When you activate your instance of AssetAware and log in for the first time, the only administration work you need to do is define your sites and asset classes. All other field values can be added dynamically.
Sites and Asset Classes are free form fields so name these however you would like. Maybe you already have a naming convention or would like to implement a new one.
Creating Sites and Asset Classes
Asset Class and Site are the only required fields when adding new assets. You need to create your asset classes and sites in the administration section so you can describe new assets accordingly. Name them how you want but you have to name them.
After you define your sites and asset classes, you can start adding assets into AssetAware. Take advantage of the different methods to register assets for your initial load and wheÂ you purchase new assets in the future.
Registering assets manually is most common because users find it easy to go around and scan their current assets, but if you have a spreadsheet of current assets, follow the guide for registering assets via importing a file.
Registering Assets Manually
When you manually enter an asset, you can enter the asset tag by scanning, typing or uploading a file of multiple serial numbers. You have the option to assign multiple attributes to the asset(s) at the time of registration or you can modify the assets later. Fields like asset class, model, etc. stay populated between scans to make for quick registration of multiple similar assets.
Registering Assets by Importing a File
Use a spreadsheet when you have a lot of assets to import at one time, especially with varying attributes. If you get a new shipment of assets and can transfer the order form to a spreadsheet, that would be a good time to use this process as well. Make sure to download our template so you have the correct format and can import a bunch of assets within a matter of minutes.
Change Owner, Location, & More
It is quick and easy to update assets as they undergo changes like changing owner, moving locations, or going offline. You can change asset details or add information to assets you didn’t enter during registration.
Not only can you change owner, location, purchase price, etc., you can also move assets online or offline. Simply find the assets you want to move online/offline and choose theÂ appropriateÂ action in the drop down.
Modify an individual asset or a group of assets. Find the assets you want to modify by narrowing your search, scanning an asset or uploading a file of asset tags, and then choose the action. You can quickly update information or move assets online and offline.
With AssetAware, you have the option to go beyond simply tracking the location or status of an offline asset. To help you determine if you need to implement additional procedures for your offline assets, watch a 2 minute video introducing you to offline IT asset management.
Automating Offline Asset Workflows: For Groups of Assets
Asset paths standardize how assets move through various offline processes. Itineraries are created to group assets together and force them down a predetermined path.
Primarily used for end of life, but can be created for any offline workflow
Set up predetermined methods for handling assets
Gain visibility into process, audit trail
Examples: hard drive destruction, computer onboarding, legal hold and more.
Asset paths can be created for any offline workflow. You can set up paths to standardize how assets should be managed when going through a particular process. Take the guesswork out of how offline assets need to be managed or which ones still contain sensitive data; and, rest at ease knowing they reach their final destination.
Creating and Using Itineraries
Itineraries achieve two core functions: 1. They group assets together so they move as a single entity; and 2. It assigns this particular group of assets to an asset path. Therefore, the group of assets is going to be managed in a predetermined and standardized way.
Automating Offline Asset Workflows: For Individual Assets
Asset workflows are used for when you want to standardize how offline assets behave during a certain process.
Assets move through workflows at their own pace
Asset workflows are associated with an asset class
By having them follow a predetermined workflow, you can ensure assets complete each stage during the workflow and no asset gets left behind.
Example: A hard drive fails and is managed a certain way prior to being grouped with other hard drives to be destroyed.
Create asset workflows for your different offline processes. By creating workflows, you can make certain assets go through different statuses in a predetermined order. You can also search by status and look back at a later date for defensible reporting.
Using Asset Workflows
A common process that occur to offline assets where setting up a workflow would make operations more efficient and reliable is when hard drives fail. Hard drives fail at different times and go through a number of status changes prior to being ready to be destroyed. We walk through the example in this video.