# Use Case: Assigning an Asset to a Person
A common use case at Asset Panda is assigning assets to people. We often see customers using this use case in the following ways:
* Assign an asset to an employee
* Assign an asset to a company’s employee
* Assign an asset to a company
## A Day in the Life Story
**Mary**
* Role: IT Manager at Learniverse Solutions, a growing mid-sized service provider.
* Personality: Detail-oriented and efficient, Mary values tools that simplify her team’s administrative workload.
* Daily Challenge: Managing the company’s IT assets while ensuring quick, hassle-free access for employees.
**Bob**
* Role: New Field Technician at Learniverse Solutions.
* Personality: Tech-savvy and enthusiastic, Bob prefers helping his customers rather than dealing with admin tasks.
Immediate Need: A high-performance laptop for service ticket mitigation.
***
### **A Day in the Life of Mary: The Asset Assignment**
*It’s Monday morning, and Mary is greeted by an email from her CEO: the new field technician, Bob, needs a new laptop assigned today. Mary heads over to her workstation, confident Asset Panda will make the process seamless.*
***
### Step 1: Preconditions Check
Before Mary begins, she ensures the following:
1. Access to Asset Panda: Mary logs in using her IT Manager credentials.
2. Asset Availability: She confirms that a pool of available laptops exists in the Assets collection.
3. Permissions: Mary has access to submit forms and update asset records within the collection.
4. Form Access: The Assign to Employee Form is enabled for use.
[See Technical Requirements](#tech-req-assign-to-a-person)
***
### Step 2: Trigger
The trigger for this activity is clear: Bob requires a laptop, and Mary must ensure the assignment is recorded in the system.
***
### Step 3: Using the Form to Assign the Laptop
1. Opening the Form:
* Mary navigates to the Assets collection in Asset Panda. She finds the Assign to Employee Form under the Forms section.
2. Selecting the Laptop:
* Mary filters the assets to show only those marked as Available. Using the barcode scanner on her phone, she selects the most suitable laptop for Bob’s needs.
3. Filling Out the Form:
* In the Assign to Employee Form, Mary enters the following details:
* Assigned To: Bob (selected from the People collection).
* Status: Assigned (automatically updates the record).
* Other Fields: She confirms the laptop will follow Bob's assigned location
4. Submitting the Form:
* Mary reviews the details and submits the form.
***
### Step 4: Automation Kicks In
Upon form submission:
* Notification Sent to CEO:
Asset Panda automatically sends an email to Mary’s CEO with the subject: “An asset has been assigned!” The email details that Bob has been assigned a laptop.
* Record Updates:
The asset’s status changes from Available to Assigned, and it now links to Bob in both the Assets and People collections.
***
### Step 5: Updating Dashboards and Views
Mary ensures the following Saved Views and Dashboards reflect the update:
* Assets Assigned to Me (Bob): Bob can now see his newly assigned laptop under this view.
* Assigned Assets: Mary can see all assets currently assigned.
* Manager Dashboard: Mary’s manager can see a summary of all assigned assets, grouped by location and employee.
Additionally, the Assets by Person and Assets by Location pie charts on the dashboard automatically reflect the updated data.
***
#### Outcome: End Condition
* Asset Status Updated: The laptop’s status is now Assigned.
* Asset Linked to Bob: The record now shows Bob as the current custodian.
* Location Match: The laptop is associated with Bob’s primary office location.
***
### Step 6: Follow up with Bob
Bob logs into his Asset Panda account and sees the laptop listed under Assets Assigned to Me.
With a smile, Bob says, “Thanks, Mary! That was quick.” Mary nods, feeling satisfied that her efficient use of Asset Panda saved time and effort.
***
## Technical Requirements
Below is the typical configuration Asset Panda recommends as a starting point for assigning an asset to a person. This use case can always be modified to fit your needs, so let your creativity soar!
| Description: Assign assets to a person. | |
| ------------------------------------------------------------------------------ | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Preconditions** | - User has access to Asset Panda (Invite User).
- User can submit Forms (User Permissions)
- User can access Forms in the collection (User Permissions).
- The asset exists in the Assets Collection (Adding Assets).
