Asset Management System

1.1 Login Screen

The Login screen provides secure access to the adamsbridge Asset Management application. It appears automatically when you launch the application or open the web portal.

1. Enter your Username and Password.
2. Click Login.
3. After successful authentication, you are redirected to the Dashboard.

1.2 Multifactor Authentication (MFA)

When logging in, users must complete a 2-step verification. Two options are available:

• Authenticator App (Recommended): Select Authenticator App and scan the QR code using Google or Microsoft Authenticator. A 6-digit code is generated in the app — enter it and click Verify to log in.
• Get Code in Email: Select Get Code in Email to receive a 6-digit code in your official email. Enter the code and click Verify to log in.

1.3 AMS App & Top Bar

After successful login you land on the My Apps page, where you can access the Asset Management System (AMS). The top bar gives quick access to common actions.

• Side bar — Ticket Dashboard, Ticket list, and add-new-ticket features.
• Notifications Bell — Alerts and updates; a red badge shows pending notifications.
• Company Dropdown — Shows the client company you are logged into, with an option to switch if applicable.
• User Profile — Your name and avatar, including account settings.
• Home Icon — Returns to the main dashboard view.
• Logout Icon — Securely exits the application.

2.1 Overview Cards

• Total Asset — View all assets combined for complete visibility and budget tracking.
• Hardware Asset — Manage laptops, desktops, and servers with real-time utilization.
• Software Asset — Track subscriptions, renewals, and license compliance efficiently.
• Peripherals — Monitor and maintain devices like monitors, keyboards, and mice.

2.2 Dashboard Sections

• Total Assets — Total number of assets in the system.
• Asset Value — Overall value of registered assets.
• Budget Summary — Total, spent, committed, and remaining budget.
• Asset Status — Assets by status such as Available, In Use, Maintenance, Reserved, or Retired.
• Action Center — Pending approvals and due actions requiring attention.
• Asset Acquisition Trend — Asset additions over a selected period.
• Asset Distribution — Assets grouped by category such as laptops, desktops, monitors, and servers.
• Asset Condition, Impact Level, Lifecycle Aging & Module Health — Condition, business criticality, age, and module operational status.
• Location-wise Assets — IT and non-IT assets distributed across all organizational locations.
• Physical Stock Verification — Verified, pending, mismatched, and missing counts for real-time audit accuracy.

3.1 Features & Instructions

• Search — Find assets using name, asset ID, or serial number.
• Filters — Filter assets by type, status, condition, location, manufacturer, or assigned user.
• Add Asset — Create a new asset record.
• Import — Upload asset data in bulk using an Excel file.
• Export — Download asset records for reporting or analysis.
• Table View — View all assets in a structured, sortable table.
• Asset Details — View full asset information using the view action.

1. Open Asset Inventory from the sidebar.
2. Use the Search bar to locate a specific asset.
3. Apply filters to narrow down the asset list.
4. Click Add Asset to create a new entry.
5. Use Import to upload multiple assets in bulk.
6. Click Export to download the asset list.
7. Click the View or Edit icon in the action column to open asset details.

3.2 Adding a New Asset

To register a new asset, users can manually enter all relevant details including specifications, financials, and warranty information.

1. Click Add Asset on the top-right corner of the Asset Inventory screen.
2. Basic Information — Enter asset name and category.
3. Specifications — Add manufacturer, model, processor, RAM, storage, OS, IP, and MAC details.
4. Financial Information — Input purchase cost, currency, acquisition date, depreciation rate, vendor, invoice, PO number, and budget code.
5. Warranty & Support — Provide warranty start/expiry dates, warranty type, end-of-life date, and support contact details.
6. Review all entries for accuracy.
7. Click Save to register the asset or Cancel to discard changes.

3.3 Relationship, Software & Components

Within the Add New Asset workflow, the left sidebar lets you define connections and installed items for the asset.

• Relationship — Define logical or functional connections between assets. Click + Add, choose a Relationship Type (Dependency, Association, Parent-Child), select the Related Asset, add optional Notes, then Save.
• Software — Record software linked to the asset. Click + Add, enter Name, Version, License Type (Perpetual/Subscription), Status, Installation Date, and Type (SaaS/On-Premise), then Save.
• Components — Record hardware parts (RAM, SSD, processor). Click + Add, enter Component Name, Type, Manufacturer, Model, Serial Number, Status, Specifications, Location, Cost, Quantity, Purchase Date, Warranty Expiry, Assigned Asset, and Notes, then Save.

