You can now archive your asset and people records instead of deleting them. This is useful for permanently preserving audit trails for people you no longer work with or for assets you no longer own.
New filters have been added to most databases that let you access your archived records. If you created a database with the Empty template, filters were not automatically created for you. To access your archived records, search with this syntax: archived:true.
A new template is available when generating asset tags for printing: Avery 61524. This template generates 2” x ¾” tags, 30 per sheet, and provides a more durable tagging solution than the Avery 5195 labels. These tags can still be printed using a standard laser printer.
We’re excited to include this additional template in our in-app Asset Tags report as well as our free asset tags designer.
Do you have a template you’d like to see added? Please let us know!
Easily calculate the depreciation of your assets over time. This report helps you (or your accounting team) keep track of the value of your assets over their useful life, as well as calculate monthly or quarterly depreciation entries for your books.
The report is very powerful, and lets you mix and match depreciation methods per asset (choose from Double Declining Balance, Sum of Years' Digits, or Straight Line). You can customize which asset fields the report pulls values from for its calculations, as well as use your saved filters to select exactly which assets to report on.
Finally, set a date range (for example, This month or Last month) and export the data to Excel or CSV for importing into your accounting software.
Review actions performed on your database by users. This report helps you understand what has been happening in your database and exposes all your various audit trails as one continuous timeline.
Quickly drill down into specific time periods, view actions by specific users, or view actions on specific record types. Any filters you apply are reflected in the URL, so you can bookmark a report view for reference later.
You can now search within the dropdown menu when selecting a label or a filter. The search input becomes available when your list is more than 10 items long, and dramatically speeds up locating a particular item.
This functionality is especially useful for customers synchronizing large organizations into Assetbots from Active Directory, as some are importing hundreds of Groups and thousands of Users into their people directory.
It’s easier than ever to get your asset and person data out of Assetbots. Whether you need to integrate with another system that we don’t support yet (let us know!), or you want to bulk-edit some data from Excel, we’ve got you covered.
From the asset list (or person list in the case of your People records), access the More actions menu by clicking the three dots next to the Add asset button and choose Export data. The export dialog will open and allow you go choose whether to export your data as a comma-separated values (CSV) file or an Excel spreadsheet.
If you’d like to export a subset of your data (e.g., all of the assets in the Laptops category), enter or select a filter in the Filter assets (or Filter people) box first. You will then have the option to limit your export to only those records matching the current filter.
The exported data is suitable for re-import, so feel free to make changes and then import it again, keeping in mind the rules for matching records when importing.
Assetbots now has rich support for external USB barcode scanners built in. There are three main use-cases for scanning that are handled:
1. Scan to Search
Scan a barcode while on any screen in Assetbots (if the Assetbots browser tab has focus) and you will be instantly taken to the matching asset’s detail view. Unlike in other apps, you do not have to focus on a text input for this to work.
2. Rapid Scan to Checkout
Start a new checkout and stay on step 1 of the checkout wizard (Choose Assets to Checkout). Make sure your cursor is not focused on the Find assets input, then start scanning. Each scan that locates an asset eligible for checkout will pulse the green success indicator and increment the count at the bottom of the screen.
When you are done scanning, click Next to complete the checkout as usual.
3. Rapid Scan to Check-In
This works exactly like checking out assets, but from the check-in wizard.
We’ve had many requests by customers asking to use their existing USB scanners rather than a camer for scanning, so we’re excited to make this feature available.
You now have the option to collect the recipient's signature during checkout. This works especially well when checking out assets on a phone or tablet - recipients can draw their signature right on the screen!
Signature collection is only available when checking out to a person - it will be disabled if you're checking out to a location alone.
Assetbots will remember your selection, so if you choose to collect a signature for a checkout, signature capture will be automatically selected for your next checkout.
Our asset tag designer is now live! We have two versions of this powerful tool available: one on our website and one in our app.
A Simple Asset Tag Designer for Everyone
Visit https://www.assetbots.com/asset-tags to design your custom tags right away. You can choose how your tag IDs are generated and customize up to 3 lines of text for each tag. Our live preview shows you exactly what will be printed, and when you’re ready, you can print your tags onto Avery 5195 label paper.
In-App Designer with Additional Features
Our in-app designer can be accessed in the Reports area. The tool works similarly to our public designer, with a few extra bells and whistles:
You can select assets already in your database to print tags for
You can choose an asset category and generate tags according to that category’s tag ID format rules
You can generate QR codes that include links directly to your assets, enabling you to scan your tags with your phone or table’s default camera app
You may also select assets from the assets list and click Print asset tags in the selection toolbar to print tags for your existing assets.
We think our designer offers a fantastic mix of user friendliness and power. Please let us know if you have any questions or need help getting started.
You can now import assets, people and checkouts to your database from an Excel or CSV file. Choose Import Data from the assets or people lists or navigate directly to the Import Data screen in Settings.
Our import tool will walk you through the process in three easy steps:
1. Upload File
Drag your Excel or CSV file onto the designated area or click Browse Files to browse for it on your computer.
2. Map Fields
Assetbots will read your file and try to match each column with a suitable Asset, Person or Checkout field. You can review the suggested mappings and modify them as needed. You may also create any new fields you might need right from this screen.
If you are importing asset assignments (i.e., checkouts), your file must have a column mapped to Checkout Date.
3. Review and Import
Finally, choose how Assetbots should handle duplicate records, review the estimated row counts, and click Import Data.
Your data will be available instantly, although synchronization to your other devices could take a few seconds depending on how many records were imported.
