Assigning an Asset to an Employee or Storage Location from the View Asset Screen

This feature allows you to assign an Employee Asset to a specific employee or storage location directly from the View Asset screen, without opening the full Edit screen.

Before You Begin

• First, ensure that the Employees app is enabled through Apps Manager by navigating to Settings from the main menu.
• This feature requires the Edit Employee Assets permission.

Steps

1. From the main menu, click Employees.
2. Select Employee Assets.
3. Click the required asset to open its View screen.
4. Click the Assign Asset button in the action bar at the top of the screen (it appears second after the Edit button, alongside the remaining buttons: Send to Maintenance, Delete, Add Note(s) / Attachment(s), and Printable).
5. A popup titled Assign Asset opens and contains the following:
   • Used by (Required): Select Employee or Storage from the list.
   • Assigned To/Storage Location (Required): This field appears after selecting a value in the Used by field; it displays a list of employees if you select Employee, or a list of storage locations if you select Storage.
   • Physical Location (Required): This field is prefilled with the asset’s current location (such as Main Storage) and can be changed.
6. Click Save, or Cancel to discard the changes without saving.

How the System Works

• When you select Employee in the Used by field, the Assigned To field displays a searchable list of employees. After successful assignment, the asset status changes to Assigned.
• When you select Storage in the Used by field, the Assigned To field displays a searchable list of storage locations. After successful assignment, the asset status changes to In Storage.
• The Assign Asset action is available only when the asset’s current status is one of the following: Not Assigned, Assigned, or In Storage. This action is not available if the asset status is Under Maintenance, Retired, Sold, Depreciated, or Written-Off.
• If the asset is linked to an Accounting Asset, the assignment information and asset status are automatically synchronized with the linked Accounting Asset.
• Asset assignment is blocked if the linked Accounting Asset has a status of Sold, Depreciated, or Written-Off, even if the Employee Asset’s own status allows assignment.
• The same business rules for Employee Assets and Accounting Assets apply to this action.

Validation Rules

• When Employee is selected without selecting an employee in the Assigned To field, the following message appears: “Required.”
• When Storage is selected without selecting a storage location, the following message appears: “Required.”
• When no Physical Location is selected, the following message appears: “Required.”