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Hardware Assets

The asset management module tracks IT hardware from procurement through disposal, with maintenance logging, assignment history, warranty tracking, and compliance linking.

Asset lifecycle states

Diagram 1

State Description
In Stock Asset received but not yet deployed. Stored at a location.
In Use Assigned to a user or deployed to a location.
In Repair Under maintenance. Automatically tracked via maintenance logs.
Awaiting Disposal Approved for retirement. Pending disposal process.
Disposed Retired. Record preserved for audit purposes.

Creating an asset

  1. Navigate to Assets → Asset List.
  2. Click Add Asset.
  3. Fill in the required fields: name, asset type, model, serial number.
  4. Optional fields: purchase date, cost, warranty expiry, supplier, location.
  5. Assign to a user (optional — can be done later).
  6. Upload photos or documentation as attachments.
  7. Save.

The asset is created in In Stock status by default unless assigned to a user.

Assignment and transfers

Assigning an asset to a user:

  1. Open the asset detail page.
  2. Click Assign or edit the assignment field.
  3. Select the user. The status changes to In Use automatically.
  4. An AssetAssignment record is created, preserving the assignment history.

Transferring between users:

  1. Change the assigned user on the asset detail page.
  2. The previous assignment is closed (end date set) and a new one is created.
  3. Full assignment history is visible in the asset's timeline.

Warranty tracking

  • Set the Warranty Expiry date when creating the asset.
  • The dashboard and reports show assets with upcoming warranty expirations.
  • Notifications can be configured to alert before expiry.

Custom properties

Assets support custom fields defined at the organization level:

  1. Navigate to Administration → Configuration → Custom Fields.
  2. Create a custom field (e.g., "Insurance Policy Number", "BIOS Version").
  3. The field appears on all asset forms and detail pages.
  4. Custom fields are searchable via universal search.

Bulk operations

From the asset list view:

  • Bulk assign — assign multiple assets to a user or location.
  • Bulk export — export filtered asset list as CSV.
  • Bulk import — use the CLI data import for initial loading.

Compliance linking

Assets are commonly linked to compliance controls as evidence:

  1. On the asset detail page, scroll to Compliance Links.
  2. Click Link to Control.
  3. Select the framework and control.
  4. Add context notes explaining how this asset satisfies the control.

Example: linking a laptop with full-disk encryption to ISO 27001 control A.8.1 (Responsibility for assets).