User Guide & Help

Search for the answers to your questions or learn to use new features

Overview

Assets move through a lifecycle, starting from initial creation in the system through end of life. Below is a representation of the flow, that shows the possible stages an asset can travel, though each step may not be required for every type of asset. With Asset Rabbit, you can track assets as they flow through each stage and generate reports to show which assets are where.

The asset lifecycle.

Assets travel through a number of stages throughout their life.

Assets begin the lifecycle at the manufacturing or procurement stage. Once the need for an asset is clear, the user can create an asset record in the system. Once the asset is physically received, an Asset Rabbit generated barcode label can be applied. If any customizations or modifications are required, the user scans in the barcode, takes note of the changes in the notes section, and replaces the asset back to inventory. When the asset is ready for deployment, the user scans the barcode and changes the owner to the person who will be receiving the asset. When the person who recieved the asset either checks the asset back in or returns the unit for modifications, the user makes note of any required details in the asset record. Once the asset will no longer be deployed, it may be retired. The records are retained to allow for future analysis.

Assets are organizaed in a hierarchal structure. Assets that share a common trait are grouped together in a category. Categories can represent all of the assets created or used in a project or assets with a similar function. The asset type is an abstration of the physical asset. It used to store information that is consistent between physical assets, like the manufacturer's part number, and to specify what information needs to be collected for each individual unit. Asset types may be associated with more than one category. Asset records are the individual physical assets and always have an associated serial number to differentiate them from one another. An asset record will only be associated with one asset type.

The hierarchy of records in Asset Rabbit.

Categories, asset types, and asset records comprise the hierarchy of the Asset Rabbit system.

As an exmple, suppose you wanted to track the company's IT equipment and the hardware being developed as part of the Copper River project. First, you would set up a Category entitled IT Equipment and another called Copper River Project. Then you would create asset types for Macbook Air 13" laptop, Macbook Pro 15" laptop, the Microsoft mouse, and other equipment that you will track. You would also set up asset types for the Copper River project, including for the mainboard, system, and power supply. When you receive the shipment of Copper River mainboards, you can create asset records for each unit, print out a barcode label and deploy them, recording in the application the owner of each unit. As you receive Macbook Pro 15" laptops, you can create asset records for each unit, scan the existing Apple serial number and then record who receives the units you deploy.

Categories.

The IT and Copper River Project categories are included in the category list.

Category

The category is the highest level of the record hierarchy and are very simple to set up. Navigate to the category page and click the +Add button. Enter the name of the category and a brief description. The description is used not only to remind you of the kinds of assets that will be included in the category, but also to help other users to know whether they will find the assets they are looking for in this category. The description will appear in hovertext windows when the user rests the mouse pointer over the category.

You may also associate an image with the category. This will be helpful for the users who set up asset types to know they are selecting the correct category and also to create an identity for the category.

Asset Types

Asset types act as the definition of the assets you will be tracking. They tell the app what data needs to be collected and in what format whenever an asset record is created or edited. When creating an asset type, enter a unique name for the asset that is simple and easily recognizable by the user. You can add additional details in the description field. When users rest their mouse on the asset type name, the description field will be displayed to help them make the correct choice. Let's say a user is setting up an asset type for a laptop. The name would be Macbook Pro 15" Screen and the description might say something like: 14.9-inch Laptop (2.0GHz dual-core Intel Core i5, 256GB Retina Display).

When creating an asset type, you will need to associate it with at least one category. Add associations with more than one category by clicking on the category dropdown box and clicking on a second cateogry. You can reduce your options by typing in the first few letters of the category you are looking for.

Asset Types.

Creating an Asset Type.

Serial Number (Asset Type)

There are two serial number formats, Default and Custom.

The custom serial number format allows you to enter an unconstrained serial number for each asset that you create. This works best for assets that already have serial number asset tags, such as IT equipment or other high value items. Once you select custom serial number, no additional information is required to create the asset type. Note that the custom serial number is limited to between 3 and 35 alphanumeric characters.

With the default serial number format, you set a couple of fields in the asset type screen and the app will automatically assign serial numbers to the assets you create. When creating a new asset type, you must enter a three character Unique Identifier and a two character Revision Code. Both of these are case-senitive alphanumeric fields. The unique identifier can be an abbreviation of the asset to help you know which asset type you're looking at with just a glance at the serial number label. The revision code can be used to indicate revisions or versions of the asset. During the asset record creation process the app will take these two fields and combine them with the month, day, and year, and add a four digit counter to create the unique serial number. By default, the four digit counter resets to zero each day. This can be changed to continue to increment regardless of the date code through a setting in the administration page.

