1 App Features
2 Plugin Installation and Setup
3 Overview
4 Features and How to Use the Asset Management App
5 Dashboards/Reports
6 Notes and Features

App Features

User should be able to create, update and view assets .
Provision to generate bar code for each asset.
User should be able to assign assets based on the request.
Provision to track the asset assignment history.
Asset manager to update the allocation history.
Provision to show the reporting/analytics related to asset and its utilization.

Plugin Installation and Setup

Go to monday.com Marketplace and search for “Asset Management”

Step 1: Login as monday.com account and install the “Asset Management“ app by Empyra.

Step 2: Create a new workspace with name “Asset Management“.

Click on down button of Main workspace and click on add workspace.

Add name as “Asset management“ and create workspace

Step 3: Search for “Asset Management Template“ in template section and add it. It will create all required boards, dashboards, integrations and automations.

Click on “Add from template“

Search for “Asset Management Template“ from Empyra

Click on “Use Template“

Step 4: Check for all the Integrations and Automations

Board Name	Automations

Board Name	Automations
Inventory	Total - 4 Move item to Rejected when status is Rejected Change status to Out of stock when stock is 0 Send mail when status changes to Out of stock Send mail if status changes to Threshold
Assets	Total - 5 Move item to Active when status changes to Active Move item to In Use when status changes to In Use Move item to Discontinued when status changes to Discontinued Notify 1 month before support Expiration Date Notify on support Expiration Date
Non-physical	Total - 5 Move item to Expired when status changes to Expired Notify 1 month before support Expiration Date arrives notify board subscribers When Expiration Date arrives notify board subscribers. 1 day after Expiration Date arrives set status to Expired When an item is created set Current Users to 0
Asset Requests	Total - 7 Move item to Requests when status changes to Pending Move item to In Approved status changes to Approved Move item to Rejected when status changes to Rejected Notify board subscriber when item is created Send a mail when item is created to the requestor Send a mail when Request is Approved to the requestor Send a mail when Request is Reject to the requestor
Work Request	Total - 4 Work Request is approved create a item in work order board and connect work request with link to work order board and move item to approved group. Move item to In Review status changes to In Review. Move item to Cancelled status changes to Cancelled. Move item to Rejected status changes to Rejected.
Work Orders	Total - 10 Move item to Active status changes to Active. Move item to Waiting for parts status changes to Waiting for parts. Move item to Rework status changes to Rework. Subitem status changes to Working set status to Active and move item to Active. Item is created set status to Active and set Date Issued to today and create a subitem and create a subitem. Status changes to Completed move item to Completed and set Actual completion date is today date. Move item to Assigned status changes to Assigned . Move item to In Progress status changes to In Progress. Move item to Approved status changes to Active. Move item to In Review status changes to In Review.
Work Order Task	Total - 3 Move item to In Progress status changes to Working. Move item to Completed status changes to Completed. Move item to on Hold status changes to on Hold.

Automations

Check if all the are present and all of them are ON.
If any automation is missing then it is to be created by user or contact development team.

Email Configuration(Automations)

Now this page will guide you with initial application setup and usage.

User have to manually create all Email related automations.

Subject - {pulse.name} request has been created/approved/rejected

Body - Your asset request/return has been Created/Approved/Rejected.

Details are mentioned below:

Description - {pulse.name}

Asset Type - {pulse.status_1}

Request Type - {pulse.status_12}

Asset ID - {pulse.text1}

Step 5: Please provide all the permissions on login page.

Click on Authorize.

Note down the Asset Manager Id. It will be used for QR assigning/return, Work Order and Inventory.

You can logout using the Configuration settings (Custom View) to re-generate Asset Manager Id again.
Once you authorize webhooks and automations are automatically copied out from the respective boards.

Overview

Basic Asset Management App

Features and How to Use the Asset Management App

Configuration Settings

QR codes can be generated for all assets or selected assets using the feature available on the configuration settings page.

Configuration Assets: Choose any one of the checkboxes based on your opinion. It will open the form corresponding to the checkbox selection.

QR Code Generation History: It will display the logs of bulk QR code generation processes, indicating success or failure.

Once you log in, webhooks are automatically added to respective boards. If you lose your asset manager ID, you can log out here. Upon logging back in, you will receive a new asset manager ID.

Assets and Non-physical Boards

Step 1: Import the assets and non-physical assets in boards.

Assets board

Asset Allocation and Return Using Forms

Step 1: Users can use the monday.com public form to create a asset allocation request.