3.4 Associations, Contracts & Expenses

• Associations — Link one asset to another. Click + Add, choose the Related Asset and Relationship Type (Accessory Of, Connected To, Part Of, Managed By, Replaced By, Backup For), then Save.
• Contracts — Link vendor agreements or coverage. Click + Add, enter Contract Name, Contract Number, Contract Type (Lease, Warranty, AMC, Service Agreement), Vendor, Start/End Date, and Status, then Save.
• Expenses — Track costs such as maintenance, upgrades, or repairs. Click + Add, choose Expense Type, Date, Amount, and Description, then Save.

3.5 Assignment & Activity

The Assignment screen records asset allocation details, and the Activity screen provides a detailed audit trail for the asset.

1. Assignment — Click + Add, then set Location, Department, Used By (Employee), Managed By (Manager), Managed By Group, and Assignment Date. Click Save.
2. Activity — View the Audit Log section to see all recorded actions from creation to updates, assignments, and disposals.
3. Use the Export button to download the audit log for record-keeping or compliance reporting.

4.1 Features

• Dual Tabs — Network Devices (discovered systems with telemetry, hardware specs, OS, and activity logs) and Endpoint Agents (enrolled endpoints with credentials, OS type, and last-seen timestamps).
• Summary Metrics — Total Telemetry, Staging Queue, Commissioned Assets, and Active Agents (endpoints pinging within the last 15 minutes).
• Administrative Controls — Promote Inventory, Revoke Credential, and Search/Filter by hostname, IP, MAC, OS, last-seen, or agent version.
• Detailed Telemetry Table — Displays Status, Host Information, Network Specs, Hardware Specifications, OS & Platform, Activity, and Actions.

4.2 Step-by-Step Instructions

1. Navigate to Network Discovery from the sidebar.
2. Choose between Network Devices or Endpoint Agents tabs.
3. Review summary cards for telemetry counts and agent activity.
4. Use the Search Bar to locate devices by hostname, IP, or serial number.
5. Click Staging Queue, Promoted Inventory, or Ignored Devices to filter device categories.
6. In Network Devices, review device details and use Promote to link a device or Ignore to exclude it.
7. In Endpoint Agents, view enrolled endpoints, check Last Seen timestamps, and click Revoke to disable inactive credentials.
8. Use Refresh to update telemetry data.

5.1 Features & Instructions

• Summary Cards — Total check-out records, returned assets, and overdue items.
• Search — Find records using the asset name, asset ID, or user.
• Filters — Refine records based on status or other available criteria.
• Import and Export — Upload or download check-out records.
• New Check-out — Issue an asset to a user.

1. Open Check-out / Check-in.
2. Click New Check-out.
3. Select the asset to be issued.
4. Select the user or department receiving the asset.
5. Enter the Check-out Date and Expected Return Date.
6. Add notes if required, then click Confirm Check-out.
7. Click View in the Actions column to see the complete check-out history and details.

6.1 Features & Instructions

• Summary Cards — Scheduled, in-progress, completed, and total maintenance activities.
• Search — Find maintenance records by asset name, asset ID, or assigned person.
• Filters — Refine maintenance records based on available criteria.
• Import and Export — Upload or download maintenance records.
• Schedule Maintenance — Create a new maintenance request for an asset.

1. Open Maintenance from the sidebar and review the summary cards.
2. Click New Maintenance.
3. Select the asset that requires maintenance and choose the maintenance type.
4. Enter the scheduled date and assign the responsible person.
5. Enter the estimated cost and add a description if required.
6. Click Save to schedule the maintenance.

7.1 Features & Instructions

• Summary Cards — Total, active, pending, and expired contracts, assets covered, and contract value.
• Search — Find contracts by name, contract number, or vendor.
• Filters — Refine the contract list based on available criteria.
• Import and Export — Upload or download contract records.
• New Contract — Create a new contract or service agreement.