Standard Fields (Asset Types)

Asset Rabbit provides an assortment of standard fields. These fields provide benefits that are integrated into the app. Many can be hidden from view by the administrator if they will not be used. Additionally, some fields may be flagged as required by the administrator, requiring the user enter a value before a new record may be created or an edited asset record saved.

Standard Field Description
ID Each new record is automatically assigned a unique, non-editable identifier.
Name This is the name assigned to the asset type. The user will select this name from among the list of all visible asset types when creating asset records.
Description Description provides more information about the asset type to users creating asset records or ordering this asset type. When creating asset records, if the user hovers over the assset type name, the description field will be shown in hover text next to the field. Additionally, the user will be able to view this information as part of the ordering process to determine if they have selected the correct asset type.
Category Each asset type must be assigned to at least one category and may be assigned to multiple categories.
Serial Number Format The user may choose which serial number format to use. Please see the serial number user guide section for more details of the available serial number formats. Note that this specifies the serial number format for all asset records created in the future. This means that you can change the format to allow for custom serial numbers in order to accommodate unique circumstances and then change it back to an automatically generated serial number format.
Default Serial Number Format When an automatic serial number format is selected, the user must enter alphanumeric characters in the provided fields. Rules for these fields are described in the serial number section of the user guide. It is recommended that unique identifiers be used to prevent duplication serial numbers with other asset types.
Manufacturer If used, enter the manufacturer of the asset type.
Manufacturer Part Number If used, enter the manufacturer part number of the asset type.
Capital Asset Check this checkbox if the asset is classified as capital equipment. This allows for sorting of capital budgeted assets.
Cost Enter the standard cost for the asset type. Note that this value will pre-populate in the asset record when created, but may be changed for each asset record.
Location The location field can be used to set up a predefined list of locations the user can choose from when creating or editing the asset record.
Depreciation These fields are used for tracking the depreciation of assets. The value you enter in useful life is used as the time period to fully depreciate the asset. Schedule indicates how frequently you want the book value to be updated. Depending on the oranization, the book value and accumulated depreciation may need to be updated yearly, quarterly, or monthly.
Picture The picture field can store a photograph or other picture of the asset type. Each asset type may have their own pciture.
Service Timeframe Assets that require regular servicing or calibration can be tracked through this field. During the asset type creation process, the administrator will specify the frequency of servicing required. During the asset record creation process, you will enter the date the asset went into service and with this information, the app can provide you and the administrator reminders when servicing is required.
Cost Center Organizations that track cost through a cost center mechanism may use this field to assign asset costs to specified cost centers. The field will default to the initial owner's cost center but may be changed. You may type in a user's name to find the associated cost center.
Status Set to either active or retired to indicate whether the asset is still in use or has been decommissioned. The status field will change from active to retired for selected assets when the remove assets button is pressed.
Name, Address, Phone Number, e-Mail These fields may be used to track who the asset is given or shipped to if they do not have accounts in the application.

Custom Fields (Asset Types)

If the field you need is not included in the standard list, you can always create a custom field. This allows you to track just about any unique information about your assets.

Most custom fields provide an option for Required and Active. Keeping the Active checkbox checked keeps the custom field you are creating visible for users who are creating a new record or are viewing a record that has already been created. Unchecking the Active box will cause the custom field to no longer be displayed. The Required checkbox indicates whether a user must enter a value in this field before saving their asset record. The required checkbox will be ignored if active is unchecked.

