the data necessary for their tasks.
* **Regular Audits**: Periodically audit user roles and permissions to maintain compliance with security policies and prevent unauthorized access.
***
## Data management and synchronization
* **Data Mapping**: Clearly map data fields between Asset Panda Pro and the external platform. Clean, standardize, and validate all fields before initiating synchronization.
* **Testing Environment**: Conduct integration testing in a controlled environment to identify and resolve potential issues without impacting live systems.
* **Logs and Error Review**: Review logs and error messages regularly to address synchronization failures promptly and maintain system reliability.
* **Notification Thresholds**: Configure thresholds for critical changes, such as stock depletion in consumables, and set up automated notifications to keep stakeholders informed.
* **Sequential Data Flow**: When multiple integrations are configured, maintain a sequential data flow to avoid conflicts and ensure the accurate processing of records.
***
## Filter the integration list
You can click the integration categories above the integration list to locate integrations more quickly.
***
## Available integrations
For more information on the integrations, click **Details** in the application tile or refer to the following links.
{% columns %}
{% column width="50%" %}
* Collaboration
* [DocuSign](/integrations-store/collaboration/docusign-integration)
* [Google Calendar](/integrations-store/collaboration/google-calendar-integration-api-based)
* [Microsoft Teams](/integrations-store/collaboration/microsoft-teams-integration)
* [Slack](/integrations-store/collaboration/slack-integration)
* Data Sync
* [ArcGIS](/integrations-store/data-sync/arcgis-integration)
* [ConnectWise](/integrations-store/data-sync/connectwise-integration)
* [SFTP Imports](/integrations-store/data-sync/sftp-imports-integration)
* [SFTP Reports](/integrations-store/data-sync/sftp-reports-integration)
* [Webhooks](/integrations-store/data-sync/webhooks-integration)
* [Zapier](/integrations-store/data-sync/zapier-integration)
* Device Management
* [Apple Business Manager](/integrations-store/device-management/apple-business-manager-integration)
* [Cisco Meraki](/integrations-store/device-management/cisco-meraki-integration)
* [Dell](/integrations-store/device-management/dell-warranty-integration)
* [Hexnode](/integrations-store/device-management/hexnode-integration)
* [Jamf Pro](/integrations-store/device-management/jamf-pro-integration)
* [Kandji](/integrations-store/device-management/kandji-iru-integration)
* [Lenovo](/integrations-store/device-management/lenovo-integration)
* [Microsoft Intune](/integrations-store/device-management/microsoft-intune-integration)
{% endcolumn %}
{% column width="50%" %}
* Identity & Access Management (IAM)
* [Google Workspace](/integrations-store/identity-and-access-management-iam/google-workspace-integration)
* [Microsoft Active Directory On-Premises](/integrations-store/identity-and-access-management-iam/microsoft-active-directory-on-premises-integration)
* [Microsoft Entra ID](/integrations-store/identity-and-access-management-iam/microsoft-entra-id-integration)
* [Okta](/integrations-store/identity-and-access-management-iam/okta-integration)
* Operations (Ops)
* [NetSuite](/integrations-store/operations-ops/netsuite-integration)
* [QuickBooks](/integrations-store/operations-ops/quickbooks-integration)
* [Xero](/integrations-store/operations-ops/xero-integration)
* Single Sign On (SSO)
* [Google Workspace SSO](/integrations-store/ticket-management/single-sign-on-sso/google-workspace-sso)
* [Microsoft Entra ID SSO](/integrations-store/ticket-management/single-sign-on-sso/microsoft-entra-id-sso)
* [Okta SSO](/integrations-store/ticket-management/single-sign-on-sso/okta-sso)
* Ticket Management
* [Freshservice](/integrations-store/ticket-management/freshservice-integration)
* [Jira](/integrations-store/ticket-management/jira-integration)
* [ServiceNow](/integrations-store/ticket-management/servicenow-integration)
* [Zendesk](/integrations-store/ticket-management/zendesk-integration)
{% endcolumn %}
{% endcolumns %}
# Collaboration
# DocuSign Integration
You can integrate your DocuSign account with Asset Panda Pro to send documents for signature directly from your asset records. When an asset is assigned, Asset Panda Pro fills a DocuSign template with the asset's details and emails it to the assignee to sign. This integration supports uni-directional data flow from Asset Panda Pro to DocuSign.
{% hint style="info" %}
* DocuSign is a third-party application. Asset Panda does not control updates made by DocuSign. For information on DocuSign, see [DocuSign Support](https://support.docusign.com/) and the [DocuSign Developer Center](https://developers.docusign.com/).
