Phase 5 - Integration with Documents

Your asset management system is about to reach its full potential! 🎉In this final phase, you will learn how to integrate your system with Gestión Documental, let's get started!

Documents

The integration between Gestión de Activos and Gestión Documental in Buk allows automating the generation of documents (Recepción conforme, usage clauses) when assigning an asset to an employee. This guide explains how to configure it, both for clients without Gestión Documental and for those already using it.

1. Clients WITHOUT Gestión Documental

🔹 Default Template "Recepción conforme"

• What does it do?:
  1. It's a standard document that confirms the delivery of an asset (e.g., "Employee X received a computer on date Y").
• How to use it:
  1. Go to Administrative > Documents and Signature > Templates.
  2. Find the "Recepción conforme" template in the list.
  3. You must activate it so it can be visible from the Gestión de Activo module.

• Link it to a Product:

1. In Administrative > Gestión de Activos > Settings > Products
2. Within each Product,enablethe automatic generation of documents and thenselectthe template so that it is generated automatically when assigning that asset.

🔹 Automatic Flow

• Step 1:Assign an asset (e.g., a mobile phone) from:
  • When creating an asset and assigning it at that moment
  • When changing the status to assigned
  • When assigning an asset from orders
• Step 2:Buk generates the reception document.
• Step 3:The employee can access it in their profile (Documents > Folder "Activos") and download
• Step 4: The administrator of Gestión de Activos will be able to see the generated document from the movement history of each asset.

2.  For Clients WITH Gestión Documental

🔹Create Custom Templates:You can design advanced documents linked to assets:

Examples:Responsible equipment use agreement, Tool return terms, Receipt of EPP (Equipo de Protección Personal).

🔹Steps to Configure It

1. Create the template:
   • Go to Gestión Documental > Templates.
   • Choose the type "Gestión de Activos" and design the document (text, variable fields, signatures).
   • Select which folder you want it to be saved in once it's generated; we recommend using the "Activos" folder
   • Configure whether the document requires the employee's signature

2. Link it to a Product:
   • In Gestión de Activos > Products
   • When creating / editing a productenablethe automatic generation of documents and thenselectthe template so that it is generated automatically when assigning that asset.

🔹 Automatic Flow

• Step 1:Assign an asset (e.g., a mobile phone) from:
  • When creating an asset and assigning it at that moment
  • When changing the status to assigned
  • When assigning an asset from orders
• Step 2:Buk generates the reception document.
• Step 3:The employee can access it in their profile (Documents > Folder "Activos") and sign individually or in bulk.

• Step 4: The administrator of Gestión de Activos will be able to see the generated document from the movement history of each asset.

• Advantages:
  • Centralization: All asset documents are kept in a single place.
  • Traceability: You can audit who received what and when.

📌Configuration complete

And that's it! 🎉 With these steps, you have configured and launched the Gestión de Activos module in Buk. From the automated request to assignment, documentation and notifications, everything is centralized and optimized for efficient, transparent, and error-free management of assets by your team and employees.

Now all that's left is to enjoy an integrated workflow, with every asset, document and approval under control.Need to adjust something? We're here to help you! 🚀

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.