Asset acknowledgment is the process of formally recognizing or acknowledging the ownership or possession of a particular asset. In various contexts, such as business, finance, or legal matters, asset acknowledgment helps establish ownership rights, ensure accountability, and maintain transparency.
You can configure acknowledgements for specific product types and receive user acknowledgements whenever these assets are assigned to users. Ensure the corresponding asset notifications are enabled to notify users when acknowledgements are sent.
Quick Links:
Configuring Asset Acknowledgement
Customizing Asset Acknowledgement Form
Configuring Notifications for Asset Acknowledgement
Asset Acknowledgement: End Users
Asset Acknowledgement: Technicians
To configure asset acknowledgement,
Go to Setup > Customization > Asset Management and select Asset Acknowledgement tab.
Check the Enable Asset Acknowledgment checkbox.
In the Configure Product Type section, select if you want to configure acknowledgments for specific product types or all product types.
If you choose Select Product Types, the list of product types allowed will be listed; from there, you can choose the required ones.
If you choose all Product Types, then all product types will be included in the asset acknowledgement configuration.
You can use Advanced Criteria to make sure the acknowledgement is only configured for intended assets.
For example, you can configure to enable asset acknowledgment only for assets pertaining to certain departments. To do that, in the advanced criteria, you can select <Department> <is> <required departments>. Other criteria available include: Asset Tag, Department, Location, Name, Product, Serial Number, State, User, and Asset Additional Fields.
Once you have selected the product types and configured the criteria (optional), you can configure the asset acknowledgment form.
By default, the asset acknowledgment form has the content as shown in the image below:
You can modify the content by using the editor and inserting the required variables by entering the $ character. Once you have customized the form, you can preview and save it.
Preview of the default asset acknowledgment form:
Sample asset acknowledgement received from user
Under Notification Rules > Asset, you can configure the following notifications.
Click on the edit icon to customize the notification template.
End users can acknowledge from the My Assets widget in the self-service portal and via email notifications that are sent to them. End users who have received the assets that are configured for asset acknowledgement, will be shown the warning below when they have received the asset and have not acknowledged.
Clicking on Acknowledgement Pending under My Assets will take the users to the acknowledgement form.
Technicians who have received assets that are configured for asset acknowledgement can acknowledge receipt of their assets via email notifications that are sent to them or from the assets details page.
From the details page, technicians can take acknowledgment actions from the RHS pane.
SDAdmin and technicians with asset edit access can manage acknowledgments from Assets > Acknowledgements.
They can filter acknowledgments based on statuses such as All Status, Acknowledgement Pending, Assets Received, and Assets not Received. They can also filter acknowledgment based on Product Types and Sites.
Acknowledgment Pending: Acknowledgements that are pending actions from users.
Asset Received: Ackowledgments that are acknowledged as assets received by users.
Assets not Received: Acknowledgments that are acknowledged as assets not received by users.
Additionally, SDAdmins and technicians with asset edit permission can send reminders to users to take acknowledgment actions as well as download acknowledgments.
To send a reminder or download acknowledgments, select acknowledgments from the list view and click Send Reminder or Download Details.
