Use Case: Unassigning an Asset from a Person
A common use case at Asset Panda is unassigning assets. We often see customers using this use case in the following ways:
Unassign an asset from an employee
Unassign an asset from a company’s employee
Unassign an asset from 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.
Tom
Role: A Field Technician at Learniverse Solutions who is retiring.
Personality: Tech-savvy and enthusiastic, Tom prefers helping his customers rather than dealing with admin tasks. He is looking forward to retirement!
Immediate Need: To return assets in Tom's possession.
A Day in the Life of Mary: The Asset Assignment
It’s Monday morning, and Mary is greeted by an email from her CEO: Tom officially retires today and will be returning his company-issued laptop. 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 Assignment: She confirms that a laptop is assigned to Tom.
Permissions: Mary has access to submit forms and update asset records within the collection.
Form Access: The Unassign from Employee Form is enabled for use.
Step 2: Trigger
The trigger for this activity is clear: Tom must return a laptop, and Mary must ensure the return is recorded in the system.
Step 3: Using the Form to Unassign the Laptop
Opening the Form:
Mary navigates to the Assets collection in Asset Panda. She finds the Unassign from Employee Form under the Forms section.
Selecting the Laptop:
Mary filters the assets to show only those marked as Assigned to Tom.
Filling Out the Form:
In the Unassign from Employee Form, Mary enters the following details:
Assigned To: clears Tom's name
Status: Available (automatically updates the record).
Submitting the Form:
Mary reviews the details and submits the form.
Step 4: Automation Kicks In
Upon form submission:
Notification Sent to HR:
Asset Panda automatically sends an email to Mary’s HR Department with the subject: “An asset has been returned!” The email details that Tom has been returned a laptop.
Record Updates:
The asset’s status changes from Assigned to Available.
Step 5: Updating Dashboards and Views
Mary ensures the following Saved Views and Dashboards reflect the update:
Available Assets: Mary can see all assets currently available including Tom's returned laptop.
Manager Dashboard: Mary’s manager can see a summary of all assigned assets, grouped by location and employee. Tom's asset is non longer visible as associated with Tom.
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 Available.
Step 6: Follow up with Tom
Tom logs into his Asset Panda account and no longer sees the laptop listed under Assets Assigned to Me.
With a smile, Tom 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 unassigning an asset from 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 “assigned” status (Using Statuses).
Trigger
An employee must revoke possession of an asset.
This Form will
Update Existing Records
Collection Used
Assets*
Steps to Complete
User selects an asset.
User selects the Unassign from Employee Form.
User scans the asset or selects the asset manually.
User completes the Unassign from Employee form.
After Form Submission
Status is “Available”
Asset is unlinked from the person.
Asset is unlinked to the location of the person.
Automations (what actions should trigger based on completion of this form)
Type: Notification
To: HR
Saved Views (views associated with supporting the user)
Assets Available
Manager Dashboards
Assets by Location
Assets by Person
*The collection name can 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
Unassign From 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 unassign assets from a person after long-term possession.
Add Field
Assigned To
Thank you Message
Select preference.
After form submission perform these operations
Replace Status = Available
Filter
Status is equal to Assigned
Select preference. See article on Form sharing.
Saved View Configuration
Available Assets
Field Name
Status
Operator
is equal to
Value
Available
Automation Configuration
Automation Name
Assign to Person - HR Notification
Description
Notify the HR Specialist that an asset has been returned.
Trigger
When a form is submitted.
Using
Unassign from a person
Type
Send Notification.
Send To
HR Specialist Email
Subject
An asset has been unassigned!
Body
An asset has been usassigned from a user.
Dashboard Widget Configuration
Available Assets
Widget Type
Chart
Chart Type
Pie
Chart Name
Available Assets
Chart Description
Available assets
Module
Select Module Name
Data Source
Saved View: Available Assets
Field
Status
Last updated