We’re very excited about the launch of this long-awaited feature, so please let us know if you have any questions or need any help. And, as always, happy tracking!
If you've ever wanted a quick and easy way to open your Assetbots database from your phone or tablet, we've got you covered!
We now display a QR code link to your database in the sidebar. You can use your phone's default camera app to scan the code and instantly open your database:
We also display a QR code on each asset's detail page which links directly to that asset:
If you're wondering: yes, this is part of a larger set of features we're working on that will allow you to design and print your own asset tags. We're really excited about how our tag designer is turning out, so stay tuned!
Sometimes small details make a big difference. You can now checkout assets to a person and a location - at the same time.
We've heard from customers that they often want to track where their equipment is at the same time as they track who has it. While it was previously possible to, for example, add a custom Location field and then manually update it when necessary, this tends to be cumbersome and error prone.
With this update, checkouts more closely resemble what they're meant to: a chain-of-custody history of your assets' movement over time. And that movement can consist of assignments to various people, transfers to various locations, or both!
You can now create dynamic links to your assets and people.
What does that mean?
You can now link directly to your asset and people records using a value in one of their fields. A common example would be to use the value of an asset's tag field. For example, if your Assetbots database URL was https://app.assetbots.com/db_cl2qmwlr300024e306wafquly (this value can be found in Settings / Permissions), you could link directly to an asset with a tag value of IT-00042 using the following URL:
Our internal scanner has a super-power: it lets you rapidly scan multiple assets at once to add them to a check-in or checkout. You can also use it in a more basic fashion to search for assets by scanning. Until now, to use our internal scanner you needed to encode all of your tags (either as barcodes or QR codes) with only their tag ID value (or other identifying value like serial number).
This means that your default phone camera, when not logged into Assetbots, was unable to navigate to an Assetbots asset by scanning an asset tag. Well now it can!
Our internal scanner can now handle URLs like the one above, so feel free to encode full URLs into your QR code tags.
Your default phone camera can now link directly to an Assetbots asset, just like when you scan a menu code at a restaraunt.
We've made a number of improvements to make your life easier when adding assets.
Show All Fields
You can now expand the New Asset and Duplicate Asset dialogs to show all of your fields. The fields are dynamic, so they will update as you change categories to reflect the fields enabled for each category.
When you add multiple assets, either via Save and add another or using the Create Bulk Assets dialog, they will be identified by the system as a batch. Even better, the asset list will be filtered to only show those assets in the latest batch, letting you easily work your way through your newly-added assets.
Next / Previous
Finally, we've added Next and Previous links to asset and person detail views. In the spirit of software working like you expect, these respect the current filter applied to the list view. When combined with batching, this means you can quickly navigate through your newly-created batch!
Managing the people you assign assets to just got much easier! We've added a people link to the sidebar that takes you to a fully featured people management area.
Just like with assets, you can now filter,sort, and label your people to help you stay organized. You can also define custom fields and customize your table layout.
Best of all, each person record now has it's own page. From here, you can quickly see what assets a person currently has checked out as well their previous check-in history. And, just like with assets, you can add notes for future reference.
We think you'll love how easy it is to work with your employees, loanees and customers with this update.
We're excited to announce that you can now invite others to collaborate with you and control their access levels!
The first part of this update allows you to create an account on Assetbots that is tied to your email address. Creating an account means that you can sign in from any device and access all of your databases without having to rely on the database URL. Creating an account is required if you want to enable permissions on your database.
We currently support three login methods:
Email + password
If you'd like to see other options, please let us know!
Once you've created an account, navigate to the Settings screen to find options for controlling permissions. From here, you can choose one of two collaboration modes for your database:
Anyone with the link
The default mode. Share your secure database URL with anyone and collaborate instantly, no account required. In this mode, you are not able to control access levels.
Only specific users
Only users you invite will be able to access your database, even if they have the secure URL.
Once you've changed your collaboration mode to Only specific users, you can begin inviting users and granting them one of four access levels:
Users at this level can read data but cannot add or edit anything.
Users at this level can read and write data, but cannot manage other users.
Users at this level can read and write data, invite users and manage their permissions.
Users at this level have full control of the database.
Inviting a user will cause them to receive an email with a secure link they can use to join the database. They will be prompted to create an account if they don't have one already.
Permissions has been one of our top-requested features so far, so we're very excited to finally have them available!
Visit any asset's details screen and click the More actions button, then choose Duplicate asset. You will be given the option to set the new asset's category, tag (if the category has auto-generated tags enabled, the next tag in the sequence will be pre-filled for you) and description. Click Duplicate and you will be taken to your new asset's details screen.
Add many copies of an asset at once
If you have many identical assets to add (for example, a new batch of Chromebooks for your students), you can add all of them at once by having Assetbots auto-generate tag IDs for each one. From the asset list screen, click the dropdown on the right-side of the Add Asset button and choose Add many similar assets. Select Automatic as the method and enter the number of assets you'd like to create.
Click Next and enter the details that will be common to all of the assets. Once you've finished, click Create Assets.
🚨 Scan to add many copies of an asset 🚨
If you have many identical assets to add and you already have asset tags, you'll love this! From the asset list screen, click the dropdown on the right-side of the Add asset button and choose Add many similar assets. Select By tag as the method.
Click Next and enter the details that will be common to all of the assets. Once you've finished, click Next.
Here you can enter your asset tags one-by-one, paste many of them at once (from a spreadsheet, for example) or open the scanner to start scanning! Each scan will add a tag to the list and let you immediately scan again.
If you need help with any of the above, or if you have a spreadsheet of assets that you'd like help importing, please let us know!
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