Use Case: Unassign an asset from a person
A common use case for Asset Panda Pro is unassigning assets from an employee or company.
Typical configuration
Asset Panda Pro recommends the following configuration as a starting point for unassigning an asset from 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 Assigned.
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 a saved view
The following saved view should be configured. See Saved views.
Available Assets: Filtered by Status is equal to Available.
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: Unassign From 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 unassign assets from a person after 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: Available
Share: Select as needed. See Share.
Configure an automation
The following automation should be created to support the unassignment:
Automation Settings:
Automation Name: Assign to Person - HR Notification
Description: Notify the HR Specialist that an asset has been returned.
When:
Trigger: When a form is submitted
Using: Unassign from a person
Then:
Type: Send Notification
Compose > To: HR Specialist Email
Compose > Subject: An asset has been unassigned!
Compose > Body: An asset has been unassigned from a user.
Configure a dashboard widget
The following dashboard widget should be created to display the results of the assignment:
Available Assets
Widget Type: Chart
Chart Type: Pie
Chart Name: Available Assets
Chart Description: Available Assets
Module: Appropriate module name
Data Source: Saved Views: Available Assets
Field: Status
Use case example
On Monday morning, Mary, an IT Manager, receives an email from her CEO. Tom officially retires today and will be returning his company-issued laptop. Tom must return a laptop, and Mary must ensure the return is recorded in the system.
Preconditions check
Access to Asset Panda: Mary logs in using her IT Manager credentials.
Asset Assignment: Mary 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.
Laptop unassignment
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 Assigned To Tom.
Under Forms, Mary locates the Unassign from Employee form.
In the Unassign from Employee form, Mary enters the following details:
Assigned To: Clears Tom's name
Status: Available (automatically updates the record)
Mary reviews the details and submits the form. The Asset Status field shows Available.
Automated actions
When the form is submitted, the following actions occur based on configured automations:
A notification email is sent to HR. The email subject indicates “An asset has been returned!” and the email details that Tom has returned the laptop.
The asset’s status changes from Assigned to Available.
Dashboard and save view results
After the assignment, 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 no longer visible as associated with Tom.
Assets by Person and Assets by Location: These pie charts on the dashboard reflect the updated data.
Assets Assigned to Me: When Tom logs into his Asset Panda account, he no longer sees the laptop listed.
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