This article explains how to assign items to employees, change their status and unassign them. Users with the INVENTORY_MANAGER permission do this. Every assignment change sends an email to the employees involved.
Before you start
The item must be recorded (Add inventory).
The receiving employee's email address must be up to date.
Step by step: assign an item to an employee
In the left menu, go to People > Assets.
Choose Make Inventory Assignment from the ⋮ menu on the item's row.
In the Inventory Assignment Information window, select the person in Employee.
Enter the Given Date and Assignment Description (both required). Optionally upload an Inventory Photo taken at handover.
Click Save. If the item is assigned to someone else, a warning says the item is already assigned; confirm the handover with Continue.
Step by step: change the status (maintenance, broken, lost, common use)
Choose Detail from the item's ⋮ menu.
In the detail window, choose the new status in Inventory Status, for example Idle, New Assignment, In Maintenance, Broken, Lost or Common Usage.
In the window that opens, enter the date and the description and click Save (both are required). The window depends on the status you chose:
New Assignment: in Inventory Assignment Information you select the employee and enter the Given Date and Assignment Description.
Idle: in Inventory Return you enter the Return Date and Return Description.
In Maintenance, Broken, Lost or Common Usage: in Inventory Status Change you enter the Status Date and Status Description.
If the item is assigned to someone and you choose a status other than New Assignment, you are asked "… will be taken back from … and its status will be …. Do you confirm?"; confirm with Continue.
The Assignment History tab of the same window shows to whom, in which status, by whom and when the item was given. You can delete a wrongly entered assignment row here; the item returns to the previous assignment.
Step by step: unassign an employee's items (return)
In the left menu, go to People > Employee list.
Choose Assigned Inventory List from the ⋮ menu on the employee's row.
In the Inventory list window, tick the items being returned with the boxes at the start of the rows. The box in the header selects every assigned item; unassigned rows have no box. On a narrow screen each item is a card with its box at the top.
The bar that appears at the bottom says "N items selected". Click Unassign and then Unassign again in the confirmation window. To drop the selection, click the X on the bar.
The selected items become Idle. After this, the employee should approve their current debit form (Debit form).
Result
On assignment the item's status becomes Assigned and the employee appears in the Assigned To column. The previous assignment record is closed.
The new holder and (if any) the previous holder receive an email. The email asks the employee to approve the current form with Debit Form on the My assets tab of My profile.
Unassigning with Unassign sends no email.
An employee who has assigned items cannot be deactivated; you are asked to unassign the items first.
Common problems
Symptom: The Unassign bar does not show.
Cause: No item is selected, or the selected row is already unassigned.
Solution: Tick at least one item with the Assigned status.
Symptom: Assigned Inventory List is missing from the employee menu.
Cause: Your user does not have the INVENTORY_MANAGER permission.
Solution: Get the permission on the Responsibility Management screen.
Symptom: I cannot edit an assigned item.
Cause: Edit and Delete are hidden for assigned items.
Solution: Unassign the item or set its status to Idle first.