IntelliTrack® Rotational Assets Guide

How to set up and run the IntelliTrack Rotational Assets bundle: assets and bulk changes, maintenance and calibration, reservations, check in and check out, containers and insights, plus the administrator setup for items, lookups and assignees.

Chapter 1 - Rotational Assets

Welcome to the Rotational Assets bundle. This bundle is designed to track the rotational flow of assets from assignees to a site-location. It contains workflows that manage rotational assets. They include:

• Asset Check Out: check out an asset from a site-location to an assignee.
• Asset Check In: check in an asset from an assignee and place it back in a site-location.
• Asset Reservation: reserve an asset for a specific time period in days so that it is available for the assignee at that time.

This bundle will also help you track:

• Asset Maintenance / Calibration: the maintenance and calibration schedule for an asset.
• Asset Movement: the movement of the asset from one location to another.

Rotational Assets Terminology

Understanding IntelliTrack terminology will help orient you to the Rotational Assets Bundle and its capabilities. Refer to the table below to find the meanings and connected workflows of some of the most common terms you will come across in the Rotational Assets Bundle.

Common IntelliTrack Rotational Assets Bundle Terms

TERM	WORKFLOW	DEFINITION
Tenant	Bundle Setup	All data elements contained within a Tenant are segregated to that Tenant. In other words, data elements cannot be transferred or shared between Tenants.
Site	Location Setup	Site is the first tier of the organizational hierarchy. A Site belongs to a Tenant. Multiple sites can belong to one Tenant. Sites can be physical or logical units.
Location	Location Setup	Location is the second tier of the organizational hierarchy. A location belongs to a site and is stationary; it is often referred to as a "physical location" because it has a physical presence. Examples of a location could be a bin, rack, shelf, or closet. More than one location can belong to a Site. Locations cannot belong to more than one Site.
Sub-location	Location Setup	Each location can also have multiple sub-locations. To create a sub-location, enter the “Parent Location” field during the create location process.
Containers	Moveable Storage Setup	A container is a movable storage unit that resides in a physical location. Examples of a container include a toter or a shipping container.
Items	Asset Setup	Items are physical goods or materials that the organization wishes to track. An item is unique to each Tenant. All item numbers and alternate item numbers must be unique within a Tenant. When performing your initial Item import or data entry process think of an item as the master record which contains the properties that are common between every like item (part number, item group, manufacturer, check out settings, etc.). The unique item details are contained in the asset (asset #, serial #, etc.) imports. The item is the "parent" record of an asset.
Assets	Asset Setup	An asset is an item that has a value in the market, generates revenue, has a maintenance or calibration cost, is tracked by assignee and location. Examples of rotational assets include tools, rugged devices, and computer equipment. An asset is always assumed to have a quantity of 1.
Assignees	Check Out Management	An assignee is used with rotational asset management. The assignees are displayed at the Assignees page. An assignee may be any entity such as: a person, a location, a department. The Rotational Assets Bundle has three types of assignees: Owner: the owner of an asset; this assignee is associated with an asset in the asset’s record in the Owner field. Check Out Assignee: the assignee to whom the asset is checked out or reserved; an asset is checked out to this assignee or reserved for this assignee. Site Contact Assignee: the assignee may be designated as Site contact. The Site Contact Assignee is listed at the Site as a contact.

Chapter 2 - Asset Data Management

When you add an asset to IntelliTrack, the Asset is required to be associated to an item in IntelliTrack.

Qualities of an Asset

In IntelliTrack, the asset has the following qualities:

• Each asset has a unique asset number and may be tracked individually.
• When an asset is added to the application and placed in a location, the asset number is able to checked out, reserved, and moved.
• The asset quantity is always considered to be 1.
• An asset cannot be deleted; when it is no longer in active use, it can be retired.

Assets Page

The Assets page provides a way to easily manage your assets. To reach the Assets page, select Home> Assets > Assets.

This page lists the following information about an Asset:

• Asset number: Unique asset number. This is a required field.
• Item Number associated with the asset: Item Number that is associated with this asset. This is a required field.
• Asset serial number: Unique serial number of this asset. This is an optional field.
• Status: Status assigned to this asset. This is an optional field. The Status options available are from the Status Lookup list (Management > Assets > Status).
• Description: Item Number Description that this asset inherits from the associated Item Number. This field is populated when the associated item has a description.
• Site: Site that the asset resides in. This field is populated when the asset location is set.
• Location: Location that the asset resides in. This field is populated when the asset location is set.

Note

The site-location is the default location of the asset. The assumed quantity of an asset is always 1.

Page Icons

The Assets Data page contains the icons that support various User actions.

Asset Page Icons

Icon	Name	Description
	Search Bar	Limit the data in the page to the Search entry.
	Select View	Select the drop-down arrow to view the saved views for the page.
	Add Filter	Press to invoke the Add Filter dialog. Apply a query to a specific asset field.
	Add	Press to invoke the Add Asset page.
	Bulk Changes	Press to view the bulk change options available for the Asset. For more information, see "Bulk Changes".
	Select Row Checkbox	Resides in the far left of the page for each record. Mark the checkbox to select this record for a bulk operation.
	Save View	Press to invoke the Save View popup.
	Export > Export to CSV	Press to export the page's data out of IntelliTrack and into a CSV file.
	Export > Subscription	Press to invoke the Create Subscription popup.
	Manage Columns	Press to invoke the Manage Columns window.
	Retired	Resides in a row to the right of the Actions column. Denotes a Retired asset.
	Checked Out	Resides in a row to the right of the Actions column. Denotes a Checked Out asset.
	View	Press to reach the View Asset page for the asset.
	Rows per Page	Press to show more row options per page, up to a maximum of 1000 rows.
	Grid Pager	Press an option to page through the rows of data.

Page Filters and Views

For more information about data filtering and page views, please refer to the Getting Started Guide, which is available under General Platform information in the Knowledge Base

1. Log into IntelliTrack.
2. Select Knowledge Base from the Main menu to reach the Knowledge Base.
3. The Knowledge Base opens in the browser in another Tab.
4. In the Knowledge Base, select the IntelliTrack block to reach the IntelliTrack page.
5. At the IntelliTrack page, select Platform Basics and Administration > Getting Started Guide.
6. You will reach a Getting Started Guide page.
7. At this page, select the Download option for the Getting Started PDF file to download the Guide to your computer or device.

Chapter 3 - Setting Up Assets

The Assets page provides a way to easily manage your assets.

Note

Asset may also be imported into the platform.

Note

Adding an asset requires Admin or User level access to IntelliTrack.

Adding Assets

An asset may be added at the Add Asset page, which is reached from the Assets page.

1. Select Home > Assets > Assets to reach the Assets page.

2. Press the Add button to reach the Add Asset page.

   

3. Asset Number: required; it must be unique.

4. Item Number: required; press the drop-down arrow in the Item Number field and select the associated item from the list.

5. Description: automatically populated with the item's description, if applicable.

6. Manufacturer: automatically populated with the item's manufacturer, if applicable.

   

7. Serial Number: optional; must be unique.

8. Owner: optional; select from the Owner field drop-down list.

9. Condition: optional: select from the Condition field drop-down list.

10. Status: optional; select from the Status field drop-down list.

11. Site: optional; select from the Site drop-down list.

12. Location: optional; select from the Location drop-down list.

13. Comments: optional; add any comments about the asset in this field.

14. Maintenance / Calibration Tab: press this Tab to bring it to the front and add Maintenance or Calibration related information.

