Tutorial: Inventorying assets using the Assets by Oomnitza app

Learn about the best practices for performing an assets inventory. 

Contents

1. Before you start
2. App setup
3. On-premise preparation

Before you start

You must have asset tags and a seating chart, or employee name list, or both.

And, you must install the Assets by Oomnitza app on an iPhone or Android with access to the internet. 

In your Oomnitza instance, complete the following actions:

• Add an inventory role. Ensure that the inventory role has read or write permissions for asset data and read permissions for user data.
• Add a people record for the inventory user.
• Assign the inventory role to the new user.

Logging in to the app

1. Open your Assets by Oomnitza app.
2. Log in using the credentials that were created for the inventory user.

On-premises preparation

The internal IT team notifies the employees that an inventory representative will visit to inventory their laptops, monitors, MiFis, and other devices so that they can be tracked in Oomnitza.

A seating chart is printed in advance.

Inventory day

1. 1. Using the seating chart, draft a plan of action so that you can move from one section of the office to the other easily. Use the seating chart to mark who you tagged and who you need to go back to.
   2. The Inventory Specialist completes the following actions:
      1. Goes from desk to desk and asks each employee for a moment of their time to inventory their assets.
      2. Tags the asset with a barcode. For example, if you are tagging a laptop, put a tag on the back of the laptop under the serial number making sure it doesn’t cover any important information.
      3. Records any issues such as missing barcodes, persons not at their desks, and the desk location so that the customer can be made notified at the end of the day. The inventory specialist should take detailed notes so that they can give a full report at the end of each inventory day.
      4. The assets are tagged with the Assets by Oomnitza app using the scenarios described below.

Add a new asset

1. Scan the barcode and place it on a computer/monitor.
2. Enter the information. The information you choose may differ according to the fields you have created in your Oomnitza instance.
   1. Location
   2. Assigned To. The employee’s name
   3. Asset Type. Laptop, monitor, etc.
   4. Serial Number. You can find this on the bottom of the laptop or “About this Mac”.
   5. Department. Ask the employee or get the information from the seating chart.
   6. Status. Confirm it is their assigned laptop.
   7. Make. Such as Apple, or Dell.
   8. Model. For models other than Apple. For Lenovo PCs you might have to remove the battery from the laptop.
3. Tap Add.

The audit of the device is complete.

Edit an Asset that already has an Asset tag

1. 1. Tap Search.
   2. Scan the barcode
   3. Tap the asset to edit.
   4. Update the fields
   5. Tap Save.

Edit an Asset that doesn't have an Asset tag

1. 1. Tap Search.
   2. Search by user or serial number.
   3. Tap the filter to sort or filter your results.
   4. Tap the asset to edit.
   5. Update the fields
   6. Tap Save.

1. 1. 1.