Adding a New Asset

Use this workflow whenever new hardware is purchased or received and needs to be entered into the company registry.

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Overview

flowchart TD
    A[Click Add Asset] --> B[Fill Basic Information]
    B --> C[Fill Specifications]
    C --> D[Fill Purchase & Warranty]
    D --> E[Set Condition & Status]
    E --> F{Assign now?}
    F -->|Yes| G[Select Employee + Department + Location]
    F -->|No| H[Leave as Unassigned - Asset Pool]
    G --> I[Add Additional Details - optional]
    H --> I
    I --> J[Click Create Asset]
    J --> K[Asset auto-assigned ID e.g. HW-00080]
    K --> L[Appears in Assets registry and Activity Log]

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Step-by-Step

Step 1 — Open the Add Asset form

Click Add Asset in the top navigation bar, or click the + Add Asset button on the Assets or Asset Pool page.

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Step 2 — Basic Information

Fill in the primary identification details for the asset.

Field	Required	Description	Example
Asset Name / Model	Yes	Descriptive name for the device	MacBook Air M2, iPhone 15 Pro
Category	Yes	Hardware type — defaults to Other, always update this	Laptop, Phone, Monitor
Asset Tag / Serial Number	No	Physical tag or serial from the device	SN-12345, IMEI number
Manufacturer / Brand	No	Hardware maker	Apple, Dell, HP, Samsung
Model Number	No	Official model identifier	A2681, MRY52TH/A

Tip: Asset Name is the most visible field across the system. Use a clear, recognisable name like "Tao's MacBook" or "MONITOR - Front Desk".

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Step 3 — Specifications

Record the technical specs of the hardware. All fields are optional but recommended for laptops and phones.

Field	Description	Example
Specifications (free text)	General spec summary	16GB RAM / 512GB SSD / M2 chip / 13.6-inch
Operating System	OS name and version	macOS Sonoma, Windows 11, iOS 18
CPU / Processor	Processor model	Apple M2, Intel i7-1365U
RAM (GB)	Memory in gigabytes	8, 16, 32
Storage (GB)	Storage capacity	256, 512, 1024
Screen Size (inches)	Display size	13.6, 24, 27
IMEI (for phones)	Phone IMEI number	357204093458070

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Step 4 — Purchase & Warranty

Record the financial and warranty information.

Field	Description	Example
Purchase Date	When the device was bought	01/02/2024
Warranty Expiry Date	When the warranty ends	01/02/2026
Purchase Cost (THB)	Price paid in Thai Baht	45900
Support Contact	Vendor support details	1800-012-214, [email protected]

Important: Always fill in the Warranty Expiry Date. Assets without this will show No Info status and will not appear in warranty alerts.

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Step 5 — Condition & Status

Set the current state of the device using the three dropdowns.

Field	Options	Default
Condition	Normal, Damaged, Under Repair	Normal
Status	Working, Unassigned, Under Repair	Working
Battery Condition	Good, Degraded, Unknown	Unknown

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Step 6 — Assignment

Decide whether to assign the asset to an employee immediately, or leave it in the Asset Pool.

Field	Description
Assign to Employee	Select a staff member from the dropdown. Leave as — Unassigned (Asset Pool) — to defer assignment.
Department	Select a department (optional)
Location	Physical location of the asset

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Step 7 — Additional Details (optional)

Field	Description
Product Link	URL to the product page (e.g. Apple Store, Amazon)
Photo URL	Direct link to an image of the asset
Network / Carrier	Mobile carrier for phones — e.g. Dtac, Truemove, AIS
Notes	Any additional notes about this asset

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Step 8 — Create the Asset

Click Create Asset (teal button, bottom right).

The system will:

1. Auto-assign the next available ID (e.g. HW-00080)
2. Save all entered data
3. Record the creation in the Activity Log
4. Add the asset to the Assets registry (and Asset Pool if unassigned)

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After Creation

• The new asset appears immediately in the Assets table
• If unassigned, it also appears in Asset Pool
• The Dashboard counters update automatically
• The Activity Log records a new entry