* This integration covers sending documents for signature. Retrieving the signed copy back into the asset record is not included.
{% endhint %}
You must perform the following steps to integrate DocuSign with Asset Panda Pro:
* **Enable DocuSign:** Connect your DocuSign account.
* **Configure the mapping:** Choose a DocuSign template, bind it to a collection, and map the asset fields that fill the form.
* **Set up the automation:** Create an automation that sends the form for signature when an asset is assigned.
***
## Prerequisites
* Active Asset Panda Pro subscription with Organization, Account, or Module administrator access
* Collections and fields to be pre-filled must exist in Asset Panda Pro.
* Active DocuSign account with sufficient privileges, at least one signing template, and DocuSign permissions to create and send envelopes
* **Templates**: Required to read and select the template used for the mapping
* **Send envelopes**: Required to send documents for signature
* **Account authentication**: Required to connect the DocuSign account to Asset Panda Pro
***
## Set up the DocuSign integration with Asset Panda Pro
1. Log into Asset Panda Pro with an administrator account.
2. Navigate to to **Settings** > **Account Management**.
3. Expand the appropriate account and module.
4. Click **Manage** in the **Integrations** card.
5. In the **DocuSign** tile, click **Add**, and then click **Edit**.
6. Authenticate your DocuSign connection, when prompted, and grant the requested permissions.
7. Click **Continue with mapping**.
8. Specify the following information for the mapping:
1. For **Mapping Name**, enter a descriptive name for the mapping.
2. For **Sync Direction**, confirm **Asset Panda Pro to DocuSign**.
3. Select the **External Entity** (DocuSign template) to send.
4. Choose the **Collection** in Asset Panda Pro to which the template applies.
5. For **Signer email**, select the asset field that provides the recipient's email address (for example, **Assigned to > Email**).
9. Map the Asset Panda Pro fields to the DocuSign template fields.
{% hint style="info" %}
A signature status field is created automatically for each mapping. It shows the send status only:
* Blank (not sent)
* Out for signature
* Send failed
* Needs valid email
It does not show whether the document was signed.
{% endhint %}
### DocuSign Field Mapping Reference
Mapping defines the Asset Panda Pro value used to fill each field on the DocuSign template. Mapping is optional for each field; map only the fields you want pre-filled.
* Any template field that you leave unmapped is completed by the signer in DocuSign.
* Signature, signer name, and date-signed fields are handled by DocuSign automatically and are not shown for mapping.
{% hint style="info" %}
The field list is read from the selected DocuSign template, so the fields available for mapping depend on that template.
{% endhint %}
| DocuSign Field | Description | Mapping Guidance |
|---|---|---|
| Asset ID | Asset's identifier | Map to the Asset ID or Tag number field |
| Model | Device model name | Map to categorize the equipment being handed over |
| Serial number | Manufacturer serial number | Map for a precise record of the exact device |
| Assignment date | Date the form is sent, or a date from the asset | Map to Date sent (auto), or to an asset date field |
| Employee name | Name of the signer | Handled automatically by DocuSign from the recipient |
| Condition notes | Free-text notes about the asset condition | Map to an asset field, or leave unmapped for the signer to complete |
| Signature | Signer's signature | Handled automatically by DocuSign; not mapped |
**Settings** > **Account Management**.
3. Expand the appropriate account and module.
4. Click **Manage** in the **Integrations** card.
5. In the **Google Calendar** tile, click **Add**, and then click **Edit**.
***
## Set up the Google Calendar integration
Admins can install this integration from the Integration Store. No configuration is required during setup.
1. Connect your Google Calendar
1. Log into the Asset Panda Pro web application.
2. Click your profile avatar and select **Manage Profile**.
3. Under **Calendar**, click **Authenticate**. A Google authentication window is displayed.
4. Select your Google account. Since the application is not yet verified by Google, a warning screen is displayed during authentication.
{% hint style="info" %}
* This is expected behavior. It is not a security issue and does not impact functionality.
* Popups must be enabled for the browser for the warning screen to be displayed.
{% endhint %}
2. Authenticate the application:
1. Click **Advanced**.
2. Select **Go to Asset Panda Pro (unsafe)**.
3. Review the available permissions and select the options you are willing to share for the calendar. At a minimum, you must enable the ability to edit calendar events
4. Click **Continue**. Once authentication is completed, your Google account is securely linked to Asset Panda Pro.
***
## Sync events from the Calendar widget
1. Log into Asset Panda Pro with an administrator account.
2. Navigate to **Settings** > **Account Management**.
3. Expand the appropriate account and module.
4. Click **Manage** in the **Integrations** card.
5. Select Integrations in this module.
6. In the **Google Calendar** tile, click **Configure**.
7. Click **Go to Dashboards**.
8. For the appropriate calendar, click :ellipsis-vertical: and then select **Add to Google Calendar**. Events and updates are displayed automatically in your Google Calendar.