Custom Field Description
Attachment Attachment allows the user to include a field in the asset record for the user to attach a file. By default, the field only allows a single attachment, however, by clicking the Allow Multiple Attachments, the user may attach as many files to the asset record as they'd like. The maximum file size may be limited through an administrator setting.
Checkbox The checkbox is a checked or non-checked field. This allows for very simple data to be collected by the user during the asset record creation process.
Checkbox List If you have a list of items that the user can select during the asset record creation process, the checkbox list is the way to go. For example, let's say you want the user to select a color for the asset--you can create a list of colors that they can choose from. The checkbox field also allows for the user to select multiple items in the list--just check the checkbox Allow Multiple.
Currency The currency custom field allows you to store financial information. You can provide a default value that appears in the field when the user is creating an asset record. Up to 18 digits are allowed, between the whole number and decimal places. Maximum decimal places allows you to specify how precise the currency values will be. You're allow up to 5 decimal places which equates to 1/1000th of a penny. Display Decimal Places sets the number of decimal places shown in the asset record. It's possible to store numbers with higher accuracy, but show the number rounded to the nearest penny.
Date The Date custom field provides a method to allow users to provide a date as part of the asset record creation process. This could be used for a requested delivery date or a return date. If the default value is left blank, the user will be presented with the current date when they click on the cell. Minimum Value and Maximum Value set limits on the allowable date range that the user may enter. To set a limit, enter a date into the Minimum Value and / or Maximum Value, and check the Enabled checkbox. Date values that are not selectable will be highlighed in the calendar when the user is selecting a date.
Decimal This field is for non-whole numbers that are not a currency. The field allows up to 18 digits that may be split between the whole numbers and the digits to the right of the decimal point. If you enter a number in the Default Value field, it will pre-populate the number whenever a user creates a new record. Minimum Value and Maximum Value set the limits to what values a user may enter into the field on the asset record screens. Maximum Decimal Places indicates the level of precision that will be tracked and allows up to 5 decimal places. Display Decimal Places indicates how many digits to the right of the decimal place will be displayed in the asset record. Values entered with greater precision will be saved in full, but will be displayed rounded to the number of places indicated in this field.
Integer To collect whole numbers, use the integer custom field. Setting the minimum and maximum values allows you to taylor the allowable entries during the asset record creation process. Entering a value in Default Value will cause the field to be pre-populated during the asset record creation process.
Text The text field allows the user to enter alphanumeric data as part of the asset record creation process. The description will appear as helper text in the asset record field, unless a default value is set. Length specifies the maximum number of characters that are allowed to be entered. There are two predefined values, small (which is set at a maximum of 150 characters), and large (which is set at a maximum of 300 characters). You can select custom length and specify any number from 3 to 4000 characters.

Asset Records

Every asset you track is recorded in an asset record. You can capture all of the specific details and individualized notes about your assets. To begin tracking an asset, click on the +Add button and fill in all of the details about the asset. Begin by selecting which category the asset belongs to and then the asset type. Once you select the asset type, the form will be populated with all of the fields that are available for this asset. Note that the asset type may not be changed after the asset record is created. Some fields are optional and others are required. If you try to save an asset record without all of the required fields populated, you will receive an error message next to the field that is required.

Asset Record

The asset record creation screen will vary depending on the what fields are specified in the asset type.

Serial Number (Asset Records)

There are two serial number formats, Default and Custom.

If the asset record that you are creating includes the custom serial number format, you may enter whatever alphanumeric characters that make up the serial number into the provided field(s). If you need to create multiple asset records of the same asset type, simply enter the number of asset records you plan to create in the quantity field. Then, click on the Enter Serial Numbers button to scan in the serial numbers for the asset records to be created. Note that the custom serial number is limited to between 3 and 35 alphanumeric characters. Check the Print serial number label(s) checkbox if you would like the application create a printable .pdf of the serial number labels for the assets you create.

For asset records with the default serial number format, the serial number will be generated automatically for you using the unique identifier and revision code you provided in the asset type. Simply enter the number of asset records you'd like to create and whether you want to print the serial number labels. The app will assign a unique serial number from the range shown to each of the asset records you create.

Standard Fields (Asset Records)

Asset Rabbit provides an assortment of standard fields. These fields provide benefits that are integrated into the app. Many can be hidden from view by the administrator if they are not being used. Additionally, some fields may be flagged as required by the administrator, and require that you enter a value before a new record may be created or saved.