15. User Defined Fields Tab: appears if the Item has Item or Asset User Defined fields. Press this Tab to bring it to the front. Asset User Defined Fields are editable. Item User Defined Fields are read-only.

16. Save: press the Save button to save the Asset and return to the Assets page.

    1. Save & New: press the Save button down arrow and select this option to save the Asset clear the page and add another asset.
    2. Save & Clone: press the Save button down arrow and select this option to save the Asset, maintain the Item Number and Location selections, and add another asset.

Asset Auto-Number Setting

Note

When the Asset Auto-Number setting is enabled for the Tenant, the Asset Number is automatically generated and you do not have to enter it in the Asset Number field.

The screen example below shows the Add Asset page in a Tenant that has Asset Auto-Numbering Enabled (see "Asset"). In this case, Auto-Numbered appears in the Asset Number field. You do not have to enter an asset number, it will be automatically generated when the Asset is saved.

Importing Assets

Assets may also be imported into IntelliTrack via a CSV Import Template. It is available from the Import Assets page. Select Home > Assets > Import Assets to reach this page.

Important

When Asset Auto-Numbering is ON the asset import file must still contain a value for the Asset Number when importing a new asset for the import to process; however, the resulting imported assets will still follow the auto-numbering schema. This means that the imported assets will be auto-numbered instead of using the Asset Number value in the Auto Number field provided in the import file.

To import asset data into a tenant, follow these guidelines:

• Download the template.
• Follow the field requirements and field order in the template.
• Upload the template file (it is in .csv format).
• An email will be sent to your inbox detailing the results of the import.

For best results:

• A fresh template should be used each time you perform an import.
• The Header row is required. Do not remove it.
• Make sure to include all required fields.
• Follow the field order of the template.
• Optional fields may be removed from the template. If an optional field is not present, it will be skipped over.
• The import file type must be CSV.

Chapter 4 - View Asset Page

At the View Asset page, you are able to view all aspects of the Asset's record as well as perform transactions on the Asset. The View Asset page for an asset is reached from the main Assets page by selecting the View button.

Warranty Information

When the Display Warranty Information setting is enabled for the associated item, the Asset will display the Warranty Information fields.

Carrier Information

When the Display Carrier Information setting is enabled for the associated item, the Asset will display the Carrier Information fields.

Actions Pane

Perform actions on the asset via the Actions pane. Any action performed via the options found in the Actions pane is tracked as a transaction for the asset in asset history.

Actions Pane Actions

You are able to perform various asset transactions for the individual asset at the asset's View Asset page.

• The asset transactions are tracked in the Asset History tab at the View Asset page and in the Asset History report (Insights > Asset History > Report button).

• The Asset Actions available from the Actions pane are detailed in the table that follows.

  View Asset Page Actions

Icon	Name	Description	Transaction Type
	Edit Asset	Select to invoke the Edit Asset page. Edit asset lookup fields, comment, user defined fields, maintenance and calibration fields. Attach up to 5 files to the asset.	Asset Updated
	Set Location	Available when the asset's location is not set. Select to invoke the Set Location popup. Set the asset location via the Set Location popup.	Set Location
	Change Location	Available when the asset has a set location. Select to invoke the Change Location popup. Change the asset's location via the Change Location popup.	Changed Location
	Check Out	Select to invoke the Check Out popup. Check the asset out to an assignee via the Check Out popup.	Asset was Checked Out (Asset History tab only)
	Set Ownership	Available when the asset owner is not set. Select to invoke the Set Ownership popup. Set an owner for the asset.	Owner Updated
	Change Ownership	Available when the asset's owner is set. Select to invoke the Change Ownership popup. Change the owner for the asset.	Owner Updated
	Maintenance / Calibration	Select to invoke the Maintenance / Calibration popup. Record the Maintenance or Calibration Date for the asset.	Maintenance or Calibration
	Change Due Back Date	Available when the asset is checked out. Select to invoke the Change Due Back Date popup. Select the due back date and time for the checked out asset.	Asset changed due back date (Asset History tab only)
	Change Asset Number	Select to invoke the Change Asset Number popup and change the asset's number.	Asset Number Changed
	Change Serial Number	Select to invoke the Change Serial Number popup and change the asset's serial number.	Asset Serial Number Changed.
	Change Item Number	Select to invoke the Change Item Number popup and change the asset's item number.	Asset Item Changed
	Retire	Select to invoke the Retire popup and retire the asset from active use.	Asset Retired
	Unretire	Available when the asset is retired. Select to invoke the Unretire Asset popup and unretire the retired asset. This will put this asset back into active use.	Asset Unretired

Asset History Tab

The View Asset page > Asset History Tab displays a running log of all transactions completed for this asset.

Note

The Asset History report shows a running log of all transactions completed for all assets in the Tenant, see "Asset History".

Note

The Asset History report shows a complete asset history log; however, the Check Out and Check In transactions are only found at the View Asset page > Asset History tab; they are not part of the Asset History report.

Editing an Asset

An asset is edited at the Edit Asset page. The Edit Asset page is reached from the View Asset page. In the Asset Details tab, press the Edit button in the Actions pane.

The Edit Asset page appears.

Asset Details Tab

In the Asset Details Tab, the Condition field, Status field, and Comments field can be edited.

Carrier and Warranty Information

When the Carrier Information and / or Warranty Information fields are part of the Asset, the fields in these sections may be edited.

User Defined Fields Tab

If the Asset has Asset User Defined Fields, they may be edited in this Tab.

Important

When the Asset User Defined Fields are added to the item, the asset user defined fields will be available to the asset when this asset is associated with this item. Asset User Defined Fields are editable at the Add Asset page and the Edit Asset page.

Note

Item User Defined Fields are read-only at the Add Asset page and the Edit Asset page.

Note

If the Asset does not have any item or asset user defined fields, this Tab does not appear.

Maintenance / Calibration Tab

The Maintenance Period, Calibration Period, and Last and Next Maintenance and Calibration Dates may be edited, see "Asset Maintenance and Calibration" for more information.

Attachments Tab

A maximum of five files may be attached to an asset from the Attachments tab, which is available from the Edit Asset page. The maximum file size is 50 MB.

1. Select the Attachments Tab to bring it to the front.

2. Browse to the file via the Browse button in the Attachment field.

3. Select the file so that it appears in the Attachment field.

4. Upload it via the Add button.

5. The file is placed in the file attachment grid.

   

6. Press the Save button to save the file attachment(s) to the asset. They are available for Download at any time.

Chapter 5 - Bulk Changes

You are able to perform various asset transactions in bulk, for many assets at once, via the Bulk Changes options at the Assets page.

The Bulk Change Actions available from the Assets page > Bulk Changes drop-down list are detailed in the table that follows.

View Asset Page Actions

Option	Name	Description	Transaction Type
	Change Location	Set or change the location for the selected asset rows.	Set Location Changed Location
	Change Ownership	Set or change the asset's owner for the selected asset rows.	Owner Updated
	Retire	Retires the asset of the selected asset rows.	Asset Retired
	Print Labels	Prints a label for each selected asset row (see "Asset Print Labels Bulk Change Option"	NA

Performing a Bulk Change Operation

To perform a bulk operation, select the row or rows that will be a part of it. Two options are available for selecting the rows for a bulk operation.

Select the Assets

Select the Assets for the bulk change. You can do this by either using checkbox selection or by using dialog box selection.

Select Rows by Checkbox

Mark the checkbox to the left of a row to select it for the bulk operation.

Select All Visible Rows

Select each row individually.

