Congratulations!🎉With the initial setup complete, now comes the strategic part: giving structure to your asset catalog. In this phase, you’ll transform those technical parameters into an organized and easy-to-manage system.
Here you’ll build the pillars of your inventory:
🗂️ Categories: The "skeleton" that groups your assets(Computing, Furniture, Vehicles).
📋 Products: The base models that will later become physical assets(e.g.: "Notebook Lenovo T480").
Why is this phase crucial?
✔️ It will determine how you find and report your assets later
✔️ It will optimize assignment and replenishment processes
✔️ You’ll save time on daily management tasks
Process on the platform
🖇️(📑 Side menu > 📋Administrative > 🖥️ Asset Management > ⚙️ Settings)
In this view,you’ll see the list of product categories currently created.
Step 1: Create categories
🖇️(📑 Side menu > 📋Administrative > 🖥️ Asset Management > ⚙️ Settings > Categories Tab)
- “Create Category” button
- Create your category with its corresponding name and description
👍Validation 1: Category Deletion. This can be done in two ways:
A) Individual:Categories can only be deleted when there are no Products associated with them
B) Bulk:If you delete a category with associated products, those products will also be deleted and this action is permanent. Also, you cannot delete a category if it has products with linked assets.
To delete categories in bulk you must:
- Select the categories to delete. Then click on Actions > Delete categories.
The number of selected Categories will appear in parentheses.
2. Then an alert will appear indicating the implications and limits of this action. If you wish to continue, click Delete
Step 2: Create products
🖇️(📑 Side menu > 📋Administrative > 🖥️ Asset Management > ⚙️ Settings > Products Tab)
- Create product button
- Fill in the new product information:Select the category the product belongs to and complete with the product name, brand, and custom attributes(e.g.: Barcode)previously created for products.
🖇️(📑 Side menu > 📋Administrative > 🖥️ Asset Management > ⚙️ Settings > Products Tab > Create Product)
*Advanced options*
- Document Backup:In the form when creating the product, you can select the document type required for the acceptance signature. This tool will make it easier to record which assets you have delivered and to whom, along with the corresponding evidence.(More information in the article about this integration with Documents)
🖇️(📑 Side menu > 📋Administrative > 🖥️ Asset Management > ⚙️ Settings > Products Tab > Create Product)
- Link area and position:Within each Product you can select which areas and positions it should be associated with. This functionality is for informational purposes only, to standardize which Products each area, position, or job should have.
🖇️(📑 Side menu > 📋Administrative > 🖥️ Asset Management > ⚙️ Settings > Products Tab > Create Product)
*tip:Here you can select all areas and positions; keep in mind that if you select only areas without positions, the product will be associated with all positions in that area.
- Stock: In the Product view, you can see the number of assets created, assigned, and available. With this information, you can see the consolidated stock, avoid shortages, and plan your purchases.
- Associations:
- You can see which Products are associated with each Position in the “Positions” view. To access this view, click on 🖇️(📑 Side menu > 📋Administrative > 🗃️Organization >👤 Positions)
- By clicking on the Assets tab, all associated Products will be listed along with information on how many assets are assigned to that position.
👍Validation 2: Products can only be deleted when there are no Assets associated with them.
Product deletion can be done in two ways:
A) Individual:click on the trash bin
An alert will appear indicating the implications of this action. If you wish to continue, click Delete
The trash bin will not be available if the Product has associated assets.
B) Bulk:
- Select the products to delete. Then click on Actions > Delete Products.
The number of selected Products will appear in parentheses.
2. Then an alert will appear indicating the implications and limits of this action. If you wish to continue, click Delete
Step 3: Go to Inventory
Catalog ready! 🌟 You now have a well-organized system of categories and products, the backbone of your asset management. With this clear structure, you’re ready for the next level: turning those products into tangible assets and starting to manage their lifecycle.
💡 Final tip for this phase:
Are you going to import many products? Save a copy of your category structure as a reference for future updates.
🖇️(📑 Side menu > 📋Administrative > 🖥️ Asset Management > 📑Inventory)
Additionally, you’ll be able to see a panel with information about the assets you’ve created to have an overview of them and their statuses.
📌Continue your implementation without losing momentum
In the next phase, you’ll learn how to assign assets, manage requests, and maintain precise control of every movement.
👉Go to Phase 3: Inventory and Orders Management (link here)
Remember, if you need help you can contact us through our support channels.
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We’re happy to help you!
🤖 This article was translated using artificial intelligence. View original article.