Standard Field Description
ID Each new record is automatically assigned a unique identifier that is not editable.
Category Select the category for the asset record you want to create. You may click on the drop down list or begin typing in characters into the field to find the category you are looking for.
Asset Type Once you have selected the category for the asset record you wish to create, the asset type field will become populated with the available asset types. Select the asset type by clicking on the dropdown box and selecting it, or by typing the name and selecting it from the reduced list. If you select an asset type that includes a picture, the image will appear next to the category and asset type fields now.
Owner The owner is the person who is currently in posession or responsible for the asset and is selected from the user database. The owner field is a drop down menu that allows the user to type in characters to reduce the available options. Only one person may be assigned to an asset at any given time.
Notes This is a free form area for entering information about each specific asset. This field allows you to save information about issues or repairs made to the asset. You can also note the condition of the asset during the checkout or return process.
Picture The picture field can store a photograph or other graphic of the asset. Each asset may have their own pciture.
Location This drop down box offers a list of locations where the asset resides. The administrator is responsible for providing the list of allowable options. The list of options may be narrowed by typing into the field.
Depreciation Several fields provide information on the depreciation of the asset: acquisition date, useful life, schedule, and book value. Useful life and schedule are defined during the asset type creation process. The acquisition date and book value, which will default to the value entered in the cost field, may be entered during the asset record creation process. Clicking on the Show Schedule button will show the book value over time.
Shipping Tracking Number For assets that are shipped, the user may enter a shipping tracking number. For standard carriers, the user may click the Track Package button to open tracking details from the carrier through Google's search interface.
Purchase Order Number You can store the purchase order number for assets in this field. This is text field of up to 30 charaters.
Service Timeframe Assets that require regular servicing or calibration can be tracked through this field. During the asset type creation process, the administrator will specify the frequency of servicing required. During the asset record creation process, you will enter the date the asset went into service and with this information, the app can provide you and the administrator reminders when servicing is required.
Cost Center Organizations that track cost through a cost center mechanism may use this field to assign asset costs to specified cost centers. The field will default to the initial owner's cost center but may be changed. You may type in a user's name to find the associated cost center.
Status Set to either active or retired to indicate whether the asset is still in use or has been decommissioned. The status field will change from active to retired for selected assets when the remove assets button is pressed.
Name, Address, Phone Number, e-Mail These fields may be used to track who the asset is shipped to.

Custom Fields (Asset Records)

After selecting the asset type, custom fields will be displayed that are part of the asset record being created. The user that sets up the asset type detemines which, if any, are required. Not all asset records will include custom fields.

The asset type will also specify whether the user is required to enter a value prior to creating a new record or saving an edited asset record.

Custom Fields

Asset record custom fields are defined during the asset type creation process. All asset records created from a given asset type will include the same custom fields.

Custom Field Description
Attachment The attachment area is located below the custom field area. Attachment custom fields allows the user to attach a file of their choosing by draggin-and-dropping or clicking the plus button on the drag-and-drop box to select a file from the file browser. Some attachment fields are set up to only allow one attachment, while some are setup to accept an unlimited number of attachments. To view an attachemnt, click on the down arrow under the file icon. The file will download in your browser and you will be able to open the file from browser. If you cannot find the downloaded file, check your downloads directory. File size may be limited by an administrator setting and files may be removed by clicking on the minus sign under the drag-and-drop box.
Checkbox The checkbox is a checked or non-checked field. This allows for very simple data to be collected by the user during the asset record creation process.
Checkbox List The checkbox list presents you with a list of items to choose from during the asset record creation process. To select an option, click on the checkbox list field and the list will appear. Simply click on the item you would like to select. You can type characters into the field to narrow the list of options. Depending on how a particular field is setup, the checkbox list may allow only one selection or may allow multiple.
Currency The currency custom field allows you to store financial information. The admistrator who setup the asset type may select a default value that you can overwrite. There may be other constraints on the number, including how precise the number may be (the app allows up to 1/1000th of a cent) and how many digits past the decimal point will be rounded and displayed.
Date If the asset record has a date field, clicking on the field shows a calendar that you select the desired date from. The calendar will show a shaded area if there are dates outside of the allowable range set by the administrator during asset type creation. Dates may also be hand entered, as long as they follow the required date format (MM/DD/YYYY).
Decimal This field is for non-whole numbers that are not a currency. The field allows up to 18 digits that may be split between the whole numbers and the digits to the right of the decimal point, as defined by the administrator during asset type creation. In some cases, the administrator has set the field to show a number of decimal places that is less than the precision you may enter. In these cases, the value will be rounded for display only.
Integer This field is for whole numbers. Like other numeric fields, the administrator may set upper and lower limits to the entered value during the asset type creation.
Text The text field allows the user to enter alphanumeric data as part of the asset record creation process. Length restriction and default value are set by the administrator during the asset type creation process.

Grid View

All of the various records that you view are presented in grids where each row respresents one record and the columns display specific fields from each record. All grids include the sync menu option in the more menu. This allows you to view the latest records, including those someone may have recently added, after your session began.