Select Rows by Select By Options

Select the Bulk Changes button > Select by Asset Number option

Select by Asset Number option: Enter or paste the Asset Numbers to select the Assets in the page. These are the assets for the bulk operation.

Press Apply to close the popup and return to the Assets page: the assets are selected for the Bulk Operation.

Select the Bulk Changes button > Select by Serial Number option

Select the Bulk Change Option

Select the Bulk Change from the Bulk Changes options.

A popup appears to continue with the bulk operation. Select the necessary options in the popup to perform the bulk operation and then press Apply to close the popup and run the bulk operation.

Important

At least one row must be selected to perform a bulk change.

Bulk Changes - Change Location Option

Bulk Changes - Change Ownership Option

Bulk Changes - Retire Option

Run the Bulk Change

After the popup closes, a Bulk Changes page appears to notify you of the status of the bulk operation. The example below shows a Bulk Changes page for the Change Location option.

Asset Print Labels Bulk Change Option

The capability to print Asset labels is found at the Assets page (Home> Assets> Assets). It is a Bulk operation, which is completed from the Bulk Changes button, found along the top of the page.

The label sizes that IntelliTrack supports are:

• 2 x 1,
• 3 x 1,
• 3 x 2,
• 3 x 5,
• 4 x 2.

To print Asset labels:

1. Select the records to be printed as labels by marking the checkbox to the left of the Asset or by using the Bulk Changes > Select by Asset Number option or the Select by Serial Number option.

   

2. Select Bulk Changes > Print Labels.

   

3. The Print Labels prompt appears.

   1. Label Size: select the label size that corresponds to the printer.

   2. Include Description: Enable this setting to include the asset's description in the label.

      

4. Select the Print button to print the labels.

5. The Print window appears. It contains a Preview of the Labels that will be printed.

   

6. Select the Printer from the list of installed printers.

7. Press the Print button.

8. The Labels are sent to this printer and then printed.

Chapter 6 - Asset Maintenance and Calibration

A maintenance order and a calibration order are performed for an individual asset.

Feature Description

The maintenance and calibration feature enables you to record the maintenance or calibration service date for the asset. When you save a Maintenance Order or a Calibration Order, the system automatically updates the maintenance and / or calibration last service date in the View Asset page\Maintenance and Calibration tab. If a maintenance or calibration period is entered, the next maintenance date or the next calibration date is also updated.

Maintenance and Calibration Tab

The Maintenance / Calibration Tab is available at the Add Asset page, Edit Asset page, and View Asset page.

Add Asset Page and Edit Asset Page

You may adjust the Maintenance or Calibration Period (in days) and the Last and Next Maintenance and Calibration Dates in the Maintenance/Calibration Tab.

View Asset Page

You may view Maintenance and Calibration information at the Maintenance/Calibration Tab.

Maintenance / Calibration Due View

The Assets page has a Maintenance and Calibration Due View that reports on asset maintenance and calibration. Press Select View > Maintenance and Calibration Due to load this view.

Performing Asset Maintenance

To record a maintenance for an asset please refer to the steps that follow.

1. From the navigation pane, select Home > Assets.

2. The Assets page appears.

3. Locate the asset for the maintenance.

4. Press the View button to reach the View Asset page for this asset.

5. In the Actions pane, select the Maintenance/Calibration option.

6. The Maintenance/Calibration popup appears.

   

7. Maintenance Setting: enabled by default. For a Maintenance it has to be enabled.

8. Date: defaults to today's date. This can be changed.

9. Comments: add any maintenance comments.

10. Save: press the Save button to process the Maintenance transaction.

11. The Last Maintenance Date updates. If a Maintenance Period is set, the Next Maintenance Date also updates.

Performing Asset Calibration

To record a calibration for an asset please refer to the steps that follow.

1. From the navigation pane, select Home > Assets.

2. The Assets page appears.

3. Locate the asset for the calibration.

4. Press the View button to reach the View Asset page for this asset.

5. In the Actions pane, select the Maintenance/Calibration option.

6. The Maintenance/Calibration popup appears.

   

7. Calibration Setting: For a Calibration enable this setting.

8. Date: defaults to today's date. This can be changed.

9. Comments: add any maintenance comments.

10. Save: press the Save button to process the Calibration transaction.

11. The Last Calibration Date updates. If a Calibration Period is set, the Next Calibration Date also updates.

Chapter 7 - Asset Reservation

Reservations in IntelliTrack are calendar based and an asset may be reserved in days. This allows you to flag specific assets for an assignee during the reservation period. Depending on Tenant settings for Reservations (see "Reservation") either the system will warn you when you try to check out any reserved asset to another assignee at any time during the reservation period OR, the system will prevent you from checking out a reserved asset to another assignee.

An asset cannot be reserved under the following circumstances:

• An asset that is checked out and does not have a due back date.
• A past due checked out asset.
• An asset that is checked out that has a due back date that falls after the Start Date and before the End Date.
• An asset reserved to another assignee that falls within the reservation start date and end date.

Reservations Page

Reservations are managed from the Reservations page (Home > Assets > Reservations).

• To add a Reservation, press the Add button for the Reservation to go to the Add Reservation page. The Reservation is added from the page. Once it is saved, the Reservation will appear at the Reservations page in the list of reservations.
• To edit a Reservation, press the Edit button for the Reservation to go to the Edit Reservation page. The Reservation can be edited from this page.
• To delete an existing Reservation, press the Delete button for the Reservation.

Adding a Reservation

A Reservation is added from the Add Reservation page.

1. To add a Reservation, press Add at the Reservations page.

2. The Add Reservation page appears.

   

3. Assignee ID field: enter the Assignee ID in this field and press Tab or Enter on the keyboard. The system will validate this entry. If the Assignee ID is a Check Out Assignee, you are able to proceed.

4. Assignee Name field: the Assignee Name is automatically entered in this field, if applicable.

5. Reservation Number: if auto-numbering is Enabled for Reservations, the Reservation Number is automatically entered in this field.

6. Description: add a description for the reservation, if desired.

7. Start Date: select the Reservation start date.

8. End Date: select the Reservation end date.

9. Asset Number: enter the Asset Number for the reservation. NOTE: The asset must be in a site-location to be eligible for reservation.

10. Add button: press the Add button to add the asset to the reservation.

11. Repeat steps 9-10 until all assets are added to the reservation.

12. Save button: press the Save button to save this Reservation and return to the Reservations page.

    1. Save & New: Use the Save & New option to save the Reservation and remain at this page to add another Reservation.

Chapter 8 - Asset Check In

IntelliTrack offers two methods for checking in an asset:

• Check In by Asset
• Check In by Assignee

Check In Assets Page

At the Check In Assets page, any active asset is eligible for check in. Select Home > Assets > Check In to reach the Check In Assets page.

Asset Number field: enter the asset for check in and press the Add button. The Asset is placed in the page.

Asset Information

The following information is displayed about the Asset:

• Asset Number;
• Item Number - Description;
• Site-Location, if applicable;
• Assignee ID - Assignee Name, if applicable;
• Condition, if applicable: the Condition may be changed at Check In by pressing the drop-down arrow in the Condition field and selecting another condition from the list.

Actions

You may perform the following Actions for each asset added to the Check In:

• Change Location: press this button to load the Change Location popup and change the asset's location.
• Add a Comment: press this button to load the Comments popup and add a Check In comment to the asset.
• Delete the Asset from the Check In: press the Delete button to remove the asset from this Check In.

Processing the Check In

Press the Check In button to process the Check In. All asset information is updated and the assets are checked into IntelliTrack.