{% hint style="info" %}
If multiple users have access to the same events and have connected their Google Calendar, the events sync to each user’s respective Google Calendar individually.
{% endhint %}
***
## Troubleshooting
### Events do not sync or are delayed
* Ensure Google authentication is completed successfully.
* Reconnect your Google account.
* Confirm events are visible in the Asset Panda Pro Calendar widget.
# Microsoft Teams Integration
Any automation that supports email notifications can also send notifications to Microsoft Teams. The Microsoft Teams integration enables you to send real-time notifications from Asset Panda Pro to Microsoft Teams channels using automation workflows. This enables teams to stay informed without switching platforms.
The automation workflow enables you to trigger messages based on events, such as record updates.
The integration uses Microsoft Teams Incoming Webhooks to send messages from Asset Panda Pro to Teams channels. Multiple webhook URLs (channels) can be configured to send to different channels simultaneously based on the event type.
***
## Prerequisites
* Active access to Microsoft Teams with permission to create connectors in a Teams channel
* Administrative access to Asset Panda Pro
***
## Add the Microsoft Teams integration in Asset Panda Pro
1. Log into Asset Panda Pro with an administrator account.
2. Navigate to **Settings** > **Account Management**.
3. Expand the appropriate account and module.
4. Click **Manage** in the **Integrations** card.
5. In the **Microsoft Teams** tile, click **Add**, and then click **Edit**.
***
### Generate the Webhook URL in Microsoft Teams
1. Open Microsoft Teams and then navigate to the appropriate channel.
2. Click :ellipsis: and then select **Manage channel**.
3. Under **Connectors**, search for **Incoming Webhook**.
4. Click **Configure**.
5. Enter a name (and optional image)**.**
6. Click **Create**.
7. Copy the generated **Webhook URL**.
***
## Configure an automation in Asset Panda Pro
1. Create or edit an automation. See [Automations](/settings/account-management/automations).
2. Select a trigger (for example, **Record Update**).
3. For **Action type**, select **Send Notification.**
4. For **Notification Type**, select **Microsoft Teams**.
5. Click **Compose**.
6. For **Channel URL**, paste the webhook URL.
{% hint style="info" %}
Ensure the webhook URL is active and valid.
{% endhint %}
7. Compose your message.
8. Click **Save**.
# Slack integration
The Slack integration enables real-time notifications to be triggered through automation rules and delivered from Asset Panda to specific Slack users or channels. This integration provides instant updates into asset-related activities and supports faster decision-making. It improves communication and helps teams stay aligned by delivering updates where they already collaborate.
## Prerequisites
* Active Asset Panda subscription with Admin access
* Slack workspace with permission to install apps
* Slack account with admin role or permission to install and configure Slack apps
* Slack Bot Token Scopes and User Token Scopes
* User and bot must be manually invited to each private channel where notifications should be delivered.
{% hint style="info" %}
To invite a bot:
* Select a channel, go into integrations, and then add the app.
* @mention the bot by name in the channel.
{% endhint %}
***
## Slack tasks
{% hint style="info" %}
All setup actions for Slack must be performed using the Slack API portal: **Settings** > **Account Management**.
3. Expand the appropriate account and module.
4. Click **Manage** in the **Integrations** card.
5. In the **Slack** tile, click **Add**, and then click **Edit**.
6. Authenticate the Slack connection:
1. Paste the **User OAuth Token** and **Bot User OAuth Token** obtained from the Slack API portal.
2. Click **Test and save connection**.
7. If the test passes move to the below step.
8. Create an automation to enable notifications to be sent using Slack:
* Select **Slack notification** as the **Notification Type**.
* Select the relevant Slack users or channels as the recipient.
