Do you need to organize your company's assets quickly and efficiently? With theMódulo de Gestión de Activos,you will be ready to operate in just 4 steps: (1) Initial configuration, (2) Creation of categories and products, and (3) Inventory management and integrations, (4) Orders and workflow

This document is yourconcise guidewith the essential steps to implement the module without complications. If you want to dive deeper into each phase, access the detailed articles (linked below), where you will find step-by-step instructions, images and practical tips to make the most of this tool. Let's get started!

Key concepts

🗂️Category

It is the highest classification level within the asset management module. It represents a general group of products with similar characteristics, facilitating the organization and administration of the company's assets.

Example: Computing and Technology, Office Furniture, Company Vehicles, Personal Protective Equipment (PPE).

📋Product

It is an entity within a category that defines a specific type of good the company acquires or manages. Each product belongs to a previously defined category and acts as a reference model for creating individual assets.

Example (Within the "Computing and Technology" category):     Notebook Lenovo ThinkPad, Monitor Dell 24”, Teclado mecánico Logitech

💻 Asset

It is the specific, tangible unit that has been acquired and assigned to a person within the company. Each asset is based on a product from the catalog and has unique attributes such as serial number, acquisition date and status.

Example: (Asset created from the product "Notebook Lenovo ThinkPad"):

• Asset: Notebook Lenovo ThinkPad
• Asset code: 001-LTP-2024
• Serial number: SN123456789
• Acquisition date: 05/03/2024
• Status: Assigned (to Juan Pérez)

This way, the module enables a structured and efficient management of assets, ensuring traceability and control over the company's goods.

Summary for using the module

Phase 1: Initial configuration(📌Link to full article)

Key steps:

1. Permissions:

   • Assign module administrator permissions in Users and Profiles:
     • Asset Management - Inventory and orders(create/assign assets).
     • Asset Management - Configuration(create categories/products).

🖇️(⚙️Administration > 👥Users and Profiles > Profiles tab >[Select profile to assign permissions]> Administration tab)

• Assign permission so that the collaborator and supervisor can see the Assets tab within their record in Users and Profiles
  • Normal profile configuration

🖇️(⚙️Administration > 👥Users and Profiles > Profiles tab > Normal profile configuration button )

2. Custom Attributes:

   • Create attributes for products(e.g. "Código de barra")and assets(e.g. "Número de serie").
   • Configure conditional filters(e.g. "RAM" only for computers).

🖇️(⚙️Administration > ➡️Custom attributes)

3. Module access:

🖇️(📑 Side menu  > 📋Administrative  > 🖥️ Asset Management > ⚙️ Configuration)

Result: Module ready to structure the catalog.

Phase 2: Creating categories and products(📌Link to full article)

Key steps:

1. Create Categories:

   • Name required(e.g. "Computing and Technology").
   • Deletion only if there are no associated products.
   • Validation 1

🖇️(📑 Side menu  > 📋Administrative  > 🖥️ Asset Management > ⚙️ Configuration > Categories tab)

2. Create Products:

   • Assign to a category + completeNameandBrand.
   • Link to areas/positions(referential information).
   • Validation 2

🖇️(📑 Side menu  > 📋Administrative  > 🖥️ Asset Management > ⚙️ Configuration > Products tab)

Result: Hierarchical catalog to generate assets.

Phase 3: Inventory management(📌Link to full article)

Key steps:

• Inventory:

  • Create assets manually or via importer.
  • Assign Statuses:Available,Assigned,Maintenance,Inactive.
  • Movement history, add comments  and edit attributes.

🖇️(📑 Side menu  > 📋Administrative  > 🖥️ Asset Management > ⚙️ Inventory)

• Importers and exporters:

  • Email notifications(assignment/rejection).
  • Exporters/importers.

Result: Complete management and traceability flow.

Phase 4: Orders and integrations(📌Link to full article)

Key steps:

1. Orders:

• Centralize asset requests ("Orders").
• Assign available assets or reject with justification

2. Workflow

• Clients with Workflow contracted
• Clients without Workflow contracted

Phase 5: Integration with Documents(📌Link to full article)

1. Documents

• Clients with Document Manager contracted
• Clients without Document Manager contracted

Remember, if you need help you can contact us through our support channels.

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🤖 This article was translated using artificial intelligence. View original article.