Assets and custody¶
The Asset list¶
The Asset list is the main operational screen. Its default columns show the Asset Tag, name, model, status, custody state, assigned parent, location, serial number, and the available row action.
For wide lists, use a desktop-sized window so the custody columns and action buttons remain visible.
The row action changes with the Asset state:
- Check Out appears for editable Assets that are available for checkout.
- Check In appears for editable Assets that are currently assigned.
- No custody button appears when the state or your permission does not allow the operation.
Fast Mode¶
Fast Mode is the default for single-Asset checkout from the list. Select Check Out, search for a Contact, and select the person to complete a normal checkout with the server defaults.
The red Advanced… button keeps the faster workflow flexible. Use it when the checkout needs additional information or a different target.
Advanced checkout¶
Advanced checkout supports three assigned-parent types:
- Contact — a person receives the Asset.
- Asset — the Asset becomes a child of another Asset.
- Asset Location — the Location itself becomes the custodian.
Depending on the target and your permissions, the form can include:
- A new deployable Status.
- Expected check-in date.
- Checkout date.
- An administrator-only different-company override.
- Make the Asset not requestable.
- Sign or accept in place for a Contact checkout.
- Notes.
When a Category requires acceptance, Contact checkout creates a pending acceptance record. The recipient or an authorized operator can accept or decline it while the same Contact still holds the Asset.
Check-in and transfer¶
Use Check In to return an assigned Asset to inventory. Check-in clears the assigned parent and records the operation in the immutable Asset transaction history.
Use Transfer when only the physical Location changes. A transfer does not change the assigned parent.
These are deliberately separate operations:
| Operation | Assigned parent | Physical Location |
|---|---|---|
| Checkout | Set to Contact, Asset, or Asset Location | Synchronized from the selected parent |
| Check-in | Cleared | Updated according to the check-in input |
| Transfer | Unchanged | Changed |
Bulk checkout¶
Select specific Asset rows, then choose Actions > Bulk Checkout. Ebla Assets Management previews the selection before showing the form.
Assets that are already assigned, unavailable, non-deployable, or not editable are excluded and named in a warning. Only eligible Assets remain in the checkout list.
Review both groups before submitting. The final operation rechecks every Asset and processes the eligible selection together.
Other mass actions¶
After selecting Asset rows, the Actions menu can include:
- Mass Update for ordinary editable fields.
- Bulk Checkout.
- Bulk Check In.
- Generate Labels.
- Native EspoCRM actions such as export, follow, or PDF output when allowed.
Generated labels use the installed Ebla Asset MS Label template. Each 70 × 40 mm label includes the Asset Tag, identifying information, a Code128 barcode, and a QR link to the record.
Custody-controlled fields are intentionally excluded from Mass Update. Use the custody actions so validation and transaction history cannot be bypassed.
Quick Scan Check-in¶
Select Quick Scan Check-in above the Asset list. Scan or type an assigned Asset Tag, optionally select a Status and Location, add Notes, and choose Check In.
The form is designed for repeated scanning. Optional values remain selected, the Asset Tag is cleared, and the scan field receives focus again after each submission.
Useful working practices¶
- Use Ready to Deploy (RTD) or Available before a checkout session.
- Use Assigned, Check-in Due, and Check-in Overdue when following up on custody.
- Use Requested to see Assets connected to active requests.
- Prefer the Asset Tag when scanning. It is the unique operational identifier.
- Review the Asset Stream and Asset Transactions when investigating history.