Create custom asset type, status, warranty, and lease types

See the following sections:

About assets

Assets are equipment and software that are deployed within your organization. When an asset needs attention (for example, repaired, replaced, or serviced), Web Help Desk, techs can add the asset to a ticket and assign the ticket to the appropriate people within your organization.

Assets are grouped into asset types—for example, hardware and software. Asset types help you manage a large number of assets, and can be used when searching for assets and filtering asset report data.

Asset status describes the asset lifecycle state. For example, when a laptop is provisioned and assigned to a client, the asset status is Deployed. When an asset is decommissioned and no longer used, you can update the asset status to Retired.

An asset warranty type helps you manage assets with an expiring warranty. When you track warranty information, you can generate reports that include the warranty expiration date, and use that information to purchase an extended warranty, if required.

Asset type, status, warranty, and lease information are usually included data imports. However, if you have undefined Asset types, you can manually define them in the Setup > Assets > Types screen.

You can also set up assets to notify a technician whenever an asset lease or warranty is about to expire.

Create an asset type

Use the Asset Class tab to represent any type of classification you choose, such as Software, Hardware, Owned, and Leased.

1. Log in to Web Help Desk as an administrator.

2. Click Setup > Assets > Types.

3. On the Types screen, click the Asset Types tab.

4. Click New.

5. In the Name field, enter a name to identify the asset type.

6. In the Custom Fields row, select which of your custom fields should be attributed to the type you are creating.

   • Select All to designate all asset custom fields under the targeted asset type.

   • Select Specific to specify certain custom fields. A panel allows you to select which custom fields should be attributed to the targeted asset type.

7. Click Save.

Create an asset status type

Use the Asset Status Types tab to define the available status options for each asset. A status type describes the current use of an asset, such as Deployed (for equipment in use) or In Storage (for equipment in storage and not in use). Web Help Desk includes predefined status types to get you started, but you can create custom types.

1. Click Setup > Assets > Types.

2. On the Types screen, click the Asset Status Types tab.

3. Click New.

4. In the Name field, enter a name for the custom type.

5. Select the Retired check box if assets with this status are retired.

6. Click Save.

Create a warranty type

Use the Warranty Types tab to create and apply warranty classes (from one year to five years) and reflect the appropriate warranty length or type for a particular asset class.

1. Click Setup > Assets > Types.

2. On the Types screen, click the Warranty Types tab.

3. Click New.

4. In the Warranty Name field, enter the name used to identify the warranty.

5. In the Expiration row, enter the amount of time until this lease type expires. If there is no expiration, leave the field blank.

6. Click Save.

Define the lease type

Use the Lease Classes tab to create and apply lease types—from one year to five years—and reflect the appropriate warranty length or type for a particular asset class.

1. Click Setup > Assets > Types.

2. On the Types screen, click the Lease Classes tab.

3. Click New.

4. In the Lease Name field, enter a name to identify the lease.

5. In the Expiration row, enter the amount of time until this lease type expires. If there is no expiration date, leave this field blank

6. Click Save.

Delete an asset type

When you no longer need an asset type, it can be deleted.

1. Click Setup > Assets > Types.

2. Select the checkbox next to each asset type you want to delete.

3. Click Delete.