The Asset module is one of Oomnitza's primary modules, and where you'll be spending a lot of time in Oomnitza. This is where you see all of the things that you're managing through Oomnitza, where you'll access their details, modify them, create workflow automations, and report on them.
- Accessing Assets
- Block and List Views
- Viewing an Individual Asset
- Asset Attributes
- Detailed Asset View
- Creating Assets
- Searching Assets
You can reach the Asset module by selecting Assets from the top navigation bar in Oomnitza.
Block and List Views
Once you're on the Assets page, you can choose between the block and list views using the toggle in the upper right.
The Block view lets you approach your assets in a more tangible manner with a thumbnail of the Asset, and a summary of the three most important fields, which you can customize.
The List view lets you eschew the visual element in favor of having more data available at a glance, letting you see a large number of attributes for each asset, which you can use to sort columns alphabetically. From this view, you also have the ability to bulk edit or archive assets.
Viewing an Individual Asset
To view an individual Asset, simply click on it as it appears in the assets module, either as a block in the block view, or that object's row in the list view.
When viewing an individual asset, you have the ability to edit each of that asset's attributes. Fields listed in red are mandatory, fields in black are optional, and fields in gray are system fields, which are immutable.
Asset attributes, the individual fields that describe a given asset, come in a few varieties:
- Text fields, where you can enter specified text, numbers, or dates, depending on the parameters set.
- Immutables, which cannot be edited.
- Dropdowns, which let you select an item from a pre-determined list.
What and how things can be entered in these fields vary based on how they've been set up. We'll cover that more when we go over Customization.
Dropdowns come in two flavors that are useful to understand: Dynamic Dropdowns and Enforced Dropdowns.
- Dynamic Dropdowns: These are, in essence, dropdown fields that act like free text fields. They'll give you a list of options, but also allows users to enter new options (which are subsequently included in said list).
- Enforced Dropdowns: These only allow a pre-determined set of options. If a value that doesn't match the pre-determined list, the asset cannot be saved.
You can differentiate between the two types of dropdowns based on how the options appear. A dynamic dropdown will load options as you begin to type. An enforced dropdown will display all options at once.
Detailed Asset View
When viewing an individual asset, you'll be able to see all of its attributes, as well as have access to the following tabs to add or view more information: Info, Media, Map, History, Software, Tickets, Child Assets. These will be covered more in-depth in our advanced documentation, but a brief summary of each is included below:
Info: All the attributes of the asset.
Media: Any images, video, or audio recordings associated with the asset.
Map: If the asset has an associated Location, then it can be viewed on a map.
History: View a history of all changes made to that asset.
Software: See any software installed on that asset.
Tickets: See any helpdesk (e.g. Jira, Zendesk) tickets associated with that asset.
Child Assets: See any child assets associated with that asset.
Typically, assets are created and managed en masse from an integrated software, but assets can be created manually via the "Add" button in the upper right of the assets page. You'll be prompted to fill in the details on that asset.
While creating the asset, Fields highlighted in Red are mandatory. And the asset can be saved as soon as all the mandatory fields are filled. System fields, like unique identifier and date created, aren't shown but will be added when the new asset is saved.
Within the asset details, the asset history provides one of the most useful tools for understanding the lifecycle of an individual asset and viewing what changes have been made to that asset.
The history tab automatically records all changes made to an asset, including when they happened, who made the changes, and what those changes were. It also lets you view, search, sort, and filter in order to view themes and drill into the history of that asset.
Using the panel on the left, you can sort and filter assets. This allows you to pinpoint only the subset of Assets that you want to work with. The search panel allows for filtering on any of the attributes associated with an Asset, and any combination of those attributes.
Now that we've covered assets, let's continue to Custom Reports and Dashboards —>