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:
Access to Asset Panda: Mary logs in using her IT Manager credentials.
Asset Availability: She confirms that a pool of available laptops exists in the Assets collection.
Permissions: Mary has access to submit forms and update asset records within the collection.
Form Access: The Assign to Employee Form is enabled for use.
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
Opening the Form:
Mary navigates to the Assets collection in Asset Panda. She finds the Assign to Employee Form under the Forms section.
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.
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
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!
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
Status
Single Select List
Available
Assigned
Assigned To
Pull from People Collection
Primary Field: Name
Secondary Field: Location
People Collection
Name
Text
Location
Pull from Location Collection
Primary Field: Name
Location Collection
Name
Text
Configuration
Form Configuration
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 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
Filter
Status is equal to Available
Select preference. See article on Form sharing.
Saved View Configuration
Assigned Assets
Field Name
Status
Operator
is equal to
Value
Assigned
Assets Assigned to Me
Field Name
Assigned to
Operator
is equal to
Value
User Name
Automation Configuration
Automation Name
Assign to Person - Manager Notification
Description
Notify the manager that an asset has been assigned.
Trigger
When a form is submitted.
Using
Assign to person
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
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
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
Last updated