Assets and device history

Agents and organization administrators maintain equipment in Assets. The inventory belongs to the organization and is stored in Empeiro. Requesters do not receive the inventory management page.

Find equipment and export a list

Open Assets. Review the total and counts for Checked out, Available, In repair and Decommissioned.
Enter a tag, serial number, model or person's name in Search assets. Search also checks descriptions, brand, category, site, notes and room information.
Narrow the result with Status, Category, Site and Assigned to. Not assigned finds equipment without an assignment. Filters apply together.
Choose Sort by and use its arrow to change direction. On a wide screen, clicking a column heading also sorts it. Small screens show asset cards.
Select Export this list (CSV) to download the filtered, sorted result, or Export all (CSV) without filters. Handle the downloaded inventory according to your organization's rules.
Select Clear filters to restore the full list. Open an asset's row or card for details and history.

Add an asset

Select Add an asset.
Enter Description or Asset tag; at least one is required. A nonempty tag and serial number must each be unique in this organization's inventory.
Choose Category. Add a missing category through Categories and sites first. Enter Site, Brand, Model, Serial number, Cost and Purchase date as applicable.
Use Assigned site, Assigned room and Assigned to a room or desk for a location assignment. To issue equipment to a person, save it and use Check out.
Enter Notes, then select Add the asset.

The saved detail opens with an addition recorded in History. For an existing inventory, use Import a CSV and follow Importing existing records.

Check out or transfer equipment

Open the asset and select Check out, or Check out to someone else when a person already holds it.
Under Check out to, choose a real person from the directory.
Check Checked out on, then select Check out.
Confirm Checked out, the holder's name and the history entry.

This changes the holder; it does not create a Microsoft account. If the person is absent, ask an administrator to check directory sync or their invitation. A decommissioned asset cannot be checked out.

Return equipment

Open the asset and select Check in.
Check Checked in on and optionally enter a Note explaining the return.
Select Check in. Confirm Available, the cleared person assignment and the history entry.

Check in is also available for equipment in repair. An already available, unassigned asset is already checked in.

Record repair or retirement

For repair, open the asset, select Mark in repair, enter an optional Note, and select Mark in repair again. Confirm In repair. Use Check in when it returns to stock or Check out when issuing it.

To retire it, select Decommission, check Decommissioned on, enter an optional note and select Decommission again. The record and history remain. There is no restore-to-service or delete-asset control in this interface. Check the asset carefully before retiring it.

Correct details

Open the asset, select Edit, change its fields and select Save changes. Cancel abandons the edit. A retired asset exposes Decommissioned date for correction. To replace a person's assignment with a location, first Check in, then edit the room or desk. Status changes use the action buttons.

Maintain categories and sites

Select Categories and sites.
Enter Add a category or Add a site, then select Add. A site entered on an asset is also offered in this list.
Check the count beside a value before selecting its Remove icon. An in-use value cannot be removed: edit the assets using it first. At least one category must remain.
Select Close. Successful changes refresh the inventory.

Equipment and tickets

On a ticket, open Details, then Devices, to attach relevant equipment. An asset's Tickets section links back to tickets about it. Linking a device records the equipment involved and supports device-category reporting; it does not check the asset in or out. See Working the ticket queue.

History records actions, actor and time. Before retrying a failed action, review the current status and latest history. For a duplicate tag or serial error, find the existing asset or correct the identifier rather than creating another record for the same device.