Adding Assets
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Adding Assets

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Article Summary

Adding Assets

Start by clicking Assets in the navigation menu and selecting View Assets.

This will open the Assets Index page which will list all previously created assets. To begin adding a new asset, click Add New Asset.

Now you’re looking at the Add Asset page. We’re going to start out easy, the first field we need to fill in is the Name. This will be the title of the asset that users will see on the Asset Calendar, if they are requesting the asset, when they assign it to an event, so you want to be as clear as possible when naming your assets.

Next, you get to choose the color you want to associate with the asset. This color will display in the pins on the Asset Map, the color the activities will display in on the Asset Activity Calendar. Click on the color field to open the color wheel. Use the sliders, palettes, pencils, or color wheel to select the color you want to represent this asset. The selected color will then display in the field.

So, we’ve made things pretty, but now you need to decide where in the list of assets you want this particular asset to display. So, if you have a preference, enter a number in the Display Order section.

Now you need to decide the Asset Status. Options are Create Asset in Active Status or Create Asset in Requested Status. If created in a Requested status, a system administrator will need to approve the Asset to Active status before it can be added to events.

Next, select the Asset Category (optional) from the drop down list if you would like this asset to be part of a stack of similar assets. For example, if you were adding multiple Kiosks which are identical, you could add them to a category together so that they appear as a stack on the Asset Request page rather than as individual assets. Assets in a Category Stack and have one or multiple assets selected.

Next, select the Asset Availability Conditions that apply to your event. You will only see assets on the request page that are assigned to those Availability Conditions.

Next, add a photo(s) of the asset. This photo will appear on the Asset Request page and will help users determine what the asset they are requesting looks like.

Then, assign the asset to the appropriate Programs and Markets that it should be available. It is important to note that assets will only appear for requests on events where the asset’s market/program match the event’s market/program.

If you would like the asset to bypass the request process and be eligible for assigning directly to events with no approval, then select No for the “Allow Asset to bypass request process?” question. If not, then leave it at the default Yes setting.

Lastly, you can select the Asset Vehicle Type that best applies for this asset. This field can either be used to describe the asset itself (is it a car or a trailer) or can be used to describe how the asset would be transported.

Last, but certainly not least, any additional Asset Custom Fields assigned to the Asset Type you selected will appear at the bottom of the page. If any of those fields are required, you will need to enter them before being able to save the new asset.

Click Save to complete the process.