1. Open Contract List from the sidebar and review the summary cards.
2. Use the Search Bar to find specific contracts by name or vendor.
3. Click + New Contract to open the New Contract form.
4. Enter Contract Name, Contract Number, Contract Type (Service/Warranty/Lease), Vendor, Amount, Status, Assets Count, Visible To, Approver, and Description.
5. Under Tenure of Contract, set Start/End Date, toggle Auto Renew and Notify Expiry, set Notify Before and Notify To, and choose Renewal Status.
6. Click Create Contract to save or Cancel to discard.

8.1 Features & Instructions

• Summary Cards — Active, pending, and expired licenses, total software associations, and seat utilization.
• Search — Find software by name, ID, or vendor.
• Filters — Refine software records based on available criteria.
• Import and Export — Upload or download software records.
• Add Software — Register new software and license details.

1. Open Software List from the sidebar and review the summary cards.
2. Use the Search Bar to find specific software by name or vendor.
3. Click + Add Software to open the Add New Software form.
4. Enter Name, Status, Version, License Type, Installation Date, Type, Publisher, Category, and Amount.
5. Add Managed By, Vendor, License Key, Expiry Date, Total/Used Seats, Associated Assets, and Notes.
6. Click Save to record the software or Cancel to discard changes.

9.1 Features & Instructions

• Summary Cards — Total number of components by category.
• Search — Find components by name, ID, or location.
• Filters — Refine component records based on available criteria.
• Import and Export — Upload or download component records.
• Add Component — Register new hardware components.

1. Open Components from the sidebar and review the summary cards.
2. Use the Search Bar to find specific components by name or ID.
3. Click + Add Component to open the Add Component form.
4. Enter Component Name, Type, Manufacturer, Model/Serial Number, Status, Specifications, and Location.
5. Enter Cost, Quantity, Purchase Date, Warranty Expiry, Assigned Asset, and Notes.
6. Click Save to record the component or Cancel to discard changes.

10.1 Features & Instructions

• Summary Cards — Active vendors, inactive vendors, total contracts, and overall contract value.
• Search — Find vendors by name, ID, or contact details.
• Filters — Refine vendor records based on available criteria.
• Import and Export — Upload or download vendor records.
• Add Vendor — Register a new vendor.

1. Open Vendor Management from the sidebar and review the summary cards.
2. Use the Search Bar to find specific vendors by name or contact.
3. Click + Add Vendor to open the Add New Vendor form.
4. Enter Name, Contact Name, Phone/Mobile, Email, Address, Country/State/City/Zipcode, Category, and Status.
5. Link Associated Contracts, Associated Assets, Products/Services Offered, and add a Description.
6. Click Save to record the vendor or Cancel to discard changes.

11.1 Features & Instructions

• Summary Cards — Total, active, returned, expired, and due assignments.
• Search — Find assignments by ID, asset, employee, or department.
• Filters — Refine assignment records using available criteria.
• Export — Download assignment records for reporting.
• New Assignment — Assign an asset manually or from an approved request.

1. Open Assignments from the sidebar and review the summary cards.
2. Use the Search bar to locate an assignment and apply filters to refine results.
3. Click New Assignment.
4. Direct Assignment — Select Direct Assignment, choose an Asset, set Condition at Handover, Used By, Managed By, Department, Location, Assignment Type, and Date, then click Assign Asset.
5. From Approved Request — Select From Approved Request, choose an Approved Request and Asset, verify Used By, Manager, Department, Location, and Assignment details, then click Assign Asset.

12.1 Features & Instructions

• Summary Count — Total number of audit records.
• Search — Find records by record name or ID.
• Filters — Filter logs by module, action, or date range.
• Export — Download audit logs in CSV format.
• Audit Log List — Detailed activity records across all Asset Management modules.

1. Open AMS Audit Log from the sidebar and review the total number of audit records.
2. Use the Search bar to locate a specific record.
3. Apply filters to refine results by module, action, or date range.
4. Review the audit records displayed in the table.
5. Click Export CSV to download the filtered audit logs.

13.1 General

1. Asset Configuration — Define asset ID format and generation settings, and set the default currency for asset-related calculations.
2. Audit Configuration — Enable or disable audit logging and configure the retention period for audit logs.
3. Save Settings — Apply and save configuration changes across the system.

13.2 Features

The Features tab lets administrators enable or disable asset management capabilities across the system.

