Guide 102: Organizing Items by Groups using Asset Tracking Software

asset tracking softwareYou can easily categorize and organize items in EZOfficeInventory using groups. This blog is a continuation of our earlier blog that explains how groups are set up and used in depreciation, custom fields, item filters, alerts, and document attachment. This blog will discuss how groups are used in setting up:

1) Item Bundles
2) Recurring Services and Maintenance
3) Service Triage
4) Work Orders
5) Access Control for Users

Using Groups to Add Items in Bundles

A bundle is a flexible combination of items, which acts like a checkout list making it easier to check items out together. Groups can be used to add items to bundles. The advantage of adding items from groups to bundles is that the system will automatically select available items and add them to the cart when the bundle is checked out. Additionally, if you wish to further specify the items, then you can swap these items out with other items in the groups specified. To learn more about bundles, click here.

To assign groups to bundles, go to Bundles → Add New Bundle → Under ‘Items in the Bundle’ → Click ‘+Bundle Line’. Choose ‘Advanced (Assets)’ against the Type field and specify details of how many Assets you want to add from a particular group or subgroup. See image below.

Note: The same method can be applied when adding Advanced (Asset stock) or Advanced (Inventory) items to a bundle.

To help us understand how this works, let’s take an example of a Bundle, ‘Laptop Set.’ This bundle has the bundle line items i.e. ‘Laptop Set,’ containing 1 asset stock item from the subgroup ‘Chargers,’ 1 asset from the group ‘Laptops’ and 1 inventory item from the group ‘Laptop Cleaning Solution.’  See image below:

When this bundle is added to a cart for checkout, 1 available asset from the group ‘Laptops’ will be added, 1 available asset stock items from the subgroup ‘Chargers’ and 1 inventory item from the group ‘Laptop Cleaning Solution’ will be added. To check out this bundle you will need to first add it to the cart by using the ‘Add To Cart’ on the right of the bundle detail page or directly from the carts page.

When adding assets from the ‘Add To Cart’ option on the Bundle detail page, from Bundles → Select Bundle Name → Add to Cart, you will also get the option to swap your items with other available items in the group before adding them to a cart. So, for the above example, you will get the following page.

You can then proceed to add you items to your cart. To learn more about Carts, click here

Setting up Recurring Services on Groups

Recurring services are set for Groups, such that all items in that group will have the recurring service take place for them. Recurring services can be enabled from Settings → Add ons → Advanced Services and Maintenance → Recurring Services. To learn more about setting up recurring services for groups, click here.

Setting up Service Triage on Groups

You can choose to send your assets/asset stock automatically into service for a defined period of time once they are checked-in, using the service triage feature. To enable this feature, go to Settings Add ons → Advanced Services and Maintenance → Service Triage. Once you enable the Service Triage feature you can either choose to:

  • Triage assets of all groups.
  • Triage assets of selective groups.

If you choose to triage assets for selective groups, you will need to enable or disable the Service triage for each group. To do this go to Items → Groups → Select a Group → Click ‘Service Triage’ button and set it to enabled/disabled for the Group. To learn more about the service triage feature, click here.

Using Groups in Work Orders

When creating work orders (tasks for employees), you can associate them to groups. For example, you can assign an employee to perform a software upgrade for all items present in the group ‘Laptops.’ This can be done when creating a work order from More Work Orders Add Work Order. You can also see details of work orders associated with a group from within the groups’ detail page. To do this go to Items Groups Select group name scroll down to the ‘Work Orders’ Tab. To learn more about work orders and associated tasks to groups, click here. You can enable Work Orders from Settings Add ons Work Orders.

Using Groups to Set up Access Control Rights for Users

For larger teams, you may need to restrict access to items according to departments, locations, and designation of employees. This is where our Advanced Access Control settings come into play. To learn more about setting up advanced access control, click here.

There are three ways to restrict access to users under Advanced Access Control i.e. by groups, by locations and by both groups and locations (see image below). These can be enabled from Settings Company Settings Policy Access Control Choose ‘Advanced’ Select one under ‘How do you want to restrict access’.

We’ll discuss restricting user access ‘By groups’ and ‘By groups & locations’ below:

Restricting Access by Group

This will allow members of certain user listings to only view items in the groups they have access to. To do this you will first create a user listing and assign groups of items to it. Members in that user listing will only have access to the items in the groups assigned to their user listing.

Restricting Access by Groups and Locations

In case you have multiple offices in different locations, you may want the employees to only access relevant items at their location only. For example, employees in the New York office should only have access to items grouped as ‘Laptops in New York’. To do this, assign both groups and locations to the user listing.

Learn More on User Access Control Settings.

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