Asset Check In by Assignee

Assets may be checked in by assignee at the Check In by Assignee page. This page requires that you add a Check In Assignee to begin the Check In process.

To reach the Check In by Assignee page, please refer to the steps that follow.

1. Select Home > Assets > Check In By Assignee from the main menu bar.

2. The Check In By Assignee page appears.

   

3. Search Assignee field: scan or enter the exact Assignee ID or the Assignee Name in this field. The Assignee ID and Assignee Name field will be automatically populated when an exact match is entered.

   1. Type Ahead Search setting: enable this setting in order to enable a type ahead search for this field so that as you begin typing the Assignee Name or Assignee ID a drop-down list will appear that contains up to eight auto-complete options based upon matches it finds in the Assignee list.

      

      

4. The Check In By Assignee page populates with the Assets that are checked out to his Assignee. You may mark the checkbox to the right of the asset to earmark it for check in or you can add the asset or assets for check in to the order via the Asset Number field.

   

5. Asset Number field: scan or enter the Asset Number in this field.

   

6. Press the Add button.

7. The Asset Number field clears. The checkbox to the left of this asset becomes marked. This Asset is now ready to be checked in.

   

8. When you all the Assets are marked for Check In to this Assignee you are ready to proceed with the Check In.

   

9. Press the Check In button to process the assets for check in.

10. The assets are checked into IntelliTrack; a message appears along the top of the page to notify you that the Check In was successful.

Chapter 9 - Asset Check Out

Assets may be checked out by assignee at the Check Out Assets page. This page requires that you add a Check Out Assignee for asset check out. Assets are checked out to an assignee from the Check Out Assets page.

Checking Out Assets

To reach the Check Out Assets page, please refer to the steps that follow.

1. Select Home > Assets > Check Out from the main menu bar.

2. The Check Out Assets page appears.

   

3. Search Assignee field: scan or enter the exact Assignee ID or the Assignee Name in this field. The Assignee ID and Assignee Name field will be automatically populated when an exact match is entered.

   1. Type Ahead Search setting: enable this setting in order to enable a type ahead search for this field so that as you begin typing the Assignee Name or Assignee ID a drop-down list will appear that contains up to eight auto-complete options based upon matches it finds in the Assignee list.

      

      

4. The Check Out Assets page accepts this Assignee for Asset Check out.

   

5. Asset Number field: scan or enter the Asset Number in this field.

   

6. Press the Add button. The Asset Number field clears and the Asset is added for Check Out to this Assignee.

   

7. Repeat steps 5-6 until all assets are added to the check out.

8. Press the Check Out button to check the assets out to this assignee.

9. The assets are checked out to this assignee; a message appears along the top of the page to notify you that the Check Out was successful.

Chapter 10 - Containers

A Container is a movable storage unit. It is separate from the Location list. Containers are managed from the Containers page.

Select Home > Containers > Containers to reach this page.

Adding a Container

1. From the Containers page, select the Add button.

2. The Add Container page appears.

   

3. Container Number (required): add a Container Number.

4. Container Type (required): select a Container Type from the list.

5. Site: select a Site from the list.

6. Location: select a Location from the list.

The Container may be saved when this information is added to it. To add an asset or assets into the Container, see the next section.

Adding Assets to a Container

When an asset is added to a Container, it is moved from its site-location into the container. An asset is added to the container at the Add Container page or Edit Container page via the Add to Container section of the page.

Note

The Rotational Assets bundle only supports moving assets into a Container. To move items into a Container, the Consumable Inventory bundle is required.

1. Asset Number: press the drop-down arrow to view the Assets that may be added to the container.

   Note

   An asset must be in a site-location to be added to a container.

   Note

   A checked out asset cannot be added to a container.

   1. Item Number: the item associated with this asset automatically appears in this field.
   2. Description: the description of the item associated with the asset automatically appears in this field, if applicable.
   3. Site: the site the asset resides in automatically appears in this field.
   4. Location: the location the asset resides in automatically appears in this field.

2. Press the Add button to add this Asset to the Container. Continue until you are finished adding the assets and then press the Save button. The Assets are saved to this Container.

Moving a Container

A Container is moved from the Containers page.

Note

Any assets in the container are also moved with it.

To move a container into another Site-Location, press the Move button for the Container. The Move button is found in the Actions column.

1. In the Move Container popup, press the drop-down arrow in the Site field and select the Site for the Container move.
2. Next, press the drop-down arrow in the Location field and select the Location for the Container move.
3. Then, press the Move button to close the popup and move the Container into this Site-Location.
4. You are returned to the Containers page, a message appears along the top of the page to notify you that the move was successful.

Chapter 11 - Insights

The system provides you with data insights at the Insights page (Main > Insights). You may mark multiple reports or dashboards as a “Favorite”. When you mark a report or dashboard as a “Favorite” at the Insights page, a link to this page is created at the Home page as well under My Favorite Insights.

Select Home > Insights to reach the Insights page.

Important Insights for the Rotational Assets bundle are found at this page and are discussed in the section that follows.

Asset History

The Asset History report (Home > Insights > Asset History > Report button) shows a full asset transaction history log for the Tenant.

Note

Check In and Check Out transactions are not part of the report; however, they are logged individually for the asset at the View Assets page\ Asset History tab (see "Asset History Tab").

Asset Movement Report

The Asset Movement Report shows asset movement based on a selected time frame. Select Home > Insights > Asset Movement > Report button to reach this report. In the Showing Last popup select the time frame for which you want to see asset movement in the Tenant.

Assets by Site and Location

This report shows all assets by site-location and total the cost of the assets in the location when the asset has a purchase cost. This report may be sent to the printer or saved to PDF via the Print button option. It is designed to be a formatted report for printed output. Select Home > Insights > Assets by Site/Location > Report button to reach this report.

Assets by Sites

This report shows Assets by Sites along with a hyperlink to the Assets page to view the asset list by site there. Select Home > Insights > Assets by Sites > Report button to reach this report.

Assets Not Inventoried

This report is designed to show assets not inventoried in a time frame. Select Home > Insights > Assets Not Inventoried > Report button to reach this report.

Note

If the Asset has never been inventoried, the Last Inventory Date displays 1/1/1900 12:00 AM.

Checked Out Assets

The Checked Out Assets report shows Asset Check Out data, all in one place. Select Home > insights > Checked Out Assets > Report button to reach this page.

Item History

The Item History report (Home > Insights > Asset History > Report button) shows a full item level transaction history log for the Tenant.

Past Due Assets

The Past Due Assets report (Home > Insights > Past Due Assets > Report button) shows all checked out assets that are checked out past the Due Back Date.

Chapter 12 - Rotational Assets Administration

The next Chapters cover options that you will find the Management Menu. They are Administrative functions and are performed by a Tenant Administrator.

• Tenant Settings
• Data Configuration
• Item Lookup Setup
• Item Management
• Asset Lookup Setup
• Assignee Setup

Tenant Settings

The Rotational Assets bundle contains a number of settings for your Tenant. They are found in the Tenant Settings page.

From the Home page select Management.

The Management menu options appear in the navigation pane. Select Management > Settings > Tenant Settings to reach this page. At the Tenant Settings page, you will see options for Assets and Assignees.

Settings for Assets

Press the Edit button for the Asset option to reach the Settings for Assets page. The settings for assets include:

• Asset Numbering
• Reservation
• Check Out
• Maintenance/Calibration

Asset

The Asset Tenant setting governs asset auto-numbering.

Asset Number

The Asset Number is used to identify the specific asset and track it. When an asset is added to IntelliTrack, an Asset Number is required. It must be unique. IntelliTrack has an Asset Auto-Numbering setting, which will auto-number the asset when it is added at the Add Asset page in the web application.

