Creating and managing assets

Add details of new assets to your asset register and track the status of assets through their lifespan.
You can create an asset register by adding assets to Trelica manually. Once you have added your assets, you can record additional details about them, set a lifespan, and record when they are deployed to individuals in your organization or otherwise change status.
You must be an admin or IT user to create and update assets.

Adding and updating assets

You can either create assets one at a time or create multiple assets (of the same model) in one go. This is useful if you have recently received a consignment of new laptops or phones, all with the same specification. When creating multiple assets, you cannot edit the asset tag or add deployment details; this information can be added to the individual assets after they have been created in bulk.
To create a new asset:
  1. 1.
    Open the Assets page. Any assets that have already been added are listed.
  2. 2.
    At the top of the page, click New. The New asset dialog is displayed.
  3. 3.
    In the Asset model box, start typing the model name and select the relevant model from the search results. This could be the particular model of laptop, phone or computer display, for example. If you cannot find a match, select Create new to create a custom asset model with the name you have entered. Enter the manufacturer and select the asset type. Admin users can manage custom asset models from the Assets Settings.
  4. 4.
    If required, enter a description for the asset, such as details about the condition (in the case of a refurbished asset) or any changes from the normal specification for that model (such as a RAM upgrade). We do not recommend including the user of the asset in the description; this information is best recorded using the deployment details.
  5. 5.
    The Asset tag is populated with a unique value based on the default format. The asset tag is your internal reference number for the asset and is distinct from the asset serial number, which is issued by the manufacturer. If you're adding a single asset, edit the asset tag if required. Alternatively, to create multiple assets with the same details, click Create multiple and specify the number of assets you want to create. An asset tag is generated automatically for each individual asset. You can edit the asset tags after the assets have been created. Admin users can define the default asset tag format from the Assets Settings.
  6. 6.
    If you are creating a single asset, you can record deployment details at this stage. This is useful if the asset is already in use within your organization. Click Add deployment details and in the Location box start typing the location. If the location is not listed, select Create new to create a new location. Admin users can manage asset locations from the Assets Settings. To record the individual that has received the asset, select a person from the Assignee list.
  7. 7.
    When you have finished, click Create. The asset is added and the details are displayed.
A newly created asset.
Once you have created an asset, you can record additional details, such as the serial number, purchase date, price and warranty period, together with any custom fields that have been configured for your organization. If you created multiple assets in one go, you may also need to edit the asset tags.
To update the details of an asset:
  1. 1.
    Open the Assets page and select the relevant asset from the list. The asset details page is displayed.
  2. 2.
    Click Edit details. The Edit details dialog is displayed.
  3. 3.
    Enter the asset serial number, supplier, purchase date, warranty period, net price and any additional custom fields as required. Admin users can create and edit custom fields from the Assets Settings.
  4. 4.
    When you have finished, click Update.
🧙🏽‍♂️ You can use these details to filter the Assets list and report on assets by price, remaining warranty period or a custom attribute, for example.
To edit the asset model, tag or description, open the context menu to the right of the asset name and select Edit.
The context menu on the asset details page.

Setting the asset lifespan

You can record the expected lifespan of each asset. This is useful for managing your equipment stock. If this information has been populated, you can filter the Assets list to identify those assets that are due fore replacement soon.
To set or update the expected lifespan for an asset:
  1. 1.
    Open the Assets page and select the relevant asset from the list. The asset details page is displayed.
  2. 2.
    Under Lifespan click Edit lifespan. The Edit lifespan dialog is displayed.
  3. 3.
    Set the asset lifespan in terms of years and months. The nominal retirement date is calculated automatically. If the asset status is "Retired", you can also enter the retired date.
  4. 4.
    Click Save. The asset lifespan is updated.
🧙🏾‍♂️ To identify assets that are approaching the end of their expected lifespan, filter the Assets list by "expected retirement date".

Deploying assets and updating asset status

Each asset in Trelica has an associated status. You can use the status to track the lifecycle of an asset, including when it is deployed for use and to whom, and when it is in repair or retired.
Assets can be in one of the following states:
  • New - the default state for assets added to Trelica.
  • Ready - the asset is ready for use.
  • Deployed - the asset is in use.
  • In repair - the asset is out of service and needs to be repaired prior to re-deployment.
  • Retired - the asset is no longer in use.
When you set the status of an asset, you can also specify a location and (depending on the type of asset) assign it to a person in your organization.
To change the status of an asset:
  1. 1.
    Open the Assets page and select the relevant asset from the list. The asset details page is displayed with the current status on the right-hand side.
  2. 2.
    Click Deploy to move an asset in the "new" or "ready" state to "deployed" or Return to move a deployed asset to an earlier state. Click Edit to select from any of the possible states.
  3. 3.
    Enter additional details as required:
    • To assign the asset to an individual in your organization, select a person from the list.
    • To record the location of the asset, start typing the location and select from the list or select Create new to specify a new location. Admin users can manage asset locations from the Assets Settings.
  4. 4.
    When you have finished, click Deploy, Return or Save as appropriate. All changes to an asset's status are displayed in the Activity section.
Asset details page with deployment details highlighted.
When you change an asset's status to "Retired", the retirement date is set to the current date. To change the retirement date, click Edit lifespan.
🧙🏽‍♂️ You can filter the Assets list by status. This is useful for identifying assets that are available for deployment or which are being repaired, for example.