• Financial — Asset Depreciation, Budget Tracking, and Default Method (e.g., Straight-Line).
• Alerts & Reports — Expiry Alerts, Email Alerts, and Scheduled Reports.
• Operations — Bulk Import/Export, QR Codes & Barcodes, Lifecycle Workflow, Asset Transfers, and Require Transfer Approval.
• Requests & Documents — Asset Requests, File Attachments, Custom Fields, Max File Size, and Max Custom Fields.
• Maintenance & Lifecycle — Recurring Maintenance, Condition Assessment, Require Photos on Check-in, and Disposal Management.
• Advanced — Insurance Tracking, Asset Reservations, and HRMS Integration.
• Reservation Controls — Max Reservation Days, Waitlist, and Max Waitlist Per Asset.
• Strike System & Reminders — Enable Strike System, Warning Threshold, Block Threshold, Strike Reset Period, and Pickup Reminder.

1. Open Asset Settings and click the Features tab.
2. Enable or disable features based on requirements across different sections.
3. Adjust configuration values such as limits, thresholds, or methods where applicable.
4. Click Save Features to apply changes.

13.3 Workflows

The Workflows tab configures multi-level approval processes for different asset management modules such as Transfers and Disposal.

1. Open Asset Settings and click the Workflows tab.
2. Click + New Config to create a workflow and select the Module (e.g., Transfers, Disposal).
3. Enable the configuration using the Active toggle and set the Auto-Approve limit if required.
4. Click + Add Stage to define approval levels and configure approvers for each stage.
5. Click Save Configuration to apply changes or Cancel to discard.

13.4 Catalog

The Catalog tab manages the self-service catalog of assets available for employees to request.

1. Open Asset Settings and click the Catalog tab, then review existing catalog items.
2. Click + Add Catalog Item to create a new entry.
3. Enter Name, Category, Asset Type, Estimated Cost, Description, Auto-Approve Threshold, and Active status.
4. Click Save to add the item or Cancel to discard changes.

13.5 Agent Config

The Agent Config tab configures and deploys asset discovery agents, manages authentication keys, and defines scanning and monitoring parameters.

1. Open Asset Settings and click the Agent Config tab.
2. Review the Active Connection Key and update expiration if needed; click Regenerate Access Key to create a new key.
3. Select the target Operating System and Hardware Architecture, then download the required agent package or script.
4. Configure execution parameters — Full Sync Interval, Heartbeat Interval, Target Scan Subnet, and SNMP Community String — and enable monitoring options as needed.
5. Click Save Parameters to apply changes.

13.6 Demo Data, Software Policy, Warranty Sync & SW Classifications

• Demo Data — View demo data status, dataset details, record count, and a categorized breakdown of sample records across modules.
• Software Policy — Auto-classify discovered software as Authorized or Unauthorized with Approved and Blocked software lists, plus automation options (auto-assign on scan, scan threshold, auto-promote, enforce mandatory fields). Click Save Software Policy to apply.
• Warranty Sync — Automate warranty date updates via vendor APIs. Click + Add Vendor, enter Vendor Name, API Key, and Sync Frequency, then Save.
• SW Classifications — Standardize and categorize software with a classification master, aliases (normalization) for alternate names, and edit/delete actions.

14.1 Features & Instructions

• Summary Cards — Total transfers, pending, approved, in transit, completed, and rejected transfers.
• Search — Find transfers by ID, asset, or tracking number.
• Filters — Refine transfer records based on status or criteria.
• Export — Download transfer records.
• New Transfer — Create a new asset transfer request.

1. Open Transfers from the sidebar and review the summary cards.
2. Click + New Transfer to create a transfer.
3. Select Scope (Location, Department, or User), Asset, Type, From Branch, To Branch, and Transfer Date.
4. Enter logistics details — Courier, Tracking #, and Expected Delivery.
5. Provide the Reason and any Notes, then click Save Transfer to record or Cancel to discard.

15.1 Features & Instructions

• Summary Cards — Total requests by status such as Pending, In Review, Approved, Rejected, and Fulfilled.
• Search — Find requests by ID, employee name, asset type, or bundle.
• Filters — Refine requests based on priority, status, or department.
• Export — Download request records for reporting.
• Browse Catalog — View available catalog items for request.
• New Request — Create a new asset request.

