Feature Availability 

Vtiger Editions: One Growth | One Professional | One Enterprise

Introduction to Assets

The Assets module in Vtiger CRM helps you manage the products or services delivered to your customers. Assets can be tangible (such as laptops and equipment) or intangible (like software licenses).

When a product is sold or shipped, key details, such as Product Name, Serial Number, Date Sold, and Customer Information, are stored as individual Asset records in the CRM. This helps sales and support teams track ownership, status, and service history of every sold item.

Key Features

• Store complete product and ownership details for each asset.
• Automatically link assets to related modules such as Products, Organizations, Contacts, and Cases.
• Track the status and service history of assets.
• Manage documents, cases, and work orders directly from an asset record.
• Export or print asset data for reports or audits.
• Use widgets and analytics to view key metrics related to assets.

Benefits

• Centralized asset tracking: All product and service details for each customer are stored in one centralized location.
• Efficient service management: Support teams can easily access asset details while resolving cases.
• Better customer insights: Enables understanding of what products customers use and their service history.
• Improved coordination: Assets link directly to work orders, cases, and documents, reducing duplication.
• Enhanced reporting: Analytics widgets help managers assess asset performance and service data.

From Assets’ List View

You can use the +Add Asset button to create new assets. You can find it in the top right corner in the Assets’ List View.

Follow the steps below to create an asset:
 

1. Log in to the CRM.
2. Go to the Main Menu.
3. Select the Assets module in the Inventory App.
4. Click +Add Asset.
5. Fill in all the necessary details.
6. Click Save.

 From Quick Create

Assets can also be created by clicking the + button present on the top right-hand corner of the screen.

Follow these steps to create an asset using Quick Create:
 

1. Log in to the CRM.
2. Click the + icon displayed on the top right side of your screen.
3. Click Show all to view all the modules you can create records in using Quick Create.
4. Select the Assets module.
5. Enter all the mandatory details.
6. Click Save.

To know more about Quick Create, click here.

Actions Possible on an Asset Record

You can perform the following actions on an asset record:

Generating related documents

Adding Documents

Use Vtiger’s Documents module to solve the problems of organizing and sharing! It acts as a repository for all the documents that you create or those shared with you by your customers or sales team. 
Follow these steps to add a document:
 

1. Log in to the CRM.
2. Go to the Main Menu.
3. Select Assets in the Inventory app.
4. Open any asset record.
5. Click More in the Summary View.
6. Select Documents. Here, you see the following options:
   1. Select Documents: To add an existing document, select this option.
   2. Create Documents: To add a new document, select this option.
   3. File Upload: To upload a new file.
   4. Link External Document: To link documents from Google Drive, Dropbox, etc.
   5. Upload Multiple Files: To upload more than one file.

Adding Cases

A case refers to an issue or request raised by a customer. When a customer raises an issue, you can create a case record in the CRM.
Follow these steps to add a case:

1. Log in to the CRM.
2. Go to the Main Menu.
3. Select Assets in the Inventory app.
4. Open any asset record.
5. Click More in the Summary View.
6. Select Cases.
7. Here, you see two options on your screen:
   1. Select Cases: To add an existing case, select this option.
   2. Create Cases: To add a new case, select this option.
8. Click Save.

The linked case will be visible in the Issues widget of the asset record's Summary View.

 Adding Work Orders

Follow these steps to add a work order:

1. Log in to the CRM.
2. Go to the Main Menu.
3. Select Assets in the Inventory app.
4. Open any asset record.
5. Click More in the Summary View.
6. Select Work Orders.
7. Here, you see two options on your screen:
   1. Select Work Orders: To add a work order, select this option.
   2. Create Work Orders​​​​​: To add a work order, select this option.
8. Click Save.

The linked work order will be seen in the Sales Ops widget in the Summary View of the asset record.

Exporting

Follow these steps to export an asset:

1. Log in to the CRM.
2. Go to the Main Menu.
3. Select Assets in the Inventory app.
4. In the List View, select the record you want to export.
5. Click the Export icon on the top left.
6. Select any one of the following options:
   1. Export Selected Records - This option exports only the selected record.
   2. Export data in the current page - This option exports the records on the current page.
   3. Export All Data - This option exports all data from all pages of the Assets module.

Printing

Follow these steps to print an asset:

1. Log in to the CRM.
2. Go to the Main Menu.
3. Select Assets in the Inventory app.
4. Open any asset record.
5. Click Print.
6. You can perform any of the following options:
   1. Email with PDF - You can email the asset record to the contact as a PDF.
   2. Save as PDF - You can save the asset record as a PDF file on your local system.
   3. Print - You can print the asset record and keep a hard copy for future reference.

Changing Template

Follow these steps to change the template of an asset:

1. Log in to the CRM.
2. Go to the Main Menu.
3. Select Assets in the Inventory app.
4. Open any asset record.
5. Click Print.
6. Select the template temporarily for that session from the list of available templates.

Views in the Assets Module

List View

List View sorts and lists all assets by the date of their last modification.
The columns that are visible by default in the List View are :

• Asset name - Displays the name of the asset.
• Organization Name - Displays the name of the organization to which the asset is linked.
• Product Name - Displays the name of the product to which the asset is linked.

Actions in the List View.

You can perform various quick actions, such as Edit, Delete, Email, and Follow, on the Asset records in the List View.
To learn more about List View actions in Vtiger CRM, click here.

Summary View

Summary View is the view that appears when you click a particular record from the List View. The Summary View displays a collection of all the key information of the record.
The Summary View can be divided into four sections. Each section has a particular functionality.

Summary View Actions

• Follow: You can follow any asset record to get updates on all the activities performed on that record.
• Tags: You can add tag names to the record to identify the record easily.
• Print: You can print the asset or save it as a PDF for future reference.
• Duplicate: You can duplicate the current record and have all the details reflected into a new record.
• Delete: You can delete a record by clicking this button.

The Activity Section lists all the activities performed on that particular record. You can also add filters and view specific activities.