- The asset is in an “available” status (Using Statuses).
|
| **Trigger** | An employee must take possession of an asset. |
| **This Form will** | Update Existing Records |
| **Collection Used** | Assets\* |
| **Steps to Complete** | - User selects an asset.
- User selects the Assign to Employee Form.
- User scans the asset or selects the asset manually.
- User completes the Assign to Employee form.
|
| **After Form Submission** | - Status is “Assigned”
- Asset is linked to the person.
- Asset is linked to the location of the person.
|
| **Automations (what actions should trigger based on completion of this form)** | Type: Notification
To: Manager
|
| **Saved Views (views associated with supporting the user)** | Assets Assigned to Me
Assets Assigned
|
| **Manager Dashboards** | Assets by Location
Assets by Person
|
\*The collection name will vary.
***
## Prerequisites
### **Assets Collection**
| Field Name | Field Type |
| --------------- | --------------------------------------------------------------------------------------------------------------------------- |
| **Status** | Single Select List
|
| **Assigned To** | |
### **People Collection**
| Field Name | Field Type |
| ------------ | ------------------------------------------------------------------------- |
| **Name** | Text |
| **Location** | Pull from Location Collection
|
### **Location Collection**
| Field Name | Field Type |
| ---------- | ---------- |
| **Name** | Text |
***
## Configuration
### **Form Configuration**
| Setup | Selection |
| ----------------------------------------------- | ----------------------- |
| **Form Name** | Assign to Person |
| **This form will** | Update existing records |
| **For this type of asset** | Serialized |
| **And will use this collection** | Assets\* |
| **Allow multiple records on this selection** | Select preference. |
| **Allow receipt of responses after submission** | Select preference. |
| Form Build | Selection |
| -------------------------------------------------- | -------------------------------------------------------------------- |
| **Form Description** | Use this form to assign assets to a person for long-term possession. |
| **Add Field** | Assigned To |
| **Thank you Message** | Select preference. |
| **After form submission perform these operations** | Replace Status = Assigned |
| Record Selection | Selection |
| ---------------- | ---------------------------- |
| **Filter** | Status is equal to Available |
| Share | Selection |
| -------------------------------------------------------------- | --------- |
| **Select preference. *****See article on Form sharing.*** | |
***
### Saved View Configuration
#### **Assigned Assets**
| Filter By | Selection |
| -------------- | ----------- |
| **Field Name** | Status |
| **Operator** | is equal to |
| **Value** | Assigned |
#### **Assets Assigned to Me**
| Filter By | Selection |
| -------------- | ----------- |
| **Field Name** | Assigned to |
| **Operator** | is equal to |
| **Value** | User Name |
***
### Automation Configuration
| Automation Settings | Selection |
| ------------------- | --------------------------------------------------- |
| **Automation Name** | Assign to Person - Manager Notification |
| **Description** | Notify the manager that an asset has been assigned. |
| When | Selection |
| ----------- | ------------------------- |
| **Trigger** | When a form is submitted. |
| **Using** | Assign to person |
| Then | Selection |
| ----------------- | ------------------------------------- |
| **Type** | Send Report. |
| **Report Source** | Saved View: Assets Assigned |
| **Report Format** | User Choice of PDF, Excel, CSV |
| **Send To** | Manager Email |
| **Subject** | An asset has been assigned! |
| **Body** | An asset has been assigned to a user. |
***
### Dashboard Widget Configuration
#### **Assets by Person**
| Filter By | Selection |
| --------------------- | --------------------------- |
| **Widget Type** | Chart |
| **Chart Type** | Pie |
| **Chart Name** | Assets by Person |
| **Chart Description** | Assets by Person |
| **Module** | Select Module Name |
| **Data Source** | Saved View: Assigned Assets |
| **Field** | Status |
#### **Assets by Location**
| Filter By | Selection |
| --------------------- | --------------------------- |
| **Widget Type** | Chart |
| **Chart Type** | Pie |
| **Chart Name** | Assets by Person |
| **Chart Description** | Assets by Person |
| **Module** | Select Module Name |
| **Data Source** | Saved View: Assigned Assets |
| **Field** | Status |
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