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Managing your Assets

This article will help you understand about assets and how they are used in the CRM.
R
Rashmi Kashyap
6 May, 2020 - Updated 11 months ago

Introduction to Assets

Assets are tangible or intangible resources that are rendered to your customers. When products are shipped to customers, information on individual product items like - Product Number, Serial Number, Date Sold, Organization Name, etc. are stored in Vtiger CRM as Asset records. 

Benefits of Assets module:

  • With Assets, you can store specific information about the products your customers have.

  • With Assets, it becomes easy for your support center to audit individual product items, and cases resolved upon them.

Feature Availability

Sales Starter

Sales Professional

Sales
Enterprise

One Professional

One Enterprise

Feature Availability

Assets

List View in Assets

List View sorts and lists all assets based on the last modified asset.

  • Columns in List View 

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.

  • List actions

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

Ways of viewing Assets’ records

  • 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 references.

  • 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.

  • Activity

This section lists all the activities performed on that particular record. You can also add filters and view specific activities.
  • Do button

When you click on the Do button on the right-hand top corner of the Summary View, you will see the following:

  • Add or Create- You can add or create other modules related to the Assets.

  • Widgets

    • Analytics-You can view all the metrics related to assets in the form of charts, mini-lists, etc. You can also create new ones here.

    • Documents- You can create a new document or add an existing document to assets. All the related document details are displayed here.

    • Cases- You can either select and link an existing case to the asset or create a new case.

    • Work Orders- You can either select and link an existing work order to the asset or create a new work order.

  • Deep Dive View

You can view and edit all the information about the Asset by clicking the Deep Dive button in the Summary View of the record.

Important Fields in Assets

 

Field name

Description

Asset Name

Mandatory field
Displays the title of the asset.

Serial Number

Mandatory field
Displays the serial number of the asset.

Product Name

Mandatory field
Displays the product for which the asset is created.

Status

Mandatory field
It is a drop-down that shows the present state of the Asset.

  • In Service- The asset is working properly.

  • Out-of-Service- The asset is not working.

Assigned to

Mandatory field
Displays the user or the group to whom the Assets are assigned.

Date in Service

Mandatory field
Displays the date until which the asset will be in service.

Date Sold

Mandatory field
Displays the date on which the asset was sold.

Organization Name

Mandatory field
Displays the name of the organization to whom the organization is linked.

Contact Name

Displays the name of the contact from the organization related to the Asset.

How to Create an Asset

  1. From Assets’ List View

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

Follow the steps below to create an asset:

  1. Click the Menu icon.

  2. Go to the Inventory tab.

  3. Select the Assets module.

  4. Click the +Add Asset button.

  5. Fill in all the necessary details.

  6. Click Save to create an asset.

    • Click Save and Continue to enter more information.

 
  1. From Quick Create

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

Follow these steps to create a asset using Quick Create:

  1. Click the icon displayed on the top right side of your screen.

  2. Click Show all to view all the modules you can create records in using Quick Create.

  3. Select Asset from Inventory.

  4. Enter all the mandatory details.

  5. Click:

  1. Save to save the record.

  2. Save and Continue to save the record and go to its Deep Dive View.

Clicking Cancel discards all the information you entered.

 
To know more about Quick Create, click here.
 

Note: You can customize and add or remove fields by going to the Module Layouts and Fields under Settings.

Actions Possible on an Asset Record

You can perform the following actions on an asset record:

  • Generate related documents

  1. Add 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. Click the Menu icon.

  2. Go to the Inventory tab.

  3. Select the Assets module.

  4. Open any asset record.

  5. Click the Do button in the Summary View.

  6. Click Add or Create button.

  7. Select Documents.

  8. Here, you see two options on your screen:

    1. Select Documents

      1. If you want to add an existing document, select this option.

      2. Hover over a record in the list of all existing documents to display the radio buttons.

      3. Click the radio button on the left side of the record to select the record.

      4. Click Add Selected button present below of the list.

    2. Create Documents

      1. If you want to add a new document, select this option.

      2. Fill all the necessary details.

      3. Click Save.

The linked document will be seen in the Documents widget in the Summary View of the asset record.

  1. Add Cases

A case is an issue or a 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. Click the Menu icon.

  2. Go to the Inventory tab.

  3. Select the Assets module.

  4. Open any asset record.

  5. Click the Do button in the Summary View.

  6. Click Add or Create button.

  7. Select Cases.

  8. Here, you see two options on your screen:

    1. Select Cases

      1. If you want to add an existing case, select this option.

      2. Hover over a record in the list of all existing cases to display the radio buttons.

      3. Click the radio button on the left side of the record to select the record.

      4. Click Add Selected button present below of the list.

    2. Create Cases

      1. If you want to add a new case, select this option.

      2. Fill all the necessary details.

      3. Click Save.

The linked case will be seen in the Issues widget in the Summary View of the asset record.

  1.  Add Work Orders

Follow these steps to add a work order:

  1. Click the Menu icon.

  2. Go to the Inventory tab.

  3. Select the Assets module.

  4. Open any asset record.

  5. Click the Do button in the Summary View.

  6. Click Add or Create button.

  7. Select Work Orders.

  8. Here, you see two options on your screen:

    1. Select Work Orders

      1. If you want to add a work order, select this option.

      2. Hover over a record in the list of all existing work orders to display the radio buttons.

      3. Click the radio button on the left side of the record to select the record.

      4. Click Add Selected button present below of the list.

    2. Create Work Orders

      1. If you want to add a work order, select this option.

      2. Fill all the necessary details.

      3. Click Save.

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

 
  • Export

Follow these steps to export an asset:

  1. Click the Menu icon.

  2. Go to the Inventory tab.

  3. Select the Assets module.

  4. In the List View, Hover over any asset record to display the radio button on the left side.

  5. Click the radio button.

  6. Click the Export button.

  7. Select any one of the following options:

    1. Export Selected Records- This option will export only the selected record.

    2. Export data in current page- This option will export the records on the current page.

    3. Export all data- This option will export all the data in all the pages of the Assets module.

 

The exported record will be saved on your local system 

  • Print

Follow these steps to print an asset :

  1. Click the Menu icon.

  2. Go to the Inventory tab.

  3. Select the Assets module.

  4. Open any assets record.

  5. Click the More button.

  6. Click the Print button.

  7. You can perform any of the below options:

    • Edit & Export- You can edit the asset record and export it to your local system.

    • Email with PDF- You can email the asset record as a PDF to the contact.

    • Print- You can print the asset record and keep a hard copy.

    • Save as PDF- You can save the asset record as a PDF on your local system.

How to change the template of an Asset

Follow these steps to change the template of an asset:

  1. Click the Menu icon.

  2. Go to the Inventory tab.

  3. Select the Assets module.

  4. Open any asset record.

  5. Click the More button.

  6. Click the Print button.

  7. You can select the template temporarily for that session from the list of available templates.

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