1. Open Requests from the sidebar and review the summary cards.
2. Click + New Request to raise a request.
3. Select Department, Requested By, Asset Type, Request Type, Quantity, Priority, Urgency, and Estimated Cost.
4. Provide Justification and any Notes.
5. Click Submit Request to save or Cancel to discard.

16.1 Features & Instructions

• Summary Cards — Total assets by stages such as Flagged, Decommission, Pending, In Progress, Completed, and Rejected.
• Search — Find disposal records by ID, asset, or reason.
• Filters — Refine records based on status or phase.
• Export — Download disposal records.
• Flag Asset / Bulk Flag — Mark individual or multiple assets for disposal.

1. Flag Single Asset — Click Flag Asset, select the Asset, Flag Type, Reason, Residual Value, and Notes, then click Flag for Disposal.
2. Bulk Flag Assets — Click Bulk Flag, add multiple assets, select the Reason, then click Flag All Assets.
3. Execute Disposal Workflow — Click Execute from the disposal list, select Method (Scrap, Sell, Donate), Vendor, Buyer/Recipient, and Dispatch Notes, then click Begin Execution.

17.1 Policies

1. Open Insurance from the sidebar and ensure the Policies tab is selected.
2. Review the summary cards and use the Search Bar to find specific policies.
3. Click + New Policy and enter Policy Number, Provider, Policy Type, Coverage Type, Coverage, Premium, Deductible, Insurer, and Broker.
4. Set policy dates — Start Date, Expiry Date, and Premium Frequency — and add Notes if required.
5. Click Save to record the policy or Cancel to discard changes.

17.2 Claims

1. Open Insurance and click the Claims tab, then review the summary cards.
2. Click Report Incident to create a new claim.
3. Select the Asset, link the Policy, and choose Incident Type (Damage, Theft, Fire), Incident Date, and Description.
4. Click Report Incident to save or Cancel to discard.

17.3 Bindings

1. Open Insurance and click the Bindings tab.
2. Review the Coverage Gaps section to identify uninsured assets.
3. Click Bind Asset, select an active Policy, the Asset, and the Insured Value.
4. Click Bind to save or Cancel to discard. The asset appears under Asset-Policy Bindings.

17.4 Analytics

1. Open Insurance and click the Analytics tab, then review the summary cards.
2. Analyze the Financial Overview section for premium and claim metrics.
3. Review Claims by Type, Claims by Status, and Claims by Department for organizational insights.

18.1 Availability

• Availability Search — Filter assets by type and date range to check availability.
• Date Selection — Choose start (From) and end (To) dates for reservations.
• Calendar View & Timeline View — Visual and linear representations of asset reservations.
• Navigation Controls — Move across months and jump to the current date.
• View Options — Switch between month, week, or list views.
• Reservation Indicators — View existing bookings displayed directly on the calendar.

18.2 Bookings

• Summary Cards — Bookings by status such as Pending, Confirmed, Checked Out, Completed, Waitlisted, and No-Show.
• Search & Filters — Find reservations by ID, asset, or user and refine by status.
• Export — Download booking records.
• Bookings List — Reservation details including asset, reserved by, start date, end date, priority, and status.
• Booking Actions — Check-out, cancel, or delete reservations.

18.3 Today's Queue

• Summary Cards — Ready for Pickup, Pending Returns, Awaiting Approval, and No-Shows.
• Pending Approvals — Reservations awaiting approval with approve/reject options.
• Ready for Pickup — Confirmed reservations ready for asset collection.
• Queue View — Organized list of reservations grouped by priority and status.
• Action Controls — Approve or reject requests directly from the queue.

18.4 Analytics

• Summary Cards — Average utilization, total bookings, denial rate, and system suggestions.
• Asset Utilization — Usage of assets over a selected period, highlighting most and least utilized assets.
• Demand Heatmap — Booking demand by day and time to identify peak usage periods.
• Denial & Rejection Tracking — Monitor rejected or denied booking requests.
• Procurement Suggestions — System-generated recommendations for acquiring additional assets.

