Using the Assets by Oomnitza app

With the Assets by Oomnitza app for Android and iOS, you can manage assets remotely. You can use your smartphone's camera as a barcode scanner to quickly add assets.

Contents

1. Managing the Assets by Oomnitza app
2. Logging into the app
3. Adding assets
4. Searching for assets
5. Editing assets
6. Copying an asset
7. Using the scanner

Managing the Assets by Oomnitza app

To use the app, users must have at least read permissions for assets. But, to use all of the app’s features, such as editing and bulk editing, add and edit permissions are required. Administrators can create a dedicated role for the app users or use an existing role that has been granted the appropriate privileges.

Administrators use the mobile screen builder in the Configuration > General > Mobile Screen Builder menu to perform the following actions:

• Define what fields are searched and scanned on the home page.
• Activate the mobile phone camera for scanning and uploading media.
• Determine how fields are displayed in the asset details view.

Administrators can control how barcodes are scanned by creating barcode scan rules in the Configuration > General > Barcode scan rules menu.

Administrators can also perform the following actions in their Oomnitza instance to set the app behavior:

• Specify the maximum allowable file size and supported file extensions for any uploaded media.
• Set a limit on the number of asset records that can be edited.
• Activate SSO so that users must use SSO to sign in.
• Configure the block view, which defines the fields that are displayed in the assets list view.

Logging into the app

1. 1. Download the Assets by Oomnitza app for Apple or Android.
   2. Click one of the following options to download Oomnitza Assets:
      • Apple
      • Android
   3. Enter the domain name or URL of your Oomnitza instance.  For example, if the address of your instance is my_company.oomnitza.com, you can enter my_company.oomnitza.com or my_company
   4. Tap Continue.
   5. Sign into the app using your Oomnitza credentials or sign in with Single Sign-On if your administrator has enabled SSO only as a sign-in option.

Adding assets

Adding an asset manually

To add an asset manually, complete the following steps:

1. Go to the home page.
2. Tap MANUALLY.
3. Enter the required information on the Add Asset page. You can:
   • Use the scanner  to add values to other text fields.
   • Search for the fields that you want to update.
   • Upload the media
4. When you have entered all information, tap Add.

Scanning an asset

Best practice
Use the scan mode to add assets that were not returned in the search. In the event that an asset is inadvertently added more than once, the system will identify and remove any duplicate entries, ensuring that only unique assets are added to the system.

Unlike manual mode, you can use the scanner to add multiple assets. To scan assets, complete the following steps:

1. Go to the home page.
2. Tap SCAN ASSET TAG.
3. Scan the assets. Refer to Using the scanner for more information
4. Tap the Scanned counter. 
5. Populate the required information on the Add Asset page. You can:
   • Use the scanner  to add values to other text fields.
   • Search for the fields that you want to update.
   • Upload the media
6. When you have entered all information, tap Add.

Note
When adding multiple codes, the values entered for fields other than the scanned value will be applied to all assets. Additionally, if media is uploaded while bulk-adding assets, the file will be attached to every saved asset.

Searching for assets

Save time entering search criteria, and use scan mode to get the info you need. 

1. Go to the home page.
2. Tap SCAN ASSET TAG.
3. Scan the asset(s). Refer to Using the scanner for more information
4. Tap the Scanned counter. 

Got too many results? In the assets list view, tap the filter to sort or filter your results.

Editing assets

Edit an asset

Complete the following steps:

1. Use the scanner or enter search criteria to find the asset.
2. Tap the asset.
3. Update the asset information. You can: 
   1. Use the search to locate the field or value that you want to edit.
   2. Use the scanner  to add values to other text fields.
   3. Upload the media

Editing multiple assets

To avoid affecting the data integrity of assets that were added to the app, read the following information:

• Mandatory fields are not required.
• Default values are not displayed.
• The changes that you make will be applied to all selected assets.
• If you select a field to update but do not enter a value, the message Specify value or it's cleared is displayed. This means that the field will be cleared for all selected assets. Deselect the field or specify a value.

To edit multiple assets, complete the following steps:

1. Use the scanner or enter search criteria to find the asset.
2. Tap Select All
3. Select the checkbox. If you want to update all assets on the page, enable the checkbox in the lower right.
4. Choose the assets you want to edit from the list. 
5. Tap Edit in the lower right.
6. Update the field you want to edit. Text fields can be updated using the scanner. If you want to update all fields, enable the checkbox in the lower right.
7. Tap Update.

Copying an asset

1. Scan or manually search for the asset you want to copy.
2. Tap the ellipsis next to the asset you want to copy.
3. Tap copy
4. In the Add asset copy page, enter the barcode or QR code. Fields that do not require unique values are prepopulated with the copied information.

Using the scanner

1. Select the type of code you want to scan:
   1. Any code
   2. QR code
   3. Barcode
2. Select a scan mode:
   1. In scan area.  All codes that fit the scan area frame are automatically added.
   2. Selected. Double-tap the frame to add a specific code. This feature can be particularly useful if an asset has more than one code, such as a barcode and a serial number.
3. Tap the Scanned Asset Tag counter in the lower right.

Troubleshooting

You may encounter problems scanning, due to poor lighting or focus problems. Tap the light switcher to activate the light on the device which will help with visibility. If you continue to have issues, try adjusting the angle of your camera, so that you're viewing the barcode from a high angle - slightly tilted. This can help you get a successful scan.

Check out the video to get an overview of the app's main features. 

Related Links

Assets by Oomnitza 4.0 FAQ

Creating barcode scan rules

Configuring the block view

For information on the mobile screen builder see Configuring the app view.

Global attachment settings

For information on setting the number of records that can be edited, refer to system.bulk_edit_records_limitin Global system settings

Granting role permissions