Important

The Asset Auto-Numbering feature is not applied during an asset import of new assets. This means that the asset import file must contain a value for Asset Number when importing a new asset. IntelliTrack will not automatically generate one.

Asset Auto-Numbering

This setting may be Enabled or Disabled. When Enabled, the asset number is automatically numbered when it is added at the Add Asset page in the web application. When disabled, the asset number is not automatically numbered at the Add Asset page; the asset number must be entered manually by the User.

Next Number

This setting is used when the Asset Auto-Numbering setting is Enabled. The default starting number is 10000. This number will increment automatically when adding an asset in the web application via the Add Asset page. You may change the Next Number starting number setting.

Check Out

The check out process is governed by Tenant Settings. For more information about the Tenant Settings available for asset check out and asset check in, please refer to the section that follows.

Check Out Order Number

Each check out of assets that is performed has an order number. The Check Out Order Number is governed by the Check Out Order Auto-Numbering setting.

Check Out Order Auto-Numbering

Check Out Order Auto-Numbering: this is a setting the can be Enabled or Disabled.

When Enabled, the Check Out Order Number is applied to the check out automatically. It is transparent to the User. When Disabled, the Order Number field is displayed when checking out an asset and the User must provide one.

Next Order Number: This setting is used in conjunction with Check Out Order Auto-Numbering. The default starting number is 90000. It will increment automatically. The starting number may be changed.

Order Number Prefix: This setting is used in conjunction with Check Out Order Auto-Numbering. The default value is CO. It may be changed. It is placed in front of the order number to easily distinguish the order as a check out order.

Allow duplicate Order Numbers for Check Out: this is a setting that can be Enabled or Disabled.

Note

We recommend that the Allow duplicate Order Numbers for Check Out setting is Enabled when performing asset check out orders in the IntelliTrack mobile client.

Check In / Check Out Policy

The Tenant has policy options to govern asset eligibility for check out and check in.

The Policy for checking out assets already checked out, or checking in assets already checked in option that you select governs whether an asset already checked out or checked in may be checked out or checked in again. The options include:

• Allow: Allow an asset already checked out to be checked out again and to allow an asset already checked in to be checked in again.
• Require Confirmation: Prompt the User when attempting to check out an asset already checked out or check in an asset already checked in.
• Prohibit: Do not allow an asset already checked out to be checked out again or an asset already checked in to be checked in again.

Maintenance and Calibration

IntelliTrack tracks the Maintenance and Calibration period for an asset in Days. When asset maintenance or calibration is performed, an Order Number is tied to it. The Maintenance and Calibration Order Number is governed by Tenant Settings.

Maintenance / Calibration Order Auto-Numbering

This is a setting that can be Enabled or Disabled. When Enabled, the Maintenance / Calibration Order Number is applied to the Maintenance or Calibration automatically. It is transparent to the User. When Disabled, the Order Number field is displayed when performing an asset maintenance or calibration and the User must provide one.

Next Order Number

This setting is used in conjunction with the Maintenance / Calibration Order Auto-Numbering setting set to Enabled. The default next order number is 80000. This may be changed.

Order Number Prefix

This setting is used in conjunction with the Maintenance / Calibration Order Auto-Numbering setting to Enabled. The default Order Number Prefix is MC.

Allow duplicate Order Number for Maintenance / Calibration

This is a setting that can be Enabled or Disabled. When Enabled, a duplicate Maintenance / Calibration Order Number is allowed. When Disabled, a duplicate Maintenance / Calibration Order Number is not allowed.

Reservation

An asset may be reserved to an assignee for a period of days. This is used to ensure an asset is available for the assignee for the reserved time period.

Asset Reservation is governed by Tenant Settings.

Reservation Order Auto-Numbering

This is a setting that can be Enabled or Disabled. When Enabled, the Reservation Order Number is applied to the Reservation automatically. When Disabled, the User must provide one in the Order Number field.

Next Order Number

This setting is used in conjunction with the Reservation Order Auto-Numbering setting set to Enabled. The default next order number is 70000. This may be changed.

Order Number Prefix

This setting is used in conjunction with the Reservation Order Auto-Numbering setting to Enabled. The default Order Number Prefix is RES.

Allow Reservation Override during Check Out

This setting governs the eligibility of a checked out asset for asset reservation.

• When Enabled, an asset that is currently checked out may be added to a Reservation.
• When Disabled, an asset that is currently checked out may not be added to a Reservation, when attempting to add a checked out asset to a Reservation, a message will appear: The Asset is currently checked out and cannot be reserved.

Settings for Assignees

The Assignees Tenant setting governs assignee auto-numbering.

Assignee ID

The Assignee ID is used to identify the specific assignee and track it. When an assignee is added to IntelliTrack, an Assignee ID is required. It must be unique. IntelliTrack has an Assignee Auto-Numbering setting, which will auto-number the assignee ID when it is added at the Add Assignee page in the web application.

Important

The Assignee Auto-Numbering feature is not applied during an assignee import of new assignees. This means that the assignee import file must contain a value for the Assignee ID when importing a new assignee. IntelliTrack will not automatically generate one.

Assignee Auto-Numbering

This setting may be Enabled or Disabled. When Enabled, the assignee ID is automatically numbered when it is added at the Add Assignee page in the web application. When disabled, the assignee ID is not automatically numbered at the Add Assignee page; the assignee ID must be entered manually by the User.

Next Number

This setting is used when the Assignee Auto-Numbering setting is Enabled. The default starting number is 1000. This number will increment automatically when adding an assignee in the web application via the Add Assignee page. You may change the Next Number starting number setting.

Data Configuration

Asset data configuration encompasses user setup, site setup, item setup, asset setup, and assignee setup. The following sections outline each of these areas.

Note

We recommend that you thoroughly evaluate your rotational asset tracking goals and needs BEFORE you begin setting up your data.

User, Site and Location Setup

User, Site, and Location Setup are the cornerstones of the Tenant's data. These topics are addressed in the Getting Started Guide.

Getting Started Guide

For more information about user, site, and location setup, please refer to the Getting Started Guide, which is available under General Platform information in the Knowledge Base

1. Log into IntelliTrack.
2. Select Knowledge Base from the Main menu to reach the Knowledge Base.
3. The Knowledge Base opens in the browser in another Tab.
4. In the Knowledge Base, select the IntelliTrack block to reach the IntelliTrack page.
5. At the IntelliTrack page, select Platform Basics and Administration > Getting Started Guide.
6. You will reach a Getting Started Guide page.
7. At this page, select the Download option for the Getting Started PDF file to download the Guide to your computer or device.

Chapter 13 - Item Lookup Setup

Note

Admin access is required to add an item lookup.

Item lookups are optional fields associated with the item and inherited by the asset. They are added by an Admin level user from the Home > Management > Items menu. They include:

• Item Groups: an item may be assigned to multiple item groups. Use the Item Group lookup to sort items and assets by category and model.
• Manufacturers: an item can be associated with a manufacturer. Use the Manufacturer lookup to sort items and assets by manufacturer.
• Units of Measure: The Unit of Measure is the name of the counting unit for the item. The item is required to have a unit of measure with an each count of 1 when it is associated to an asset because the count of an asset is always considered to be 1.

Item Groups

The Item Group list is maintained at the Items Groups page. Once added, the Item Group is available as an option in the Item Groups down-down list when adding or editing an item.

To reach the Item Groups page, follow these steps.