19.1 Cost Centers

1. Open Budget from the sidebar and ensure the Cost Centers tab is selected.
2. Review the summary cards for total centers, active centers, and total budget value.
3. Click + New Cost Center and enter Name, Code, Parent, Type, Department, Annual Budget, Manager Name, and Manager Email.
4. Configure Default for Departments, Description, Fiscal Year, and Status.
5. Click Save to create the cost center or Cancel to discard.

19.2 Budgets & Allocations

• Budgets — Monitor total budget, actual spend, committed amount, and active budgets; filter by fiscal year or category; create and link budgets to cost centers.
• Allocations — Monitor active allocations, total allocated, split allocations, and transfers; perform direct, split, or transfer allocations across cost centers, assets, or users.

19.3 Depreciation & Commitments

• Depreciation — Monitor total schedules, original cost, current book value, and monthly depreciation; analyze methods such as Straight-Line, Sum-of-Years, and Declining-Balance; generate schedules, run depreciation, and process batches.
• Commitments — Monitor open purchase orders, open amount, committed (encumbered) value, and total paid; track the PO pipeline (Draft, Approved, Ordered, Received) and create POs linked to cost centers and vendors.

19.4 Analytics

• Financial Overview — Total budget, actual spend, committed amount, remaining budget, and overall budget health.
• Budget Utilization — Compare planned budget vs actual spend through monthly trends.
• Forecast Year-End Financials — Projected year-end spend, burn rate, and remaining runway.
• Budget Variance & Health Scores — Compare budgeted vs actual values and evaluate cost center financial health.
• Spend Distribution & Allocation Mix — Spending patterns by category and budget distribution by allocation type.

20.1 Features

• PDF Upload — Upload PDF files directly from your device.
• Drag & Drop Upload — Add files by dragging and dropping into the upload zone.
• File Size Support — Supports PDF uploads up to 20MB.
• PDF Editor Access — Open and manage PDFs after upload.
• Multitool Option — Access additional PDF operations such as merge, split, and edit.
• View Modes — Switch between different layout or grid views for managing files.

21.1 Features & Instructions

• Category List — All predefined and custom categories with name, code, class, description, status, and scope.
• Global Defaults — System-defined categories (e.g., Desktop, Laptop, Mobile) marked Read-only.
• Search and Filter — Quickly locate categories by name or code.
• Add Category — Create new organization-specific categories beyond global defaults.

1. Click + Add Category at the top right.
2. Enter Name, Code, Class (IT or Non-IT), Description, Status, and Scope (Global or Local).
3. Click Save to create the category. It appears in the table with editable fields under Actions.

22.1 Features & Instructions

• Session Dashboard — Open and closed verification sessions with summary metrics.
• Item Status Indicators — Verified, Pending, Mismatched, Missing, and Location Mismatch.
• Session Table — Session name, location, status, creation date, item count, verified count, and actions.
• New Session Creation — Initiate fresh verification cycles for specific locations.

1. Click + New Session at the top right of the screen.
2. Enter a Session Name (e.g., Q3 Warehouse Audit) and select a Location.
3. Click Create Session to start the verification process.
4. Use View under Actions to monitor progress or review results, and Refresh to update session data in real time.

23.1 Features & Instructions

• Audit & Compliance — Assets missing mandatory fields, unverified, or out of policy.
• Software Usage — Installed software classified as authorized or unauthorized.
• Location-wise — Asset counts and values broken down by location.
• Department-wise — Asset distribution and value by department.
• Disposed Assets — Assets that have been retired or disposed.
• Dynamic Data Fetch, Interactive Table View, and Quick Switching between report types.

1. Navigate to AMS Reports from the sidebar.
2. Select a report type (e.g., Audit & Compliance).
3. Review the table for asset details including Asset ID, Name, Location, State, and Owner.
4. Use filters or sorting options to refine results.
5. Click Refresh to update data from the latest asset service endpoints.

24.1 Features & Instructions

• Location List — All predefined and custom locations with name, code, description, status, and scope.
• Global Defaults — System-defined locations marked Read-only for consistency.
• Search and Filter — Quickly locate locations by name or code.
• Add Location — Create new organization-specific locations for asset allocation and reporting.

1. Click + Add Location at the top right.
2. Enter Name, Code, and an optional Description.
3. Toggle Active ON to enable the location for asset assignment.
4. Click Create — the location appears in the table with Scope and Actions.