Step 2: Once user was created a request. Asset manager will review the request in the asset request board, open an item view of the asset request, fill out the allocation request form, and allocate the asset to the user.

Step 3: Once a request has been approved, it is moved into the approved group. An allocation history record is added to the allocation board, and the asset board also changes the asset status. The asset moves from the "Active" group into the "In Use" group.

Asset Request Board

Step 1: Users can use the monday.com public form to create a asset return request.

Step 2: Once user was created a request. Asset manager will review the request in the asset request board, open an item view of the asset request, fill out the return request form, and retrieve the asset from the user.

Asset Request Board

Step 2: Once the return request has been approved, that request is moved into the approved group. A return history record is added to the allocation board, and the assets board also changes the asset status. The asset is moved from the "In Use" group into the "Active" group.

Asset Request Board

Allocation History Board

Step 1: Users can use the monday.com public form to create a asset allocation request.

Step 2: Once user was created a request. Asset manager will review the request in the asset request board, open an item view of the asset request, fill out the allocation request form, and allocate the asset to the user.

Asset Request Board

Step 3: Once a request has been approved, it is moved into the approved group, an allocation history record is added to the allocation board, and the non-physical board is also updated to increase the current users.

asset request board

Allocation History

Step 1: Users can use the monday.com public form to create a asset return request.

Step 1: Once user was created a request. Asset manager will review the request in the asset request board, open an item view of the asset request, fill out the return request form.

Asset Request Board

Step 3: Once the return request has been approved, that request is moved into the approved group. A return history record is added to the allocation board, and the non-physical board is also updated to decrease the current users.

Asset Request Board

Allocation History Board

Asset Allocation and Return Using QR Code

Step 1: Asset manager open an any one of the item view in asset board and If asset status is “Active” and scan the QR code it will open the allocation request form and asset manager fill the details.

Step 2: Once a request has been approved that request moved into approved group, allocation history record added in allocation board and asset board also changed the asset status and asset moved “Active” group into “In Use” group and redirected into the asset request board.

Step 1: Asset manager open an any one of the item view in asset board and If asset status is “In Use” and scan the QR code it will open the return request form and asset manager fill the details.

Step 2: Once a request has been approved that request moved into approved group, allocation history record added in allocation board and asset board also changed the asset status and asset moved “In Use” group into “Active” group and redirected into the asset request board.

Work Order Using QR Code

If the “Work Request” board below automation fails turn on the automation click on the automation click on “item“ and map the below-mentioned item fields.

Step 1: Scan the assets board item QR code it will redirect into the work request form and filled out the form it will create a request in work request board.

Step 2: Once work request item is approved it will move into the Approved group and create a item in work order board and under item it will create a subitems.

Work Request Board

Work Order Board

Step 3: : Work order request is created now go to the work order task board and create a work order tasks manually. each work order task should linked with at least anyone of the work order.

Work Order Task Board

Step 4 : Once completed the work order task process before changing the status to “completed” verify the before and after attachments are uploaded otherwise move item to “Working” group and status “In Progress” and “Message” column showing attachment not upload message and once everything is completed move item to “Completed” group and status also changing to “Completed”.

Work Order Task Board

Step 5 : After completed the work order tasks come to “Work Order” board and change the subitems status to “Completed” then only it should move to “Completed” group and changing the status to "Completed” otherwise it will move to “Active” group.

Work Order

Inventory Allocation Using QR Code

Step 1 : First import the assets in inventory board using excel or manually.

Step 2 : Scan the QR code for any one of the items it will redirected into the inventory allocation form.

Step 3 : After submitted the form it will reduce the stock count and once the stock count reaches the threshold count it will change the status into “Threshold” and once stock count reaches to “0” it will change the status to “Out of stock” and create an item in “Allocation History” board with quantity.

Inventory Board

Allocation History Board

Asset QR Code, Feature Graph and Allocation History Details

Step 1: Asset manager wants to see any one of the asset item view of QR code. Open the any one of the asset item view in assets board. it will show that QR code have download and print button.

Step 2: Users click on the download button QR code will download with asset ID and user click on a print button now print window will open QR code with asset ID.

Step 1: Asset manager wants to see any one of the asset item view(assets) feature graph. Open the any one of the asset item view assets board. it will show the feature graph with asset details.

Step 1: Asset manager wants to see any one of the asset item view(assets) allocation history. Open the any one of the asset item view(assets) board. it will show the allocation history details with ID, name, assign date and return date.