Requests, reservations, and access¶
Asset Requests and Request Items¶
An Asset Request is the parent record for the overall business request. It stores the requester, Company, status, needed-by date, purpose, decision information, and general notes.
An Asset Request Item is one requested line inside that parent. It identifies the requested inventory, requested Asset or type, quantity, line status, and line-specific notes.
Use one Request with multiple Request Items when a person needs several items. Do not create one unrelated parent Request for every line unless each item really needs a separate approval process.
| Record | Answers |
|---|---|
| Asset Request | Who is asking, why, for which Company, by when, and what is the overall decision? |
| Asset Request Item | Which item is needed, in what quantity, and what happened to that line? |
Typical Request statuses are Pending, Approved, Denied, Fulfilled, and Cancelled. Use your organization's Roles and workflow rules to control who can create, decide, and fulfill requests.
Requested Assets¶
The Asset list's Requested preset shows Assets connected to active Pending or Approved Requests. Fulfilled, Denied, and Cancelled requests no longer keep an Asset in that operational view.
This preset is useful for inventory staff who need to turn approved demand into a checkout or purchasing decision.
Requestable Assets¶
An Asset can be marked Requestable when it has a deployable Status. Use the Requestable preset to review the catalog available for request.
The current release uses native Asset and Asset Request screens. A dedicated one-click portal catalog is not included. If external Contacts need to submit requests, expose the allowed request screens through an EspoCRM Portal with carefully tested Portal Role and layout rules.
Reservations¶
An Asset Reservation is a dated Event for planned use. Reservations can appear in EspoCRM Calendar and support the normal Event start, end, assignment, Teams, reminders, and scheduling behavior.
Use a Reservation when the Asset is planned for a future period. Use checkout when custody actually begins.
People and companies¶
Ebla Assets Management reuses core EspoCRM records:
- Contact represents the person who receives inventory or submits a request.
- Account represents a Company, manufacturer, supplier, or other organization.
- A Contact's Account is the person's Company relationship.
- A Contact can have an Asset Location for location-aware checkout.
Custody should point to the Contact, not directly to a User record.
Portal access¶
Create a linked Portal User only when a Contact needs to sign in. The Portal User supplies authentication and Portal Role access; the Contact remains the business person used for custody, requests, and acceptance.
Before enabling portal access:
- Assign the EblaAssetMS Self-Service Portal Role or a reviewed equivalent.
- Restrict the Portal to the required Ebla Assets Management scopes.
- Review field-level access so finance, supplier, internal notes, Teams, and integrity fields stay hidden.
- Test as the Portal User, including record lists, relationship links, create forms, and exports.