Work In Assets

Work In Assets

In this article you will learn everything you need to know about the asset module in BeamON.

Assets are the individual products that are uploaded into your Inventory page. To find a particular asset, you can search from the search bar in the inventory page.

Once you have found the specific asset you are wanting to work with, click on that asset to be taken to the asset’s page. The information related to that asset is broken down into the following categories:

Default Fields

  • Serial #
  • Purchase Date
  • Purchase From
  • Purchase Price
  • Extended Warranty Purchased
  • Extended Warranty Length
  • Installed Firmware Version
  • Installed Software Version
  • License Start Date
  • License End Date
  • Vendor
  • SLA
  • Install Date

Custom Fields

Status

Assignee

Tags

Photos

Updates

Contacts

Resources

Documents

Default Fields

Default fields are information pieces that are preset across the BeamON platform that organize your information. It is at the customer’s discretion how much information they want to track related to their assets, with the exception of the Manufacturer and the Model # of the asset. These are the two most important pieces of information to correctly identify your asset within the inventory database, and therefore are required fields. Default fields can be viewed in the Configuration section of the BeamON platform, under “Field Management.”

The default fields and custom fields are both going to show on the asset page sidebar, which is on the left hand of the asset page. All of these fields are able to be edited from within the individual asset page - to edit, you will scroll down to the bottom of the asset information column and select “Internal Data” or “Product Data,” and then select the field you’d like to manage. Note - you will not be able to change the manufacturer or the model number once you have created an asset. If you need to change the product number or manufacturer, you will need to delete the asset and start over.

Delete or Copy Asset Data

At the top of the asset page, if you click the three dot icon above the manufacturer icon, you will see “Asset Options.” From here, you can either copy asset data or delete the asset. Copying the asset data will copy all of the relevant asset information to your clipboard, which can be used to paste into another window, such as a service ticket or email. Deleting the asset will permanently delete all associated information to that asset, so be sure you are ready to delete before action!

Clone An Asset

At the top of the asset page, you can click the three dots to give you the option to copy asset data, clone an asset, or delete the asset. To Clone An Asset, select this option. This will populate a screen where you can choose which information to bring into the new asset. You will also be prompted to add information related to the new asset that you are adding for unique fields, such as serial number. Once you have added all the relevant information, you can select “Create Clone” to create your new asset.

Change Status

Statuses can be changed from within the asset to any of your preset statuses. To change a status, click on the drop down area by “status” to your new desired status. When you change a status, you can add a comment about the status change. This is optional. When you then click on the status after saving the change, you’ll see the notes from the last status change, as well as who the change was made by and on what date.

Pinned Data Fields & Edit Internal & Product Data Fields

Under the status field within an asset, you’ll see an area to pin certain data fields. These are fields that you want to display closest to the top of the asset. To work within your pinned data fields, click the three dot icon to the right of “Pinned Data.” This will allow you to reorder the data fields within the pinned section, unpin certain data fields, or to restore the pinned section to your preset data fields. Please note - if you change the pinned data to display a certain display, this will change the pinned display across all your data, and not just that one individual asset. 

To add data to your pinned fields that is not currently selected, navigate down to “Internal Data” and “Product Data” at the bottom of the page. To select a data field from either of these lists, click the three dot icon next to any data field you are wanting to capture. If it is a data field that is already pinned, you’ll see a push pin icon next to the data field.

Tags

Tags related to individual assets live under the “Pinned Data” section. Assets can have any number of tags associated to them. To add a new tag, click on the three dot icon next to “Tags” and select “add tag.” This will allow you to add other tags that have already been created or to create a new tag to associate to the asset. You can also remove tags from the three dot icon next to “Tags.”

If you click a specific tag from within an asset, it will expand to show you all the other assets with that tag associated.

Add a Photo

Users are able to upload a picture related to an asset. To add a photo, click “add a photo” and select the photo you’d like to upload from your computer.

Updates

If an asset has been matched, it will automatically pull updates from the manufacturer related to the asset as available. Updates are only able to be pulled if the asset has been fully matched to the manufacturer. If selecting a specific update, you will be able to assign the update to an individual, prioritize the update, or dismiss.

Internal Updates

You are also able to create your own Internal Update on the asset page by clicking the “+” sign at the top of the updates section. An internal update can be assigned to multiple assets, and will automatically display for all the same asset types. When creating an internal update, add the affected assets, assign details, and then confirm the update. When you go to add an internal update, it will take you through these steps before you confirm the update. To see all internal and external updates, navigate to the update icon, which is on the left bar of the screen below the inventory icon to see all. To learn more about updates, navigate to Section 5: Utilizing Updates.

Contacts

When an asset is matched appropriately to a manufacturer, contacts related to that manufacturer will automatically pull into the asset page in the top right hand corner. You can also add your own contacts to a specific asset by selecting the three dot icon in the top right corner of the “Contacts” section of an asset page.

Resources

When an asset is matched appropriately to a manufacturer, it will automatically pull in resources directly from the manufacturer. The resources may be contact forms, the website, more information about the asset, etc. You are able to add your own resource to the asset as well by clicking the three dot icon in the “Resource” area of the asset page. When you add a resource, you can decide if you want to connect it to all products of the same asset, all products of the same manufacturer, or all products in your inventory. 

Within your resource list, you can star resources to draw attention to them, as well as show or hide the source of the resource. To show/hide the source, select the three dot icon in the resource area. Finally, you can edit or delete a resource if you added it. Resources that are linked directly from the manufacturer cannot be edited or deleted.

Documents

When an asset is appropriately linked to a manufacturer, documents from the manufacturer will automatically connect to the asset. These documents may be manuals, datasheets, certificates, and other documents that the manufacturer has connected to the asset. 

You can also add your own document to an asset. To add a document, select the three button icon in the top right of the documents section. From here, you will name the document, and then either add a link or a URL