This guide is intended to give you a full picture of Assets, what has already changed, what is going to change, and how to make the implementation of Assets smooth and quick.

What Has Changed

1. System fields in the Order form labeled “Device type”, “Brand”, “Model”, and “Serial number/IMEI” are now custom fields. As a result, old-style variables we use to refer data to document templates and notifications have been changed.

For example, the following variables {Product Brand} and {Product Model} were replaced with {Order Brand 24415} and {Order Model 24415} accordingly.

Variables in document templates and notification templates were updated automatically, so if you are not going to use Assets, you may keep everything just as it is.

2. Order filtering has the following changes:

  • The “Device type” parameter has been changed to “Group” which is used to transfer data from the new master field labeled “Asset” in the Order form;

  • The “Brand” and “Model” parameters are now also used to transfer data from the new master field labeled “Asset”.

Therefore, given that you have been already using Order filtering by the following parameters: “Device type”, “Brand”, “Model” and you want to keep them for the future, we recommend that you implement the Assets in your company.

If you don’t plan on having Assets at the moment, Order filtering by old system fields in the Order form will work as it usually does.

3. The following tabs found in the Client Profile: “Orders” and “Sales” are now pulled together in a single tab labeled “Documents”. A new tab labeled “Assets” has been added to show all the Assets owned by a client.

What Should Be Done To Implement Assets

Step One. Set up the Asset form.

The Asset form is pulling together all the fields used to input data on the gadget/asset owned by a client. Therefore, it should not contain any data related directly to the Client or the Order itself.

For example, the “Color” field can be used in the Asset form, as a device color is not intended to be changed. But when it comes to the “Malfunction” field, it will be changed in every Order, therefore this field should be used only in the Order form.

1. Set up the Asset form and choose what fields to be displayed in the Order form by checking the checkbox labeled “Show in Order form”.

Note: The following two system fields in the Assets form: “Serial number/IMEI” and “Group — Brand — Model — Modification” can not be removed.

Also, considering that the “Serial number/IMEI” field is a unique identifier, it has the “Disable edit after creation” checkbox enabled by default to prevent potential fraud from the side of employees and to make this data work correctly for API integration. However, you may turn this off if necessary.

Step Two. Data migration to the new fields and the Assets Directory.

To get started with data migration, simply drop a few lines in our support chat. There are two ways for you to choose from:

1. Data migration from your old fields to the new ones.

Please specify the title of the old system field in the Order form (source of data), and the title of the new system field in the Assets form you’re going to use (destination).

For example, you may request data migration from the old field labeled “Device type” to the new field labeled “Group” in the Assets form.

Note: The Assets of your clients will be created according to the relevant data found in Orders. The full list of Assets can be reviewed and edited on the “Inventory > Assets” page.

2. Automatically filling the Assets Directory, based on the existing data you have in Orderry.

During the process of data migration, we can instantly create a multi-level Asset directory for you.

For example, we can take the data you’ve had for the “Device type” field and use it to create the “Group” list in the Assets Directory. The data you’ve had for the “Brand” field will be used to create a list of brands in the Assets Directory, and so on.

Note: The process of data migration will take some time. Please be patient and wait till data migration is complete before you start cleaning your Assets directory, or go to the Order form for removing your outdated system fields.

Step Three. Create and configure Asset Warehouses.

Asset Warehouses and Product Warehouses have much in common. The only difference is that Asset Warehouses don’t have anything for sale, at least directly. Asset Warehouses can keep equipment or tools of your company, as well as the Assets of your clients you have for safekeeping.

By default, every employee and a single client has their own personal Asset Warehouses. Next, you should create multiple Asset Warehouses and Locations for your business, based on your unique workflow patterns and routine actions.

For example, the Asset is initially found in the Asset Warehouse of a client. Once a new Order is created by the manager, the Asset will be automatically transferred to the “Pending repair” Asset Warehouse. When the job is assigned to a responsible specialist, the Asset goes to the personal Asset Warehouse of the employee. After completing the work, the Asset will be transferred by a responsible specialist to the “Ready for pick up” internal Asset Warehouse. Once the Asset is issued to a client and a corresponding Order is closed, the Asset will return to the Asset Warehouse of a client.

When dealing with contractors, every third party should have its own separate Asset Warehouse. Doing so, you’ll be able to transfer the Assets that have been actually issued to third parties. Once the Asset is back, it will go through stocktake to be eventually transferred to the internal Asset Warehouse of the company.

Doing so, you can quickly review the Assets and their count:

  • for safekeeping at your company;

  • for safekeeping by every employee;

  • pending repair / ready for pick up;

  • issued to third-party contractors, etc.

Selecting the right Asset Warehouse manually for every transfer will certainly leave room for human error. Complete the following steps to make your Asset transfers run in a self-driven manner, based on the Order status update.

Step four. Set up automated Asset transfers between multiple Asset Warehouses, based on the Order status update.

Set up the Order statuses to make them trigger automated Asset transfers to a specific Asset Warehouse of your choice. Navigate to the “Settings > Statuses > Orders” page, double-click status name to edit the status, then check the checkbox labeled “Move asset for safekeeping”. Next, choose the right Asset Warehouse and save your progress.

For example, you can set up everything so that your Asset will be transferred to the internal Asset Warehouse labeled “Pending repair” once a corresponding Order receives the “Diagnostic” status.

Next, when the Order is assigned to a responsible specialist, it will receive a new status labeled “In progress”, and the Asset will be automatically transferred to the Asset Warehouse of the employee found in the “Assigned employee” field in the Order profile.

When the Order is closed, the Asset will be automatically transferred to the Asset Warehouse of a client.

Learn how to set up different Order statuses for automated Asset transfers in this article.

Step five. When the data migration is complete, you will be able to set up the Order form and clean up the Assets Directory.

1. Review the Assets Directory to leave no room for error and keep it all up-to-date. Learn more about merging / removing items in this article.

2. Go to the Order form to add a new system field labeled “Asset”. Once it is done, all selected fields from the Assets form will be also displayed in the Order. Make sure to do the same thing with every type of Order you’re going to deal with.

3. Remove the following outdated fields in the Order form you don’t need anymore: “Device type”, “Brand”, “Model”, Serial number/IMEI”.

Step six. Set up the document templates and notification templates.

Considering that the system variables are now custom variables, they also need to be replaced once the Assets form setup is complete.

Navigate to the “Settings > Document Templates” / “Settings > Notifications” page and put the corresponding variables from the “Assets” menu over there. Learn more about variables in this article.

Did this answer your question?