Creating & Updating Asset Records - FAQs

1. How do I create or update an asset record?

To create an asset:

1. Navigate to "Asset Management > All Assets"
2. Click on "Add asset"
3. Fill out the add asset form and select an assignee
4. Click on "Add asset"

To update an asset:

1. Go to "Asset Management > All Assets" and find the desired asset.
2. Click on the asset's name.
3. Update the asset details using the asset tray on the right side of the screen.

2. What asset categories can I create assets for?

 The following categories are supported:

• Computers
• Monitors
• Mobile phones
• Tablets
• External hard drives

3. What information can I provide per asset record?

You can provide the following information:

• Category
• Brand (optional)
• Description
• Serial number (optional)
• Condition
• Renewal date (pre-populated based on the organizations refresh months)
• Assignee (person or office location)

4. Which asset attributes can I update?

Updating asset attributes depends on assignee / supplied by combination as follows:

• For assets supplied by your organization created by you that are:
  • Assigned to a person or an office location:
    • Assignee
    • Status
    • Brand
    • Description
    • Serial number
    • Condition
    • Renewal date
    • Tags
  • Assigned to a warehouse (or part of an active return order):
    • Renewal date
    • Tags
• For assets supplied by Firstbase that are :
  • Assigned to a person or an office location:
    • Assignee
    • Status (only purchased assets)
    • Tags
  • Assigned to a warehouse:
    • Tags

Please note that updating the brand and description is restricted for asset records created by Firstbase that are supplied by your organization.

5. How do I archive or unarchive an asset?

To archive an asset: 

1. Click on the asset you want to archive.
2. Hover over the asset status and click.
3. Select an archive reason then click on "Update"

To unarchive an asset:

1. Click on the asset you want to unarchive.
2. Hover over the asset status and you'll see "Unarchive" button appear.
3. Click on "Unarchive" and the asset will be unarchived.

6. How do I reassign an asset to another employee or office?

To reassign an asset:

• Go to Asset Management > All Assets

• Click the three-dot menu (or Actions menu) next to the asset

• If the asset is eligible, you’ll see the option “Change Assignee” — click it

• A reassignment window will open showing the asset’s details

• Choose whether you want to assign the item to a person or an office location

• If you select person:

  • Use the dropdown to select a user

  • Only users with Active or Invited status will appear

  • The asset status will automatically change to Deployed

• If you select office:

  • Choose from the list of available office locations

  • The asset status will automatically change to Available

  • Click Confirm to finalize the reassignment

Note: You can only reassign assets that are:

• Firstbase-supplied

• Purchased

• Not part of an active return or replacement order