1. Select Management > from the Home menu bar.

   

2. The Management menu options appear in the Menu bar. Select Items > Item Groups from the menu. The Item Groups page appears.

Note

To add, edit, or delete an Item Group, Administrator access is required.

Adding an Item Group

To add a new item group to IntelliTrack, please refer to the steps that follow.

1. From the Item Groups page, select the Add button.

   Note

   The Add button is found along the top of the page, above the Actions column.

   

2. The Add Item Group page appears.

   

3. Enter the name of the Item Group in the Name field.

   1. The Item Group Name is required and must be unique.

4. Enter the Description for this Item Group in the Description field. The Description is optional.

5. Press the Save button to save the Item Group.

6. You are returned to the Item Groups page. A message appears along the top of the page to notify you that the Item Group has been saved.

Editing an Item Group

An Item Group is edited at the Edit Item Group page. From the Items Groups page, select the Edit button for an Item Group that you want to edit. The Edit Item Group page appears for this item group. The Name and Description may be edited. Be sure to press the Save button to save any changes to the Item Group.

Deleting an Item Group

Note

An Item Group that is associated with an item is "in use" and may not be deleted.

From the Item Groups page, select the Delete button for the Item Group that you want to delete. A Confirmation prompt appears asking you if you are sure that you want to delete this Item Group. If the Item Group is being used for an item, you are also notified that this item group is in use and cannot be deleted.

Manufacturers

The Manufacturer list is maintained at the Manufacturers page. Once added, the Manufacturer is available as an option in the Manufacturer down-down list when adding or editing an item.

To reach the Manufacturer page, follow these steps.

1. Select Management > from the Home menu bar.

   

2. The Management menu options appear in the Menu bar. Select Items > Manufacturers from the menu. The Manufacturers page appears.

Note

To add, edit, or delete a Manufacturer, Administrator level access is required.

Adding a Manufacturer

1. From the Manufacturers page, select the Add button.

   Note

   The Add button is found along the top of the page, above the Actions column.

   

2. The Add Manufacturer page appears.

   

3. Enter the name of the Manufacturer in the Name field.

   1. The Name is required and must be unique.

4. Enter the Description in the Description field. The Description is optional.

5. Press the Save button to save the Manufacturer.

   1. Save & New option: press the drop-down arrow in the Save button and select this option to save the Manufacturer, clear the page and add another manufacturer.

      

6. You are returned to the Manufacturers page. A message appears along the top of the page to notify you that the Manufacturer has been saved.

Editing a Manufacturer

A Manufacturer is edited at the Edit Manufacturer page. From the Manufacturers page, select the Edit button for a Manufacturer that you want to edit. The Manufacturer page appears for this manufacturer. The Name and Description may be edited. Be sure to press the Save button to save any changes to the Manufacturer.

Deleting a Manufacturer

Note

A Manufacturer that is associated with an item is "in use" and may not be deleted.

From the Manufacturers page, select the Delete button for the Manufacturer that you want to delete. A Confirmation prompt appears asking you if you are sure that you want to delete this Manufacturer. If the Manufacturer is being used for an item, you are also notified that this manufacturer is in use and cannot be deleted.

Units of Measure

The Unit of Measure list is maintained from the Units of Measure page. To reach this page follow these steps.

1. Select Management > from the Home menu bar.

   

2. The Management menu options appear in the Menu bar. Select Items > Unit of Measure from the menu. The Units of Measure page appears.

Note

To add, edit, or delete a Unit of Measure, Administrator level access is required.

Adding a Unit of Measure

1. From the Units of Measure page, select the Add button.

   Note

   The Add button is found along the top of the page, above the Actions column.

   

2. The Add Unit of Measure page appears.

   

3. Enter the name of the Unit of Measure in the Name field.

   1. The Name is required and must be unique.

4. Enter the Description in the Description field. The Description is optional.

5. Press the Save button to save the Unit of Measure.

   1. Save & New option: press the drop-down arrow in the Save button to select the Save &New option, save the unit of measure, clear the page, and add another unit of measure.

      

6. You are returned to the Units of Measure page. A message appears along the top of the page to notify you that the Unit of Measure has been saved.

Editing a Unit of Measure

From the Units of Measure page, select the Edit button to the right of the Unit of Measure that you want to edit. The Edit Unit of Measure page appears for this Unit of Measure. The name and description may be edited. Be sure to press the Save button to save any changes to the unit of measure.

Deleting a Unit of Measure

Note

A Unit of Measure that is being used for an item is "in use" and may not be deleted.

From the Units of Measure page, select the Delete button for the Unit of Measure that you want to delete. A Confirmation prompt appears asking you if you are sure that you want to delete this Unit of Measure. If the Unit of Measure is being used for an item, you are also notified that this unit of measure is in use and cannot be deleted.

Chapter 14 - Setting Up Items

Items form the basis of the asset record. The item is the parent of the asset and the asset will inherit its general qualities from the item.

• Picture
• Item Number
• Description
• Manufacturer
• Item Groups
• Item Attachments
• Item User Defined Fields
• Check Out Settings
• Display Warranty Information: when this setting is enabled at the item: the Purchase Date, Purchase Cost, and Warranty Expiration Date fields are available for the Asset.
• Cellular Carrier Information: when this setting is enabled at the Asset: the Cellular Carrier, SimlccID1, SimlccID2, MEID / IMEI, and Phone Number fields are available for the Asset.

The items are found at the Items page (Management > Items).

Note

Admin access is required to add an item to IntelliTrack.

Important

The item must have a unit of measure with an each count of 1 to be eligible for asset association.

Important

The Display Warranty Information setting MUST BE ENABLED at the item to view the Purchase Date, Purchase Cost, and Warranty Expiration field at the Asset.

Important

The Display Carrier Information setting MUST BE ENABLED at the item to view the Cellular Carrier, SIM 1, SIM 2, MEID / IMEI and Phone Number fields at the Asset.

Items Page

The Item list is viewed from the Items page. Select Management > Items > Items to reach this page.

Note

To add, edit, or delete an Item, Administrator access is required.

Adding an Item

In IntelliTrack, you may add an item at the Add Item page. The item number and one unit of measure-each count are required to save an item.

Important

The item must have a unit of measure with an each count of 1 to be eligible for asset association.

Important

The Display Warranty Information setting MUST BE ENABLED at the item to view the Purchase Date, Purchase Cost, and Warranty Expiration fields at the Asset.

Important

The Display Carrier Information setting MUST BE ENABLED at the item to view the Cellular Carrier, SIM, and Phone Number fields at the Asset.

However, many optional fields are available to add to the item record. This section shows the basic steps to add an item at the Add Item page.

To add an item, follow the steps below.

1. Select Management from the Main menu options in the Navigation pane.
2. The Management menu appears in the Navigation pane.
3. Select Items > Items from the Management menu.
4. The Items page appears.
5. Select the Add button in the top right area of the page. The Add Item page appears. The Item Details tab is to the front.
6. Item Number: The item number is required.
7. Click the Units of Measure tab to bring this tab to the front. Add at least one unit of measure-each count to the grid.
8. Press Save to add the item. You are returned to the Items page. The item is now part of the item list.
   1. Save & New: press the Save button down arrow and select this option to save the Item, clear the page and add another item.
   2. Save & Clone: press the Save button down arrow and select this option to save the Item, maintain (as applicable) the Description, Manufacturer, Item Groups, Display Carrier Information Setting, Display Warranty Information Setting, Image, Unit of Measure, and User Defined Fields, and add another item. .

To view a detailed explanation of all the optional fields for an item, continue with the following sections.

