Phase 4 - Orders and workflow

Your asset system is almost ready! 🎉In this phase,you will automate and optimize the entire flowof requests, approvals and movements, connecting all the points for truly efficient management.

Step 1: Go to the orders section on the platform

🖇️(📑 Sidebar menu > 📋 Administrative > 🖥️ Asset Management > ⚙️ Orders)

In this view,you will see the centralized list of orders that arrive through different channels.Based on the “Date to assign,” the table will display the Status of each order.

 Step 2: Learn how to use the section's features

⚙️ Orders >Tab “Pending”

1. Create order
    

1. Click the “Create order” button

2. A form will open that you must complete; in it you can create an order for one or more products.

2. Assign assets

1. Click the “Assign” action:This button will only be active if there are assets available to assign.

2. Select the asset and add an assignment comment, then click the “Assign” button

3. Invalid assignment

3. Reject requests

The administrator has the authority to reject the request by sending a notification email to the requester with the reason for the rejection.

1. Click the “Reject” action

2. The administrator can leave a comment justifying the rejection of the request; afterwards an email is sent notifying the requester of the reason.

4. View supporting document

The administrator will be able to view the attachment uploaded when creating the request

1. Click the “ View supporting document” action

2. They will be able to view the supporting document if one exists

• Example:Case where a supporting document for the request exists

• Example:Case where no supporting document for the request exists, button inactive.

⚙️ Orders >Tab “History”

1. View request history

This tab contains all past requests, indicating how they were resolved.

Step 3: Learn to integrate with Workflow

In Buk, you can centralize and automate asset requests (equipment, devices, etc.) through two options:

1. Use the default template (for clients without Workflow).
2. Create a custom Workflow (for clients with Flexible Workflow).

Below, we explain step by step how to configure each option.

1. Clients WITHOUT Workflow: Default template

If your company does not have Workflow, Buk includes a preconfigured template called "Asset Request", which automates the process from request to assignment. To get started, go to:

📑 Sidebar menu > 📋 Administrative > ↘️ Requests > Select the default template called "Asset Request" in Buk.

Automatic flow:

1. Start: Any employee can submit a request.

2. Approval: Their direct supervisor reviews and approves it.
3. Assignment: The order automatically goes to the Asset Management Admin (in the Orders > Pending tab).

The default request includes basic data such as: Product requested for [employee] and date to assign.

2. Clients WITH Workflow: Advanced options

If your company already uses Flexible Workflow, you have two alternatives:

📌 Option A: Use the Default Template

Same flow as clients without WF (request → supervisor approval → assignment).

Ideal if you seek simplicity and don't need additional steps.

📌 Option B: Create a Custom Workflow

Design a flow tailored to your needs (example: multiple approvals by IT + Finance).

Steps to Configure it:

1. Create a new Workflow template:

Sidebar menu > 📋 Administrative > ↘️ Requests > "Configuration" > "Create template".

Create a template of type “flexible”

2. When creating the template, the stages will appear. For this case, you should start at the final stage of the flexible flow, add an action, and based on the integration points you choose, the fields that you can add in the request start stage are defined.

3. End of the flexible flow / Add action

5. Add action / Choose integration point and action to perform

✨Recommendation: Don't forget to add an approval stage

Now, you can view and use your template when submitting a request from the portal

When you do, you will see it in the orders center

And view a summary of the request

To learn more about how workflows work, we invite you to go to the Article here

Notifications

In the Asset Management module notifications are sent on two occasions:

1. When the administratorassigns an asset,an email is sent to the employee. It's good to note that a maximum of one email per day is sent and that the employee can view their assigned assets on their profile.

2. When the administratorrejects an asset request, sending the comment that justifies that rejection.

📌Continue learning about Integration with Document Management

Almost ready! 🎉 With these steps you already have the Asset Management module configured and operational in Buk.From the automated request to assignment and notifications, everything iscentralized and optimizedso that your team and employees manage assets in aefficient, transparent, and error-free.

Now all that's left is to enjoy an integrated workflow, where every asset, document, and approval is under control. In the nextarticle, you will learn about integration with the Documents module. Do you need to adjust any details?We're here to help you! 🚀

👉Go to Phase 5: Integration with Documents(link here)

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

Chat | Phone | Email.

We're happy to help!

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