> For the complete documentation index, see [llms.txt](https://prohelp.assetpanda.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://prohelp.assetpanda.com/use-cases/use-case-assign-an-asset-to-a-person.md).

# 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 <a href="#tech-req-assign-to-a-person" id="tech-req-assign-to-a-person"></a>

Asset Panda Pro recommends the following configuration as a starting point for assigning an asset to a person.&#x20;

### User/asset requirements

* User has access to Asset Panda Pro. See [Invite users to a module](/settings/users.md#invite-users-to-a-module).
* User can access and submit forms. See [Roles & permissions](/settings/roles-and-permissions.md).
* The asset record exists in the appropriate collection. See [Maintain records](/maintain-records.md).
* The asset status is **Available**.&#x20;

***

### Configure collections

The collections must contain the following fields. See [Fields](/settings/account-management/fields.md).

<table><thead><tr><th width="131.796875" valign="top">Collection</th><th width="147.25390625" valign="top">Field</th><th valign="top">Field Settings</th></tr></thead><tbody><tr><td valign="top"><p><strong>Assets</strong></p><p></p></td><td valign="top"><strong>Status</strong></td><td valign="top"><p>Single Select List with the following values:</p><ul><li>Available</li><li>Assigned</li></ul></td></tr><tr><td valign="top"></td><td valign="top"><strong>Assigned To</strong></td><td valign="top"><p>Pull from the <strong>People</strong> collection, with the following settings:</p><ul><li><strong>Primary Field</strong>: <strong>Name</strong></li><li><strong>Secondary Field</strong>: <strong>Location</strong></li></ul></td></tr><tr><td valign="top"><strong>People</strong></td><td valign="top"><strong>Name</strong></td><td valign="top">Text field</td></tr><tr><td valign="top"></td><td valign="top"><strong>Location</strong></td><td valign="top">Pull from the Location collection, with <strong>Primary Field</strong> set to <strong>Name.</strong></td></tr><tr><td valign="top"><strong>Location</strong></td><td valign="top"><strong>Name</strong></td><td valign="top">Text field</td></tr></tbody></table>

{% hint style="info" %}
The name of the Assets collection may differ.
{% endhint %}

### Configure saved views&#x20;

The following saved views should be configured. See [Saved views](/settings/account-management/saved-views.md).

* **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](/settings/account-management/forms/forms-that-update-records.md).

* **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](/settings/account-management/forms/forms-that-update-records.md#share).

***

### Configure an automation&#x20;

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**:&#x20;
  * **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&#x20;

The following dashboard widgets should be created to display the results of the assignment:

* &#x20;**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.*&#x20;

### 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

1. Mary navigates to the appropriate IT Asset Management (ITAM) module in Asset Panda Pro and then selects the Assets collection.&#x20;
2. Mary filters the asset list to show only those marked as **Available**.&#x20;
3. Under **Forms**, Mary locates the **Assign to Employee** form.
4. Using the barcode scanner on her phone, Mary selects the most suitable laptop for Bob’s needs.
5. 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
6. 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.