Items Details

The main item information is added from the Item Details tab. When the Add Item page appears, the Item Details tab is automatically brought to the front. Add the item number and relevant item associations and settings at this tab.

1. Item Number field (required): enter the item number (must be unique).
2. Alternate Number: enter the alternate number (must be unique).
3. Description field: enter an item description.
4. Comments field: enter any item comment or comments in this field.
5. Manufacturer field: click the drop-down arrow to select a manufacturer from the manufacturer list that appears.
6. Item Groups field: An item group is often a model or category. Click the drop-down arrow and select the item group or groups from the item group drop-down list. This field accepts multiple item groups.
7. Display Carrier Information setting: Enable this setting to track cell phone carrier data for an asset.
8. Display Warranty Information setting: Enable this setting to track purchase date, purchase cost, and warranty expiration for an item.
9. End of Sale Date: This is a date field for tracking the end of sale date for an asset.
10. End of Support Date: This is a date field for tracking the end of support date for an asset.
11. Comments: enter any relevant or necessary comments about the item in this field.
12. Image: to add an image to this item, click the Browse button to open the Open dialog. From the Open dialog, browse to the image file and select it for the item. The image will be displayed in the image area.

Item Units of Measure

Each item must have a unit of measure-each count. It is added from the Units of Measure tab. Optionally, the Unit Cost may also be added to the unit of measure-each count.

Important

The item must have a unit of measure with an each count of 1 to be eligible for association with an asset.

1. Click the Units of Measure tab to bring this tab to the front.
2. Units of Measure field: click the drop-down arrow to view the Units of Measure drop-down list. Select the Unit of Measure for this item from the list.
3. Each Count field: enter the each count in this field. The each count is the base unit for this unit of measure.
   1. For example, when a Unit of Measure of {Each} has an each c count of one, the base counting unit of {Each} is one (1 {Each} equals 1 item).
   2. The unit of measure-each count must be unique. This means that a single item cannot have two duplicate units of measure or duplicate each counts.
4. Unit Cost field (optional): enter the unit cost for this unit of measure in this field. When the unit cost is entered, the system is able to calculate extended item cost based upon the on hand quantity for this item unit of measure-each count.
5. Click the Add button to the right of the Units of Measure field. The unit of measure-each count-unit cost is added to the item.

Editing the Unit Cost

The Unit Cost for an Item can be edited at the Edit Item page. To edit the unit cost, follow the steps below.

Important

Editing an Item is an Administrator level privilege.

1. Select Management > Items > Items. The Items page appears.
2. To edit the Unit Cost for an Item, use the page's Search bar or Add Filter popup to search for the Item.
3. In the Actions column for the Item entry, press Edit. The Edit Item page for this Item appears.
4. Press the Units of Measure tab to bring this portion to the front.
5. Each Unit of Measure-Each Count is found in the unit of measure area.
6. To change the Unit Cost for a Unit of Measure-Each Count, press Edit in the Actions column. The Change Unit Cost popup appears.
7. Enter the Unit Cost in the Unit Cost field.
8. Press Apply to close the popup and apply the new unit cost.

User Defined Fields

IntelliTrack supports up to 25 User Defined Fields for an Item and up to 25 User Defined Fields for an Asset. Item and Asset User Defined Fields are added to the system from the User Defined Field options in the Management menu. Adding User Defined Fields requires Admin access.

Item User Defined Fields

Item User Defined Fields are added at the Item User Defined Fields page. The Item User Defined Fields must be added and defined BEFORE they can be placed on an item. To create the User Defined Fields, please refer to the sections that follow.

Note

To work with Item User Defined fields, Administrator level access is required.

IntelliTrack supports up to twenty five user defined fields for an item. The fields are fully customizable. Using them requires three basic steps:

1. Adding an Item User Defined Field Group to the Tenant.
2. Adding an Item User Defined Field to a User Defined Field Group.
3. Adding the Item User Defined Field Group to the Item.

They are outlined below.

Step One: Add a User Defined Field Group for Items

An Item User Defined Field Group is used to group like item user defined fields together. Before you add an Item User Defined Field, you must add a group for it. To add an Item User Defined Field Group, refer to the steps that follow.

Important

An Item User Defined Field Group is required to add an Item User Defined Field.

1. Select Management > User Defined Fields > User Defined Field Groups.

2. The User Defined Field Groups page appears.

   

3. Press the Add button.

4. The Add User Defined Field Group page appears.

   

5. Name field: enter a name for the User Defined Field group in this field.

6. Entity: press the drop-down arrow and select Item since we are adding a User Defined Field Group for use with Items.

7. Display Order: the Display Order matters when you have more than one User Defined Field Group for Items because it dictates the order that the field group appears in the Add/Edit Item User Defined Fields tab. if this is the first User Defined Field Group that you are adding, enter 1.

8. Press Save. You are returned to the User Defined Fields Group page. The new Item User Defined Field Group has been added.

   1. Save & New option: press the drop-down arrow in the Save button to select the Save & New option to save the User Defined Field, clear the page, and add another User Defined Field Group.

Step Two: Add an Item User Defined Field

An Item User Defined Field is managed from the Item User Defined Fields page. It must be part of an Item User Defined Field Group.

Important

An Item User Defined Field Group is required to add an Item User Defined Field. For more information about adding an Item User Defined Field Group, see "Step One: Add a User Defined Field Group for Items".

Please refer to the steps that follow to add an Item User Defined Field.

1. Select Management > User Defined Fields > Item User Defined Fields. The Item User Defined Fields page appears.

   

2. Press the Add button. The Add User Defined Field for Item page appears.

   

3. Name: enter a Name for the User Defined Field in this field.

4. User Defined Field: a total of 25 Item User Defined Fields are available. Select from the available user defined fields.

5. Group: click the drop-down arrow in this field and select the Item User Defined Group that this Item User Defined Field belongs to from the list that appears.

6. Display Order: dictates where this User Defined Field appears in the User Defined Field Group. It matters when you add more than one User Defined Field to this User Defined Field Group because the Display Order Number determines the placement of the User Defined Field inside this User Defined Field Group.

7. Type: select the field type for this field from the following options:

   1. String: the field will accept alphanumeric characters.
   2. Numeric: the field will accept numeric characters.
   3. DateTime: the field will accept a calendar date-time stamp.
   4. Boolean: the field may be toggled on or off.
   5. Date: the field will accept a calendar date.

8. Press Save to save the Item User Defined Field to the Item User Defined Field Group.

   1. Save & New option: press the drop-down arrow in the Save button to select the Save & New option to save the User Defined Field, clear the page, and add another User Defined Field.

   2. Save & Clone option: press the drop-down arrow in the Save button to select the Save & Clone option to save the User Defined Field, maintain certain fields, and add another User Defined Field.

      

9. Repeat steps 1-8 until you have added all the Item User Defined Fields to this group.

Adding a User Defined Field to an Item

Once the Item User Defined Field is saved to an Item User Defined Field Group, the User Defined Field Group is ready to be added to the item at the Add/Edit Item page\User Defined Fields Tab. All User Defined Fields added to the User Defined Field Group are also added to the item.

Important

The User Defined Fields must be added to each item that will use them.

To add the Item User Defined Fields to an Item, please refer to the steps that follow.

1. Select Management > Items > Items from the navigation pane. The Items page appears. The User Defined Fields may be added to an item at the Add Item page or the Edit Item page.

   1. Add Item page: select the Add button to reach this page. The Add Item page appears.
   2. Edit Item page: locate the item for editing and select the Edit button in the Actions column. The Edit Item page appears for this item.

