Tutorial: Inventorying assets using the Oomnitza asset app

This document outlines best practices for tagging assets with barcodes. The directions outline the items required and the procedure you need to follow if you are adding completely new assets to Oomnitza or updating existing Oomnitza assets with asset tags.

Navigation

Resources needed

Pre-Inventory setup

App setup

On premise preparation

Resources needed

• Asset Tags
• Seating chart and/or employee name list
• Oomnitza asset app installed on an iPhone with access to the internet 

Pre-Inventory setup

In your Oomnitza instance create the following:

• a new inventory role. To create a new role, go to Security>Roles in Oomnitza. Ensure that the role has read/write permissions for asset data and read permissions for user data.
• a new inventory user. To create a new user, go to People menu in Oomnitza.
• Assign the inventory role to the new user.

App setup

Open your Assets by Oomnitza app that you installed in Updating assets using the Oomnitza asset app and login using the credentials you created in the Pre-Inventory setup.

On premise preparation

1. The internal IT team alerts employees that an inventory representative will be coming around on {date/time} to inventory their laptop, monitors, mifis, and other devices to be tracked in Oomnitza.
2. A seating chart is printed in advance.

Day of Procedure

1. 1. Using the seating chart, draft a plan of action so that you can move from one section of the office to another easily. Use the seating chart to mark who you tagged and who you need to go back to.
   2. Inventory Specialist:
      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 laptop under the serial number making sure it doesn’t cover any important information)
      3. Records any issues (such as can’t find the barcode, person not at their desk) and the desk location so that the customer can be made aware 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.
   3. The assets are tagged with the Oomnitza asset app using the scenarios described below.

New Asset and New Asset Tag

1. 1. Scan the barcode and place on a computer/monitor
   2. Enter the following information:
      • Location
      • Assigned To: Use the employee’s name
      • Asset Type: Laptop, monitor, etc.
      • Serial Number: You can find this on the bottom of laptop or “About this Mac”
      • Department: Ask the employee or get from seating chart.
      • Status: Confirm it is their assigned laptop.
      • Make: Apple, Dell, etc
      • (Only for non-apple models): Model.
        • For Lenovo’s/PCs you may have to remove the battery on the laptop 
   3. Select Upload; this device is now complete.

Edit an Asset that already has an Asset Tag

1. 1. Go to Edit
   2. Scan the barcode
   3. If no results are found, make sure all non-barcode fields are deleted.
   4. Select Search
   5. Complete the relevant fields
      • Location
      • Assigned To: Use the employee’s name
      • Asset Type: Laptop, monitor, etc.
      • Serial Number: You can find this on the bottom of laptop or “About this Mac”
      • Department: Ask the employee or get from seating chart.
      • Status: Confirm it is their assigned laptop.
      • Make: Apple, Dell, etc
      • (Only for non-apple models): Model.
        • For Lenovo’s/PCs you may have to remove the battery on the laptop 
   6. Select Upload; this device is now complete

Edit an asset in the system that doesn’t have an Asset Tag

1. 1. Go to Edit
   2. Clear any barcode pre-existing in the search field
   3. Search by user or serial number
   4. Select Search
   5. Complete the relevant fields
      • Location
      • Assigned To: Use the employee’s name
      • Asset Type: Laptop, monitor, etc.
      • Serial Number: You can find this on the bottom of laptop or “About this Mac”
      • Department: Ask the employee or get from seating chart.
      • Status: Confirm it is their assigned laptop.
      • Make: Apple, Dell, etc
      • (Only for non-apple models): Model.
        • For Lenovo’s/PCs you may have to remove the battery on the laptop 
   6. Select Upload; this device is now complete