Columns

Columns provide the values stored in an individual record field. For example, the asset record has the ID, serial number, owner, and other fields. All of these may be set as columns in the grid. To change which columns are displayed, hover the mouse over one of the column headers. A down-arrow will appear on the right of the column header. Clicking this down-arrow shows a menu, including a Columns option. Clicking on the Columns option allows you to choose which columns are visible and which are hidden. If you prefer that your columns are in another order, hold your mouse on the column header, then left-click and hold. You can now drag-and-drop the column header to a different location. Clicking on the column header will toggle sorting by that column, while clicking again will change ascending or decending order.

Change the column configuration by clicking on the drop-down or dragging-and-dropping the column header

Selecting Records

To view or edit a record, either double click it or select the record and click on the Edit menu item on the horizontal menu bar. The Edit menu item will allow for editing multiple records at once, however double clicking will not open multiple records. Records may be selected by clicking on the checkbox located on the left edge of the record or by clicking on the body of the record. A second record may be selected by clicking on the checkbox, whereas clicking on the body of the record will clear the previous selection(s). You may also select multiple records by clicking on the checkbox in the column header, which will select all records in that grouping, including records currently in collapsed bundles. Clicking the heading checkbox again will deselect all records. You may also select multiple records by first selecting a record and then holding down the shift key while left clicking the body of another record. All records located between the two records will be selected.

Select by clicking the checkbox or the body of the record. Selecting the body deselects other selected records. Hold shift and click the record body to select multiple records

Pagination

If you do not bundle records, the grid will paginate records, breaking them up into a series of pages, to simplify the view. The pagination bar is located at the bottom of the page or bundle and tells you how many pages of records are available. With pagination, you can still sort records and perform other functions mentioned above.

Bundles

As you create more asset records, the list of records becomes hard to view wholistically. Bundles bring together similar records to present you with a higher level veiw of all of your assets. On the asset types page, you will be able to view records bundled by categories, with a heading that shows you how many of each type of asset type has been created. For asset records on the manage assets page, you can bundle by asset type, category, and both. If you bundle by both, the top level bundle will be category and the nested bundle will be asset type. You can turn on and off bundles or change which bundle to use by clicking on the more menu.

History

Asset Rabbit tracks all changes made to all records. This allows you to see when an asset was deployed, what changes were made, when servicing took place, who made changes to the record, and any number of other actions. History can also be used to catch and correct errors. To view the history of a record, double click a record and simply expand the history section at the bottom of the record. A detailed window may be opened of each history line by double clicking on the line.

Track all the changes made to the asset throughout its lifecycle

Search

Asset Rabbit provides a search bar at the top of every page. Simply begin typing in or scanning information into the search bar and suggestions will be provided. Clicking on any of the suggestions will open the record for you.

Search

Clicking on the search result will open the selected record

If you click on the magnifying glass icon or type the enter key, either the resulting record will be opened for you, if there was only one match, or you will be taken to a search page with all of the results based on the search term you entered. You may click on any item to open it and still return to the search results. You may also modify the search results to more finely tune the results. The search window and search results may be closed at any time by clicking the X in the upper right corner of the page.

Search Results

Clicking on the magnifying glass or pressing enter will open the search results page

Filtering

Clicking on the filtering menu item reveals a filter bar. You can select options from each of the fields to only show records that meet the selected criteria. The filtering takes place automatically once you make a selection in one or more fields. Note that once you have selected filtering requirements, the other fields will only show filtering options that will produce records. Also note that most of the filtering fields allow multiple entries, showing all records that meet any of the number of entries you make.

Filtering allows you to trim the number of displayed records to only the ones you're interested in. You can create reports based on these customized views

Check In / Out

The check in/out feature allows for quickly changing the asset record owner. There are two check in/out tabs: quick check and bulk check.

For changing the owner of a single asset record, use the quick check tab. If necessary, click on the field entitled 'Enter serial number:' and type in or barcode scan the serial number for the asset record you want to change. Next, enter the name of the user that you would like to become the owner of this asset and click the check in/out button. A message will appear if the serial number is invalid for whatever reason, otherwise, the changed asset record will be shown. To speed entry, you may click on the checkbox to allow the asset to change owners after pressing the enter key after entering the user. Note that if user records include custom fields, such as ID or badge number, you may enter or scan in the number and the correct user will be displayed.

Use the bulk check tab for changing the owner of multiple asset records or any field for one or more asset records. If necessary, click on the field entitled 'Enter serial numbers:' and type in or barcode scan the serial number(s) for the asset record(s) you want to change. Serial numbers should be seperated by typing the enter key or with a space. Do not use commas or any other symbols to seperate the serial numbers. Once you have entered all of serial numbers, click on the check in/out button. If any serial numbers are not correct or not unique, you will be shown an error, otherwise the edit multiple assets window will be displayed. Change the appropriate field and click save. The bulk check tab will show which records were updated.

