Photograph and Tag-Scan Registered Asset

The Asset Management Business Solution is a powerful tool which allows a company to track the location, condition, value, etc. of each of its assets.

Before this tool can be used, however, an asset library must be constructed. This requires gathering and entering a lot of data into the Asset Management Desktop Client. It also requires taking photos of assets to show their condition and details.

The Asset Management Mobile Application (App) Module, Warehouse Menu allows users to view and update photos for assets via the convenience of a mobile device.

My Assets tells a user exactly which assets are assigned to them and offers a simple way to update that assignment and the asset’s condition.

These simple instructions guide you through using the Asset Management Mobile Application Modules with a focus on registering/photographing assets to build an asset library.

Get Access to Warehouse Module

To get access to the Warehouse module in the mobile app, the HR Manager must assign the appropriate role in the Employee card — Mobile. Warehouse Manager.

Asset Registration Process Overview

The Asset Registration Process should follow these steps to ensure maximum efficiency:

• An asset’s basic data should be entered into the system by Warehouse Managers and higher authorities before you proceed to take pictures of it in the mobile app. If you cannot pull up an asset in the mobile app, contact you nearest Warehouse Manager and confirm that the asset has, in fact been added to the system.
• Retrieve the Asset # for the asset. If you are the asset’s Current Holder this information is displayed under the My Assets list.
• Open the  Warehouse menu of the Asset Management Module of the mobile app.
• Search for the asset by the Asset # or Serial #,, NOT by the Asset # barcode (you are going to register the barcode in the system in this process).
• Make sure the asset is tagged with an Asset # barcode sticker.
• Use the Asset Photo/Video Interface to take relevant photos and videos of the asset.
• Use the barcode recognition filter to extract the Asset # from the Asset # barcode. The system will update the Asset # in the system going forward.

Asset Management Warehouse Menu

Access the Warehouse menu to take photos/scan barcodes for assets.

To do this:

• Log-in to the App to pull up the Module Selection screen.
• Tap (Warehouse) to access the Warehouse menu where you can pull up assets to take their photos and scan their barcodes.

Asset Search Screen

Use the Asset Search Screen to pull up assets in the mobile app.

You can search for assets in three different ways:

• Type in the Asset #
• Type in the S/N #
• Scan a barcode

NOTE
The first time you register/photograph an asset with the mobile app you must search for it by the Asset or S/N # and NOT by the barcode. This is because the barcode has not been registered in the system yet. You are going to do this later.

To pull up an asset for the first time:

• Retrieve the Asset # or S/N for the asset. If you are the asset’s Current Holder this information is displayed under the My Assets list.
• Open the Warehouse menu to see the Asset Search screen.
• Type the Asset # into the Number search line or S/N into the S/N search line. Make sure to include all leading zeros.
• Tap SEARCH.
• Short summaries of any matching Assets will be displayed. Tap one to view / take pictures or scan-in a new barcode.
• The Asset Photo/Video Checklist screen is displayed.

If the Asset # is typed incorrectly, a dialogue box displays: “Asset not found.”

Asset Photo/Video Checklist & Barcode Scanner

Access the Asset Photo/Video Checklist by searching/pulling up an asset in the Warehouse menu. The Asset Photo/Video Checklist screen lists all photos/videos which the asset library/Category Manager want to be taken and to have on file for this type of asset. The list is composed of title line-items where the title describes the photo to be taken.

Tap a Checklist Item Title to open the Take Photo or Take Video Interface, where you can use your device’s camera to take the picture. The Checklist Item is marked with a green (checkmark) when the picture has been taken and uploaded to the system.

Take all relevant photos/videos in the Asset Photo/Video Checklist to finish registering the asset.

For a Barcode, tap the (Barcode) icon in the upper-right corner and hold the camera over the barcode. As soon as the system recognizes it, it will update the Asset # and return you to the Photo/Video Checklist screen.

Asset Barcode Scanner

This opens your camera lens. As soon as the barcode is recognized, you are returned to the Asset Photo/Video Checklist screen.

Take Asset Photo Interface

From the Asset Photo/Video Checklist screen, tap any Photo Checklist Item Title to access the Take Asset Photo Interface.

The Take Asset Photo Interface screen is a camera application built into the Asset Management Mobile Application Module. The app uses your device’s camera to take pictures and immediately uploads them to the system, where they can be viewed by users of the desktop Client.

To take a photo:

• Center the live view on your subject as you would with any camera.
• Tap the Flash button to toggle between Auto, On and Off options.
• Tap anywhere in the live view to focus.
• Pinch and un-pinch zoom in and out.
• Tap the Shutter/Take Photo button to take the photo.
• The Review Asset Photo screen is displayed.
• Tap the Save/Green Check button to upload the photo to the system.

The checkmark next to the Checklist Item on the Asset Photo/Video Checklist screen turns Green to indicate that the photo was uploaded.

Review Asset Photo Screen

As soon as you take a photo using the Take Asset Photo Interface, the Review Asset Photo screen is displayed.

You can also access this screen by tapping any Completed Photo in the Asset Photo/Video Checklist.

Tap Save to save the photo or (Reshoot) to retake it.

Searching for (Fully Registered) Assets by Barcode

Once you have taken all relevant photos of an asset and captured/entered its Asset # Barcode, you are finished registering the asset from the mobile app.

After the initial registration of an asset is complete, you can pull search for the asset just by scanning its Asset # barcode. 

To do this:

• Access the Asset Search screen from the Module Selection screen by tapping (Warehouse)
• Tap into the Barcode search line.
• Center the camera live view over the barcode you wish to scan.
• The barcode number automatically populates the Barcode search line.
• Tap SEARCH.
• The Asset Summary screen is displayed.

If the incorrect barcode was scanned, a dialogue box displays: “Asset not found.”