Asset requests approved, allocated and tracked
Asset Management is a ready-made product for requesting and allocating company assets in SharePoint Online. Employees request what they need, approvers decide at each level, the allocation team assigns in full or in part, and an inventory shows stock.
Talk to us about Asset Management
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What it does
Six things it does for your assets
It covers the path from request to allocation.
Asset request
Choose the asset type and quantity and give a reason.
Multi-level approval
Approvers decide at each level, up to the level you set.
Final approval check
A final check before anything is assigned.
Full or partial allocation
Allocate what is in stock now.
Pending assets
Partly allocated requests stay open until the rest is available.
Inventory and tracking
See stock and who holds which asset.
Request
Ask for what you need
An employee can apply for themselves or on behalf of someone else. Choose each asset type, see what is available, enter the quantity and a remark, and add a comment before submitting.
- Apply for yourself or on behalf of another
- Asset type, name and available stock
- Required quantity and remark
- Comment
- Submit
Approval
Approve or reject at each level
Each approver on the route sees the request and decides. The audit log shows who approved, who is next and the roles on the route, such as manager, manager's manager and the allocation department.
- Approver route with roles
- Approve or reject
- Audit log with every decision
Allocate
Allocate in full or in part
The allocation team sees what was requested and what is available, enters the allocated quantity and a remark, and saves. Items that cannot be fully allocated show a Pending status.
- Requested and available quantities
- Allocated quantity
- Allocation status for each item
- Pending items tracked
Inventory
See stock at a glance
The inventory lists each asset with its opening balance, new quantity, closing balance and transaction type. Add new stock with the Add button.
- Opening and closing balance
- New quantity and transaction type
- Created date
- Add button for new stock
Who it is for
Built for
IT and administration teams. Facilities and stores. Managers who approve requests. Employees who need equipment.
- Every asset recordedPhysical and digital assets are logged with their owner and location.
- Allocation and transferAssets are assigned, transferred and returned, with a record of each move.
- Maintenance on scheduleService dates and depreciation are tracked for each asset.
- Loss and audit reportsReports show what is allocated, missing or due for retirement.
How it works
How an asset moves
These are the steps an asset goes through, from request to retirement. Your asset categories are set during installation.
Request
An employee asks for an asset.
Approve
Approvers review through the levels you set, with a final check before assignment.
Allocate
The asset is allocated in full or in part, and the assignment is tracked.
Maintain and retire
Maintenance, transfers and disposal are recorded until the asset is retired.
Asset Management: questions we hear often
How do I request an asset?
Choose Apply Asset, pick the asset types and quantities, add a comment and submit.
Can I request for someone else?
Yes. The form has an option to apply on behalf of another person.
How many approval levels can there be?
As many as you need. The route is set to match your process.
What if there is not enough stock?
The allocation team can allocate part of the request, and the rest stays pending until stock is available.
Can we see who has which asset?
Yes. Allocations are tracked, so you can see who holds what.
Do people get notified?
Yes. Emails go out on submission, approval, rejection and allocation.
Where does our data stay?
In your own SharePoint Online, inside your Microsoft 365 tenant. The product is installed there, and AscenWork has no access to your data.
How do people sign in, and what licence is needed?
People sign in with their Microsoft 365 account. The product is built on SharePoint Online, so you need an active SharePoint Online licence. It uses the Microsoft 365 licences and infrastructure you already have.
Can it be changed to fit our process?
Yes. Every installation is configured to your process: your forms, steps, roles and approvers. If you need something beyond the standard product, our technical team checks the scope and what is feasible, and we quote those changes separately so you can decide.
What does an installation include?
Setting up the environment, loading your master data, and setting user permissions and menu permissions to follow your company policy.
Do you train our team?
Yes. We provide training and documentation for the product we deploy, a train-the-trainer programme for your own team, and video training for the modules.
How secure is it?
It runs on Microsoft 365, so it uses the security features of your licence, such as role-based access, multi-factor authentication, conditional access, audit logs and external sharing controls. Which of these you have depends on your Microsoft 365 licence, and Microsoft governs them.
Who supports it after go-live?
You can run it with your own team, or add optional managed support from AscenWork for fixes, small changes and reviews. To report an issue, write to support@ascenwork.com and a support executive will pick it up.
Can it run on SharePoint Server instead of SharePoint Online?
It is built for SharePoint Online. For SharePoint Server 2016 or 2019 we can try it, and a few changes may be needed. Tell us what you run and we will confirm.
How do we get a price?
Talk to us. We listen to how your process works today, then send a written quote that covers the product set-up for your tenant and any custom changes as separate lines.
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