Check In / Out allows you to quickly change the owner for one or more assets

Import

If you have existing spreadsheets with asset record, asset type, or user information, the import feature allows you to import that data into the app. You can navigate to the import page by clicking the more button on the manage assets, asset types, or adimistration / users page. Once on the import records page, you can select which type of record you would like to import by selecting the appropriate tab located just below the blue header bar. Note that there is no support for importing pictures or attachments.

Import Asset Records

Start importing asset records by selecting the category and asset type of the asset you're trying to import. As with creating asset records through the normal process, you may only assign the asset record one category and one asset type. Once this is complete, you can click on the create template button. The app will create an Excel spreadsheet with all of the details available and required for that asset record. In most cases, you can cut-and-paste data from your existing spreadsheets directly into the template. For drop-down boxes, you must select the options from the provided list, as specified in the asset type. Once you select an option from a drop-down menu, you can always copy this result into other cells in that column. Hovering over the cell will also give you hints on the requirements for the data you enter. Once you've completed copying all of your data, save the file and upload it. You can upload it by either drag-and-dropping the file onto the 'Drop files here to attach them' box or by clicking the plus button just below the box. Check the Print Serial Number Labels checkbox if you wish to have serial number labels created for your new records. The app will tell you if you have any errors in the spreadsheet. No records will be imported if any errors are found. Simply fix the errors and reupload the spreadsheet.

Import Asset types

Asset types may be imported through a similar process. Start by selecting the category or categories of the asset type you're importing. Once you've specified the categories, you can click on the create template button. The app will create an Excel spreadsheet with all of the details available and required for that asset type. Note that once the template is created, you may not change the assigned categories without creating a new template. Open the Excel spreadsheet template and copy over all of the pertinent information including manufacturer, manufacturer's part number, and cost. In most cases, you can cut-and-paste this data from your existing spreadsheets directly into the template. You can select whether the asset type will be a captial asset and which serial numbering format to use. For drop-down boxes, you must select the options from the provided list. Once you select an option from a drop-down menu, you can always copy this result into other cells in that column. If you select the standard serial number format, you'll enter the unique identifier and revision that makes up the serial number. Hovering over the cell will also give you hints on the requirements for the data you enter. Once you've completed copying all of your data, save the file and upload it. You can upload it by either drag-and-dropping the file onto the 'Drop files here to attach them' box or by clicking the plus button just below the box. The app will tell you if you have any errors in the spreadsheet. No records will be imported if any errors are found. Simply fix the errors and reupload the spreadsheet.

Import Users

Start importing users by simply pressing the create template button. The app will create an Excel spreadsheet with all of the details available and required for that user record. In most cases, you can cut-and-paste data from your existing spreadsheets directly into the template including the user name and e-mail address. For drop-down boxes, you must select the options from the provided list, as specified by the administrator. Once you select an option from a drop-down menu, you can always copy this result into other cells in that column. Hovering over the cell will also give you hints on the requirements for the data you enter. Once you've completed copying all of your data, save the file and upload it. You can upload it by either drag-and-dropping the file onto the 'Drop files here to attach them' box or by clicking the plus button just below the box. Check the Notify user that their account has been created checkbox if you wish to have an email sent to each new user that will provide their login credentials. The app will tell you if you have any errors in the spreadsheet. No records will be imported if any errors are found. Simply fix the errors and reupload the spreadsheet.

Administration

The administration features allow you to manage users and the general setup of the app.

Users

The administration page and user records are only accessable by administrators. This screen allows you to manage users, including creating, removing, and editing accounts. Like asset records, the user record has standard and custom fields that can be set by the administrator. For standard fields, the administrator can enable the field as required or optional (Active), or disable use of the field by selecting 'Hidden'.

