68.1 Operational Asset Actions

AssetCentral supports day-to-day actions used to maintain the relationship between an Asset record and the asset's real-world condition, location, and custody.

The actions displayed to you depend on your AssetCentral permissions and the selected asset.

68.2 Reviewing Before an Asset Change

Before editing or processing an asset:

• Confirm the Asset ID.
• Confirm the Serial Number when applicable.
• Review current Status.
• Review current Location.
• Review the Asset Manager or current responsibility.
• Review relevant Notes and Attachments.

68.3 Creating or Editing Asset Information

Where the corresponding action is available, authorized operational users can maintain Asset records.

Enter factual asset information and use existing Category, Location, status, and responsibility values presented by the workflow.

Do not create a second record merely because an existing asset changed location or responsibility.

68.4 Asset Status Changes

Update Asset Status when the real operational state changes.

Status should reflect the actual condition or availability of the asset rather than being used only as a personal reminder.

68.5 Asset Notes

Use Notes to document operational information that should remain connected to the asset.

Useful Notes may include a condition observation, custody information, service context, audit finding, or explanation for an asset action.

68.6 Asset Attachments

Attachments can preserve supporting files with the asset record.

Attach the correct version of a relevant document or image and avoid uploading unrelated Customer or employee information.

68.7 Checking Out an Asset

A check-out workflow records that an asset has moved into active custody or use.

1. Open the correct Asset.
2. Verify its current availability and Status.
3. Select the available Check-Out action.
4. Review the person or responsibility information presented.
5. Complete any required operational information.
6. Submit the action.
7. Verify the resulting Asset record.

68.8 Checking In an Asset

Check-In records the return of an asset into the appropriate custody or availability state.

1. Confirm the physical asset being returned.
2. Open the matching Asset record.
3. Review its current checked-out state.
4. Select Check-In.
5. Record relevant condition or operational information when available.
6. Complete the action.
7. Verify the updated Status and custody information.

68.9 Asset Transfers

A Transfer changes the responsible manager or operational custody relationship of an Asset.

Before transferring, confirm both the existing assignment and the intended new responsibility. A transfer should represent a real custody or responsibility change.

68.10 Bulk Checkout

AssetCentral includes a Bulk Checkout Assets operation.

Use it only when every selected asset is being checked out as part of the same legitimate operation. Verify each selected Asset ID before submitting.

68.11 Bulk Check-In

The module also includes Bulk Checkin Assets.

Physically verify the returned assets and confirm the complete selection before processing the bulk event.

68.12 Bulk Manager Transfer

Bulk Manager Assets Transfer supports moving responsibility for multiple selected assets.

Confirm that every selected asset should move to the intended manager before completing the action.

68.13 Attach Evidence When Appropriate

For important check-in, check-out, transfer, or condition events, use the available Notes or Attachments to preserve useful supporting context when your workflow calls for it.

68.14 Recommended Custody Workflow

1. Identify the physical asset.
2. Open the exact CRM record.
3. Review current Status and responsibility.
4. Perform the appropriate Check-In, Check-Out, or Transfer action.
5. Add useful supporting information.
6. Verify the resulting record.
7. Confirm that the CRM now matches real-world custody.

68.15 Best Practices

• Never process an asset solely from memory when identifiers are available.
• Keep custody records current.
• Verify bulk selections carefully.
• Use Notes for meaningful context.
• Use Attachments for relevant evidence.
• Confirm the updated asset after every custody change.