See [Create an automation](/settings/account-management/automations#create-an-automation).# Data Sync # ArcGIS Integration You can integrate your Asset Panda Pro account with your ArcGIS account to synchronize GIS-based asset information between both platforms. The ArcGIS integration supports two-way synchronization, allowing Asset Panda Pro records to be pushed to ArcGIS while also retrieving updates from ArcGIS into Asset Panda Pro. New records can be created in either system during synchronization. This ensures that location and attribute updates remain synchronized between both platforms. This integration helps organizations maintain accurate location-based asset data, streamline field operations, and ensure asset records remain updated across both systems. {% hint style="info" %} Currently, the integration supports only full synchronization. Support for delta synchronization may be added in future releases based on ArcGIS API capabilities. {% endhint %} *** ## Prerequisites * Active ArcGIS account with administrative permissions * Active Asset Panda Pro subscription with administrative permissions to configure integrations * ArcGIS permissions to create Developer Credentials *** ## ArcGIS tasks ### Generate ArcGIS API Credentials Asset Panda Pro uses ArcGIS Developer Credentials for authentication. 1. Open the [ArcGIS Developer Credentials Portal](https://location.arcgis.com/credentials/?utm_source=chatgpt.com). 2. Sign in using your ArcGIS account credentials. 3. Click **Create Developer Credentials.** 4. Select **OAuth 2.0 Credentials**. 5. Configure the application details: * **Application Name** * **Description** * **Redirect URLs** (if applicable) 6. Save the application. ArcGIS generates the following credentials: * **Client ID**: Unique identifier for the ArcGIS application * **Client Secret**: Secret key used for authentication * **Username**: ArcGIS account username {% hint style="warning" %} Store the **Client Secret** securely, as ArcGIS may not display the full value again after generation. {% endhint %} *** ## Asset Panda tasks ### Set up the ArcGIS integration in Asset Panda Pro 1. Log into Asset Panda Pro with an administrator account 2. Navigate to
**Settings** > **Account Management**.
3. Expand the appropriate account and module.
4. Click **Manage** in the **Integrations** card.
5. In the **ArcGIS** tile, click **Add**, and then click **Edit**.
6. Enter the following details to authenticate Asset Panda Pro with ArcGIS:
* **Client ID**: ArcGIS OAuth Client ID
* **Username**: ArcGIS account username
* **Client Secret**: ArcGIS OAuth Client Secret
7. Click **Sign in with ArcGIS** and complete the ArcGIS authorization process.
8. Click **Test and save connection**.
9. If the test is successful, click **Continue with mapping**.
10. Click **Add mapping option**.
11. Enter a **Mapping Name** for your configuration.
12. Select the **Sync Direction** to specify the direction of the data transfer:
* **Push to Asset Panda Pro**: Push ArcGIS data to Asset Panda Pro collections.
* **Asset Panda Pro to ArcGIS**: Push Asset Panda Pro data to ArcGIS layers.
13. For **External Entity**, select the ArcGIS layer for which data will be transferred.
14. For **Collection**, select the collection for which data will be transferred.
15. Under **Mapping & Sync Direction**, map ArcGIS fields to corresponding Asset Panda Pro fields.
{% hint style="info" %}
* Select the appropriate **Unique Identifier** field to ensure accurate record matching between both systems.
* To map additional fields, click **Add more** and repeat the previous step.
{% endhint %}
18. When all fields are mapped, click **Save**.
{% hint style="info" %}
You can schedule the sync to run on a configured schedule or choose **Run now** for the associated automation to trigger the sync manually.
{% endhint %}
# ConnectWise Integration
You can integrate Asset Panda Pro and ConnectWise Cloud to pull device information from ConnectWise into Asset Panda. This integration ensures you have up-to-date information in Asset Panda Pro to manage your assets more efficiently.The Asset Panda and ConnectWise integration supports uni-directional data synchronization, pulling data from ConnectWise into Asset Panda.
{% hint style="info" %}
ConnectWise is a third-party application. Asset Panda does not control updates made by ConnectWise. For information on ConnectWise, see [ConnectWise resources](https://www.connectwise.com/resources).
{% endhint %}
You must perform the following steps to integrate ConnectWise with Asset Panda Pro:
* **Generate ConnectWise API credentials:** Create and configure the ConnectWise account and API credentials.
* **Configure Asset Panda Integration:** Configure and map the ConnectWise data fields in Asset Panda Pro.
* **Ensure Data Accuracy:** Ensure that the data fetched from ConnectWise is accurately mapped and stored in Asset Panda.
***
## Prerequisites
* Active ConnectWise and Asset Panda Pro accounts
* Administrative permissions in ConnectWise and Asset Panda
***
## ConnectWise tasks
### Create a role
1. Log into **ConnectWise Manage** with an administrator account.
2. Navigate to **System > Security Roles**.
3. Click **+** to create a new role.
4. Enter a **Role ID** (for example, AssetPandaIntegration).
5. Assign the following permissions:
* **Companies >** **Company Maintenance**: Set **Inquire Level** to **All**.
* **Companies > Configurations**: Set **Inquire Level** to **All**.
* **Companies > Contacts**: Set **Inquire Level** to **All**.
* **Finance >** **Agreements**: Set **Add**, **Edit**, and **Inquire Levels** to **All**.