Standard Field Description
ID Each new user is automatically assigned a unique, non-editable identifier.
Name Each user must have a name assigned. This is typically their first and last name. It is up to the administrator to determine and enfore the desired format.
Email This represents the user's email address. Note that the user ID, which is used to log in, is the email address.
Status There are three statuses for users: Active, Inactive, and Suspended. Newly created users are automatically set to active status and the user must have active status to log into the app. To remove a user's access to the app, change the status to inactive--this will prevent a user from logging into their accout. Note that the only way to view inactive users is through the filtering feature. If a user attempts to log into their account, but sequentially fails too many times the user's account will be changed to suspended. The administrator may enable the app to automatically change the status back to active after two hours through the administration configuration option. If this isn't selected, the acount must be manually changed back to active. The administrator also specifies the number of failed attempts before account status changes to suspended.
Role Role specifies the global access the user is granted. Administrator has full access to all aspects of the app, while user has the least. Review the section below on Roles for details of each role.
Manager A single manager may be selected for each user record. The manager is routed the approval request for an order. The manager also has the ability to view any records that the user is listed as owner. By adding a name to the manager field, the listed manager will automatically have a corresponding entry on their 'Team' field.
Team Users may be added to the team field to recognize that this user is the manager for these team members. Users added to or removed from this field will have a coresponding change made to their 'Manager' field.
Location Location allows users to be grouped by site or other physical location.
Cost Center For organizations that manage costs through cost centers, this field allows users to be grouped by cost center. This allows for sorting of asset records by cost center as a means to analyse and / or assign costs for assets.
Last Login This field displays the last time the user logged in and is uneditable.
Account creation date This field displays the date the account was created and is uneditable.
Picture The picture field can store a photograph or other picture of the user. Each user record may have their own picture. The user may change their picture in the user settings.
Set Password This button allows the administrator to set the password for a user. The user will not be notified of the change.
Reset Password When the administrator clicks on the reset password button, the user is sent an email that will allow them to choose a new password prior to logging in.

Custom Fields

The administrator may create custom fields to add to each user record. Custom fields also allow for active, required, and hidden state.

Custom Field Description
Attachment When added, the attachment area is located below the custom field area in the user record. Attachment custom fields allows the administrator to attach a file of their choosing by drag-and-dropping or clicking the plus button on the drag-and-drop box to select a file from the file browser. Some attachment fields are set up to only allow one attachment, while some are setup to accept an unlimited number of attachments. To view an attachemnt, click on the down arrow under the file icon. The file will download in your browser, where you will be able to open it. If you cannot find the downloaded file, check your downloads folder. A file size limitation may be set by the administrator and the attachment may be removed by clicking on the minus sign under the drag-and-drop box.
Checkbox The checkbox is a checked or unchecked field. This allows for very simple data to be collected during the user record creation process.
Checkbox List The checkbox list presents you with a list of items to choose from during the user record creation process. To select an option, click on the checkbox list field and the list will appear. Simply click on the item you would like to select. You can type characters into the field to narrow the list of options. The administrator may set up the field to allow only one selection or may allow multiple selections.
Date If the user record includes a date field, clicking on the field shows a calendar that you select the desired date. The calendar will show a shaded area if there are dates outside of the allowable range set by the administrator.
Integer This field is for whole numbers. Like other numeric fields, the administrator may set upper and lower limits to the entered value.
Text The text field allows alphanumeric data as part of user record creation process. Length restriction and default value are set by the administrator.

Roles

The administrator can apply roles to users to allow varying access to the application. The roles are described below:

Roles Description
Administrator Users with administrator role have access to all aspects of the app. Administrators are able to create / modify all records system wide, manage users, set system-wide settings, and view all cost fields. All menu options are visible. Any user initiated account creation action will generate an email to all administrators.
Category Manager The category manager may create and edit categories, asset types, and asset records. The administrator may set access rights from among two options: 1) Manage records the user has category access to or created, 2) Manage all records (not including users). Cost field is visible. Other than the administration and import user menu options, all menu options are visible.
Logistics The logistics role is intended for users who are responsible for deployment of assets or fulfilment orders. This allows the user to check in and out assets, edit asset records, and create and edit asset types as needed. The administrator may set access rights from among two options: 1) Manage records that the user has category access to, 2) Manage all records (default). The cost field is visible.
User The user role is limited to Asset Record viewing and may not create or edit any records. The administrator may choose one of three options for user role access: 1) View only records that the user is an owner for, 2) View only records that the user has category access (note that this creates a linkage with privileges), 3) View all records (default). Cost field is not visible. Administration menu option is not visible and, except for the manage assets menu item, all other menu options are greyed out and not clickable. Add and remove are greyed out and not clickable. The more menu will not display the import feature.
Finance The finance role has the same access as the user role, with the addition of visibility to the cost field.
Manager The manager role is an implicit role and will be applied in addition to the expicit role described above. A user is given the management role whenever they have a team member assigned in their user record or are called out as manager in another user's user record. The manager role is controlled by a checkbox on the General Settings page. If checked, any user with the manager role will be able to view all of their team members' records, including categories, asset types, and asset records. The checkbox is checked by default. Menu options are not affected by this role assignment.

