Use Case: Assign an asset to a person
A common use case at Asset Panda is assigning assets to an employee or company.
Typical configuration
Asset Panda Pro recommends the following configuration as a starting point for assigning an asset to a person.
User/asset requirements
User has access to Asset Panda Pro. See Invite users to a module.
User can access and submit forms. See Roles & permissions.
The asset record exists in the appropriate collection. See Maintain records.
The asset status is Available.
Configure collections
The collections must contain the following fields. See Fields.
Assets
Status
Single Select List with the following values:
Available
Assigned
Assigned To
Pull from the People collection, with the following settings:
Primary Field: Name
Secondary Field: Location
People
Name
Text field
Location
Pull from the Location collection, with Primary Field set to Name.
Location
Name
Text field
The name of the Assets collection may differ.
Configure saved views
The following saved views should be configured. See Saved views.
Assigned Assets: Filtered by Status is equal to Assigned.
Assets Assigned to Me: Filtered by Assigned to is equal to User Name.
Configure a form
A form with the following settings must exist to update the records to reflect the assignment. See Forms that update records.
Form setup:
Form name: Assign to Person
This form will: Update records
For: Single record or Multiple records
In this collection: Assets
Allow receipt of responses after submission & generate PDF: Select as required
Form build:
Form description: Use this form to assign assets to a person for long-term possession.
Add Field: Assigned To
Thank you message: Edit as needed
After form submission perform these actions:
Perform: Replace
Collection field: Status
Operation: Assigned
Share: Select as needed. See Share.
Configure an automation
The following automation should be created to support the assignment:
Automation Settings:
Automation Name: Assign to Person - Manager Notification
Description: Notify the manager that an asset has been assigned.
When:
Trigger: When a form is submitted
Using: Assign to Person
Then:
Type: Send Report
Report Source: Saved Views: Assets Assigned
Report Format: PDF, Excel, or CSV
Compose > To: Manager's email
Compose > Subject: An asset has been assigned!
Compose > Body: An asset has been assigned to a user.
Configure dashboard widgets
The following dashboard widgets should be created to display the results of the assignment:
Assets by Person
Widget Type: Chart
Chart Type: Pie
Chart Name: Assets by Person
Chart Description: Assets by Person
Module: Appropriate module name
Data Source: Saved Views: Assigned Assets
Field: Status
Assets by Location
Widget Type: Chart
Chart Type: Pie
Chart Name: Assets by Location
Chart Description: Assets by Location
Module: Appropriate module name
Data Source: Location
Field: Name
Use case example
On Monday morning, Mary, an IT Manager, receives an email from her CEO. The new field technician, Bob, needs a new laptop assigned today.
Preconditions check
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.
Laptop assignment
Mary navigates to the appropriate IT Asset Management (ITAM) module in Asset Panda Pro and then selects the Assets collection.
Mary filters the asset list to show only those marked as Available.
Under Forms, Mary locates the Assign to Employee form.
Using the barcode scanner on her phone, Mary selects the most suitable laptop for Bob’s needs.
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
Mary reviews the details and submits the form, with the following results:
Asset Status: Assigned
Asset Link: The record shows Bob as the current custodian.
Location: The laptop is associated with Bob’s primary office location.
Automated actions
When the form is submitted, the following actions occur based on configured automations:
A notification email is sent to the CEO. The email subject indicates “An asset has been assigned!” and the email details that Bob has been assigned a laptop.
The asset’s status changes from Available to Assigned, and it links to Bob in both the Assets and People collections.
Dashboard and save view results
After the assignment, the following saved views and dashboards reflect the update:
Assets Assigned to Me (Bob): Bob can now see his newly assigned laptop in the 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.
Assets by Person and Assets by Location: These pie charts on the dashboard reflect the updated data.
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