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9bx user guide

Assets

My assets, requests and problems

Every employee can see the items they hold, ask for an item, and report a problem with one. The asset team decides requests, hands items over and works the problems.

Contents: Who can use it · My assets · Ask for an item · Decide and hand over · Report a problem · New hires · Example · FAQ

Who can use it

  • Everyone signed in to the workspace: their own items, requests and problem reports. No extra role is needed.
  • The asset team: people whose role lets them see, approve or hand over asset requests, and see or work reported problems. Roles that could already assign assets get these automatically.

My assets

My assets lists what you hold now: the asset tag, the item, its serial number, condition, warranty end and the date you received it. Items you returned are not shown.

Book a shared item

Under My bookings you can book a shared item such as a projector or a vehicle for a time slot. See Booking shared items.

Ask for an item

  1. Open My assets and choose Request an item.
  2. Pick the exact item (for example "ThinkPad 14"), or only the kind of item (for example "Laptops") when any model will do.
  3. Enter how many, why you need it and, if it matters, the date you need it by.
  4. Send it. The request shows Waiting for approval.

If your organization has an approval flow for asset requests (set up in Approvals, request type Asset request), the request follows that flow and each approver decides in their inbox. Without a flow, the asset team gets a notification and decides directly.

While it waits you can Withdraw it. You are notified when it is approved or rejected, with the approver's note.

Decide and hand over (asset team)

The Asset requests list shows every request with its status: Waiting for approval, Approved, Handed over, Rejected, Withdrawn or Cancelled.

  • Approve or Reject (a reason is required to reject). Nobody can decide their own request. When an approval flow is running, your decision counts as your step.
  • Hand over an approved request: choose an item that is In stock. For a request naming an exact item, only that item's units can be chosen. The item is assigned to the person, exactly as with Assign on the asset page, and its history shows the request. For bulk items you can hand over without choosing a unit.
  • Cancel an open request that is no longer needed.

Report a problem

  1. In My assets, open the item and choose Report a problem.
  2. Choose what is wrong (Not working, Damaged, Lost, Stolen or Other) and describe it.
  3. Send it. The asset team is notified and the item's history records the report.

You can only report a problem with an item you hold. The asset team moves the report to In progress, then Resolved or Closed, and can record the item's new condition at the same time.

New hires get their items automatically

In HR → Onboarding → Templates, a checklist task can name the items a new hire should receive (for example a laptop and a headset). When onboarding starts for a person with a sign-in account:

  • one approved request is created for each item;
  • when a unit of that item is In stock, it is handed over at once;
  • otherwise the request waits in Asset requests for the asset team.

Starting the same onboarding again never creates the requests twice. When someone leaves, the offboarding checklist lists what they still hold and each item is returned from there.

Example scenario

Karim, a support agent at SaltSync, needs a second monitor. He opens My assets, chooses Request an item, picks "Dell 24 Monitor", writes "Second screen for ticket work" and sends it. Nadia in the stores team approves it, then chooses Hand over and picks unit "MON-0107". Karim now sees the monitor in My assets. A month later its screen flickers; Karim reports Not working, Nadia sets it to In progress, swaps the cable and marks it Resolved.

Tips

  • Ask for the kind of item when the model does not matter; the asset team can then hand over whatever is in stock.
  • Keep problem descriptions short and specific: what happens, since when.

Troubleshooting and FAQ

I cannot choose an item when handing over. Only items In stock can be handed over. Units that are assigned, in repair or disposed are not offered.

The request did not reach me as an approver. When an approval flow applies, the request goes to that flow's approvers instead of the whole asset team.

A new hire received no items. The person needs a sign-in account when onboarding starts, and the checklist task must name the items.

Assets and assignments · Licenses, contracts, bookings and kits · Tags, labels and scanning · Alerts, import and export