General Settings

The administration general settings tab provides general information and settings for the application

General Information

The general information tab provides the administrator with usage information. There are key data, inlcuding number of users and storage space used, that affect your billing. You can use this information to better manage your ongoing usage cost.

Serial Number Settings

Serial number settings provides a few general configuration settings for serial numbers and serial number labels. As described in the serial number section, the administrator can choose to have serial number continue incrementing rather than resetting to zero each day. The administrator can add text on the top of the label that either displays the asset type for the asset or a fixed, global title.

User Settings

The user setting tab provides options for configuring the password requirements and fields included in the user record.

Password Rules

Login attempts before lock-out describes the number of failed attempts a user may make before their account is suspended. This number must be greater than 3, but less than 10. The administrator can choose to allow the system to re-enable the account after two hours of being in the suspended state. Other password settings include the required minimum password length, capital letter, and special charaters. Password rules are shared with the users attempting to log in or initiating the account creation process.

Optional User Fields

The optional user fields include several standard fields, location, cost center, manager, and team, that are part of the user record when enabled. Clicking on the Manage Location button allows the administrator to add predetermined physical locations or sites that a user is affiliated with. The manage cost center feature uses the same interace style as manage location and allows the administrator to associate a cost center with a user for cost tracking. Manager and team are linked together in the user records--when a user is added to the manager field, the team field in the corresponding user record will also be populated. If a person is a manager, they will be able to view all of their team member's records, if enabled. All four of these standard fields may be hidden if the administrator does not wish to use them.

Custom User Fields

The administrator may create additional fields for each user for tracking various information. This might inlcude an employee ID number, user identifier, and other information.

User Signup Flow

The user may initiate the account creation process. On the login page, the user will click on the Create Account button. This page presents the set of fields tracked by the application: name, email address, manager, location, cost center, team, and any other custom fields the administrator adds to the user records. The user then enters information into these text fields and clicks the Signup button. Note that these fields only provide the names of the tracked fields and do not include any data in the form of drop-down boxes, etc. The administrator may limit the data collected by selecting the Include optional and custom fields in user initiated account creation process checkbox on the User Settings tab. Once the user presses the signup button, the administrators are notified via email that an account request has been submitted. The Actions page presents any outstanding account creation request. On this page, the administrator can transfer the text entries that the user supplied into the correct user fields and click approve or decline. If the administor clicks on approved, the user will receive an email with instructions on how to select a password and login to the application.

Hardware

Asset Rabbit works best with a bit of hardware. The below hardware has been tested and works really well with the app. Computer setups are all unique and printers are known for being finicky. It is strongly recommened that you setup and test your hardware before creating lots of assets by printing and scanning a label. All of the below hardware is widely available, including common online retailers.

Scanner

Asset Rabbit is currently optimized for one-dimensional barcode, which means most low-cost barcode scanners will work well with the printed asset tags. The BCST-20 is a 2.4G wireless barcode scanner that is tested with the Asset Rabbit app. This scanner can go to a workarea away from your computer and scan in a large number of assets. Once you reconnect the scanner to the computer, you can use the Check In/Out feature to record the changes to your assets.

BCST-20

Label Printer

The Asset Rabbit app has built-in support for the Dymo LabelWriter 450 Turbo label printer with 0.5 x 2 inch (19mm x 51mm) labels. The barcode and serial number is printed on a single label that you can apply to your assets.

Dymo LabelWriter 450 Turbo

Printer setup instructions:

Windows 10
To set up the printer:
  • Download and install the driver and application software from http://www.dymo.com
  • Go to the Devices and Printers screen in Windows 10 by typing the 'printer' in the Search Windows field located in the lower left corner of your screen.
  • Right click on the Dymo printer, then left click 'Printer preferences'
  • On the 'Layout' tab, set orientation to 'Landscape'. On the 'Paper/Quality' tab, set 'Quality Settings' to 'Best'
  • Click the 'Avanced...' button and set:
    • Paper Size: 30330 Return Address
    • Print Quality: 300x600 dots per inch
    • Advanced Printer Features: Enabled
    • Print Quality: Barcodes and Graphics
    • Print Density: Normal
  • Click OK and then OK.
  • Advanced Printer Settings

Mac OS
Mac OS is not currently supported.