Product Updates

New features and product improvements from the team at Assetbots.

Archive or Delete Asset and People Records

New Feature

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.

Archive people

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.

New Borrower Permission Level

New Feature

We’ve added a new permission level called Borrower. Borrowers have read-only access to your database but are also able to check-in and checkout assets.

Borrower permission

Borrower permission

Two use-cases we’ve seen where this is useful are:

  1. You are managing assets for a client and would like to give users at the client the ability to check-in and checkout assets to their employees.
  2. You have non-technical departments like Human Resources that you’d like to let check-in and checkout assets (for example, while onboarding and offboarding employees).

Please let us know how this new permission level works for you. And as always, happy tracking!

Sync Users and Groups from Google Workspace

New Feature

We’re excited to announce the release of our Google Workspace integration. Automatically sync Google Workspace users and groups into your Assetbots database as people and labels.

This integration is currently in beta while we gather feedback from customers and wait for final approval from Google.

Take a look at our setup guide and start syncing your Google Workspace users and groups into Assetbots today!

Avery 61524 Asset Tag Template

New Feature

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.

Asset tag templates

We’re excited to include this additional template in our in-app Asset Tags report as well as our free asset tags designer.

Asset Tags report

Do you have a template you’d like to see added? Please let us know!

Depreciation Report

New Feature

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.

Depreciation report
Depreciation report

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.

Happy tracking!

Activity Feed Report

New Feature

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.

Activity feed
Activity feed

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.

Search in Long Label and Filter Dropdowns

UI Improvement

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.

Dropdown search
Dropdown search

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.

Export Data

New Feature

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.

Export data
Export data

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.

Happy tracking!

Rich Support for External Scanners

New Feature

Assetbots now has rich support for external USB barcode scanners built in. There are three main use-cases for scanning that are handled:

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.

Scan to search

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.

Scan to checkout

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.

Happy tracking!

Collect Signatures During Checkout

New Feature

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!

Collect signature

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.

Happy tracking!

We're excited to announce our top-requested feature of all time: automatically sync Active Directory users and groups into your Assetbots database as people and labels.

We're just getting started on all of the integrations we plan to launch this summer, so stay tuned. And if you would like to see Assetbots work with your favorite software, please let us know!

In the meantime, take a look at our setup guide and start syncing your Active Directory users and groups into Assetbots today!

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.

Public asset tag designer
Public asset tag designer

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
Asset tag designer
Asset tag designer

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.

Print asset tags
Print asset tags

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.
Happy tracking!

Import Assets, People and Checkouts

New Feature

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.

Step 1: Upload file
Step 1: Upload file

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.

Step 2: Map fields
Step 2: Map fields

3. Review and Import

Finally, choose how Assetbots should handle duplicate records, review the estimated row counts, and click Import Data.

Step 3: Review and import
Step 3: Review and import

Your data will be available instantly, although synchronization to your other devices could take a few seconds depending on how many records were imported.

Import results
Import results

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:

Sidebar QR code
Sidebar QR code

We also display a QR code on each asset's detail page which links directly to that asset:

Asset QR code
Asset QR code

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!

Checkout to person and location

Happy tracking!

New Reports

New Feature

We're excited to begin building out our default report library! To start, we're launching with two simple but useful reports:

Checkouts Report

Review important statistics about your checkouts like top recipients and on-time rate.

Checkout report
Checkout report

Warranty Report

Instantly see what assets are coming up for warranty this month, this quarter, and this year. This report is a great resource for purchase planning.

Warranty report
Warranty report

Reports are now available for all plans. Just head over to the Reports tab in the main sidebbar to get started.

Dynamic Permalinks

New Feature

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:

https://app.assetbots.com/db_cl2qmwlr300024e306wafquly/assets/go/tag/IT-00042

Why is that useful?

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.

Happy tracking!

Add Asset Improvements

UI Improvement

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.

Show all fields

Batching

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.

Batching

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!

Next / Previous

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.

People list
People list

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.

A person's current assets
A person's current assets

We think you'll love how easy it is to work with your employees, loanees and customers with this update.

Happy tracking!

Permissions

New Feature

We're excited to announce that you can now invite others to collaborate with you and control their access levels!

User accounts

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:

  1. Google
  2. Microsoft
  3. Email + password

If you'd like to see other options, please let us know!

Permissions settings

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:

  1. 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.
  2. Only specific users
    Only users you invite will be able to access your database, even if they have the secure URL.
Collaboration modes
Collaboration modes

Once you've changed your collaboration mode to Only specific users, you can begin inviting users and granting them one of four access levels:

  1. Reader
    Users at this level can read data but cannot add or edit anything.
  2. Writer
    Users at this level can read and write data, but cannot manage other users.
  3. Administrator
    Users at this level can read and write data, invite users and manage their permissions.
  4. Owners
    Users at this level have full control of the database.
Invite users
Invite users

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!

Adding assets to your database just got a whole lot easier. We've got three new ways to speed up the process and get you tracking faster:

  1. Duplicate an existing asset
  2. Add many copies of an asset at once
  3. Scan to add many copies of an asset 🚨

Duplicate an existing asset

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.

Duplicate an asset

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.

Add may 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.

Scan to add may assets

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!

Happy tracking!

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