* **Procurement >** **Product Catalog**: Set **Inquire Level** to **All**.
* **Service Desk >** **Service Tickets**: Set **Add** and **Inquire Levels** to **All**.
6. Click **Save**.
***
### Create an API member
1. In ConnectWise, navigate to **System > Members**.
2. Select the **API Members** tab.
3. Click **+**.
4. Provide the following details:
* **Member ID**: Enter a unique identifier (for example, AssetPandaAPI).
* **Member Name**: Enter a name (for example, Asset Panda Integration).
* **Role ID**: Select the security role created earlier.
* **Level**: Set to **Corporate**.
* **Email**: Provide a valid email address.
5. Click **Save**.
***
### Generate API credentials
1. In ConnectWise, open the newly created API member.
2. Go to the **API Keys** tab.
3. Click **+** to create a new API key.
4. Enter a **Description** (for example, Asset Panda API Key).
5. Click **Save**. The system generates a **Public Key** and **Private Key**.
6. Copy and store the keys for future use.
{% hint style="warning" %}
The Private Key cannot be retrieved later, so save the keys securely to ensure it is accessible later.
{% endhint %}
***
## Asset Panda Pro tasks
### Set up the ConnectWise integration
1. Log into Asset Panda Pro with an administrator account
2. Navigate to **Settings > Account Management**.
3. Expand the appropriate account and module.
4. Click **Manage** in the Integrations card.
5. In the **ConnectWise** tile, click **Add**, and then click **Edit**.
{% hint style="info" %}
To ensure full access and proper functionality, the Public & Private Keys must be generated using a user with an ADMIN role in ConnectWise.
{% endhint %}
8. Enter the following details:
* **URL**: Web address of the system to which you are connecting. This identifies the location of the service.
* **Company Name**: Organization’s unique identifier within the connected system, which helps link your account.
* **Public Key**: Unique identifier used for authentication. This key is part of a secure login process.
* **Private Key**: Confidential code that, when used with the Public Key, verifies access permissions.
* **Is Self Hosted (Checkbox)**: Specifies whether the system runs on a private server instead of a cloud-based service.
9. Click **Test and Save Connection** to verify the authentication.
10. Click **Add mapping.**
11. In the **Mapping** section, map the appropriate field from ConnectWise to the relevant column in your Asset Panda Pro collection. See [Configure data mapping and filtering](#configure-data-mapping-and-filtering).
12. Click **Save**.
***
### Configure data mapping and filtering
During integration, ConnectWise fields must be mapped to the corresponding Asset Panda Pro fields to ensure accurate data synchronization. Proper mapping prevents duplication and ensures that records are updated correctly.
#### Custom field support
Custom fields from ConnectWise can be mapped to Asset Panda Pro fields during integration setup to sync additional business-specific information beyond the default ConnectWise fields. The integration supports custom fields for all supported external entities, including the following field types:
* Text
* Numeric
* Percentage
* Date
* URL
* Checkbox
* SSL-supported list and radio field variations
{% hint style="info" %}
Field behavior depends on how the custom field is configured in ConnectWise. For example, date-based custom fields support date mapping only when the source system uses a date picker.
{% endhint %}
#### Unique identifiers
A unique identifier is a field that remains constant and is distinct for each record, ensuring accurate data syncing and preventing duplicates between ConnectWise and Asset Panda. For example:
* Use **Company ID** for company records.
* Use **Product SKU** for products.
* Use **Ticket Number** for service tickets.
* Use **Agreement ID** for agreements.
{% hint style="danger" %}
Do not use fields like **Company Name**, **Phone**, or **Status** as unique identifiers, as they can change over time, leading to sync errors.
{% endhint %}
You can set up [an automation](/settings/account-management/automations) to ensure data stays up to date by syncing records at scheduled intervals.
#### ConnectWise fields
| Field Name | Description | Mapping & Filtering Guidance |
| ------------------------------------------------------------------------ | ---------------------------------------------- | ----------------------------------------------------------------------- |
| **Address 1** | Primary address of the company | Map to address fields; filter by region if needed. |
| **Address 2** | Additional address details | Optional for extended address information. |
| **City** | Company’s city location | Map to city fields; filter by city if required. |
| **Company** | Official company name | Map to company name in Asset Panda; avoid using as a unique identifier. |
| Company ID
Unique identifier
Company Identifier
Unique identifier
| Issue | Steps to Resolve |
|---|---|
| Test and Save Connection fails |
|
| Data missing after a sync |
|
| Duplicate records after sync |
|
| Custom fields are blank or not syncing |
|