2. Press the User Defined Fields tab to bring this tab to the front.

3. Click the drop-down arrow in the User Defined Fields Group field. The Item User Defined Fields Group or Groups that have been added to the Tenant appear. Select the User Defined Field Group that you want to add to this item.

   

4. Press the Add button.

5. The User Defined Field Group and the Item User Defined Field or Fields that are part of it are added to the item.

   

6. Press the Save button to save the User Defined Fields in the User Defined Field Group are saved to the item. They are available now to be used for the item.

Asset User Defined Fields

Asset User Defined Fields are added at the Asset User Defined Fields page. The Asset User Defined Fields must be added and defined first. Once they are created, they can be added to an ITEM; which will automatically place them on an asset when the asset is associated with this item. To create the User Defined Fields, please refer to the sections that follow.

IntelliTrack supports up to twenty five user defined fields for an asset. The fields are fully customizable. Using them requires three basic steps:

1. Adding an Asset User Defined Field Group to the Tenant.
2. Adding an Asset User Defined Field to a User Defined Field Group.
3. Adding the Asset User Defined Field Group to the Item.
4. Associating the Item to an Asset.

They are outlined below.

Step One: Add a User Defined Field Group for Assets

An Asset User Defined Field Group is used to group like asset user defined fields together. Before you add an Asset User Defined Field, you must add a group for it. To add an Asset User Defined Field Group, refer to the steps that follow.

Important

An Asset User Defined Field Group is required to add an Asset User Defined Field.

1. Select Management > User Defined Fields > User Defined Field Groups.

2. The User Defined Field Groups page appears.

   

3. Press the Add button.

4. The Add User Defined Field Group page appears.

5. Name field: enter a name for the User Defined Field group in this field.

6. Entity: press the drop-down arrow and select Asset since we are adding a User Defined Field Group for use with Assets.

7. Display Order: the Display Order matters when you have more than one User Defined Field Group for Items because it dictates the order that the field group appears in the Add/Edit Asset User Defined Fields tab. if this is the first User Defined Field Group that you are adding, enter 1.

   

8. Press Save. You are returned to the User Defined Fields Group page. The new Asset User Defined Field Group has been added.

   1. Save & New: press the drop-down arrow in the Save button to reach the Save & New option to save the Asset User Defined Field Group, clear the page, and add another one.

Step Two: Add an Asset User Defined Field

An Asset User Defined Field is managed from the Asset User Defined Fields page. It must be part of an Asset User Defined Field Group.

Important

An Asset User Defined Field Group is required to add an Asset User Defined Field. For more information about adding an Asset User Defined Field Group, see "Step One: Add a User Defined Field Group for Assets".

Please refer to the steps that follow to add an Asset User Defined Field.

1. Select Management > User Defined Fields > Asset User Defined Fields. The Asset User Defined Fields page appears.

   

2. Press the Add button. The Add User Defined Field for Asset page appears.

   

3. Name: enter a Name for the User Defined Field in this field.

4. User Defined Field: a total of 25 Asset User Defined Fields are available. Select from the available user defined fields.

5. Group: click the drop-down arrow in this field and select the Asset User Defined Group that this Asset User Defined Field belongs to from the list that appears.

6. Display Order: dictates where this User Defined Field appears in the User Defined Field Group. It matters when you add more than one User Defined Field to this User Defined Field Group because the Display Order Number determines the placement of the User Defined Field inside this User Defined Field Group.

7. Type: select the field type for this field from the following options:

   1. String: the field will accept alphanumeric characters.
   2. Numeric: the field will accept numeric characters.
   3. DateTime: the field will accept a calendar date-time stamp.
   4. Boolean: the field may be toggled on or off.
   5. Date: the field will accept a calendar date.

8. Press Save to save the Asset User Defined Field to the Asset User Defined Field Group.

   1. Save & New option: press the Down arrow in the Save button and select the Save & New option to save the asset user defined field, clear the page, add another asset user defined field.

   2. Save & Clone option: press the Down arrow in the Save button to select the Save & Clone option to save the asset user defined field, maintain certain information, and add another asset user defined field.

      

9. Repeat steps 1-8 until you have added all the Asset User Defined Fields to this group.

Adding a User Defined Field to an the Item for Use on an Asset

Once the Asset User Defined Field is saved to an Asset User Defined Field Group, the User Defined Field Group is ready to be added to the item at the Add/Edit Item page\User Defined Fields Tab. All User Defined Fields added to the User Defined Field Group are also added to the item.

Important

When the Asset User Defined Fields are added to the item, the asset user defined fields will be available to the asset when this asset is associated with this item.

To add the Asset User Defined Fields to an Item, please refer to the steps that follow.

1. Select Management > Items > Items from the navigation pane. The Items page appears. The User Defined Fields may be added to an item at the Add Item page or the Edit Item page.

   1. Add Item page: select the Add button to reach this page. The Add Item page appears.
   2. Edit Item page: locate the item for editing and select the Edit button in the Actions column. The Edit Item page appears for this item.

2. Press the User Defined Fields tab to bring this tab to the front.

   

3. Click the drop-down arrow in the User Defined Fields Group field. The Asset User Defined Fields Group or Groups that have been added to the Tenant appear. Select the User Defined Field Group that you want to add to this item.

4. Press the Add button.

5. The User Defined Field Group and the Asset User Defined Field or Fields that are part of it are added to the item. NOTE: Asset User Defined Fields are read-only at the item. They will become enabled at the asset, for an asset that is associated to this item.

   

6. Press the Save button to save the User Defined Fields in the User Defined Field Group to the item. They are available now to be used for the asset when this item is associated to the Asset.

Asset User Defined Fields Available at the Asset

At the Add Asset page, when the Item Number for the Asset contains asset user defined fields, they are placed on the asset.

Check Out Settings

The Check Out Settings Tab options apply to asset check-out. You are able to set the check out time/duration for an asset at this tab.

• When you set a check out time/duration, the system automatically calculates the due back date/time when the asset is checked out to an assignee.
• If you do not set a check out time/duration for the asset item, the system will not automatically supply one at asset check out. You will have to manually set a due back date/time at the Check Out page, when the asset is being checked out.

To add check out settings to the asset, follow the steps below.

1. Click the Check Out Settings tab to bring this portion of the page to the front. The following options are available.
2. Check In Time field: Enter the check in time in this field. The setting is applied to a check out period that is calculated in Days, Weeks, or Months. If the check in time is set for Hours, the check in time will be calculated in hours, based on the check out time.
3. Check Out Duration field: Enter the length of time the asset may be checked out; click the drop-down arrow and select from the following options: Hour, Day, Week, or Month.
4. Check Out Skip Weekends checkbox: This setting only applies to a check out period in days. If marked, weekends will not be included in the check out period. If unmarked, weekends will be included in the check out period.

Item Attachments

A maximum of five files may be attached to an item from the Attachments tab, which is available from the Add Item page and the Edit Item page. The maximum file size is 50 MB.

1. Browse to the file via the Browse button in the Attachment field.

2. Select the file so that it appears in the Attachment field.

3. Upload it via the Add button.

4. The file is placed in the file attachment grid.

   

5. Press the Save button to save the file attachment(s) to the item. They are available for Download at any time.

Item Clone

The Clone feature gives you an accelerated way to add an item to the system. This feature is useful when you are adding an item that is similar to one that already exists. Many relevant fields automatically carry over to the new record, including:

• Description
• Manufacturer
• Item Groups
• Comments
• Picture
• Serial Number Setting
• Lots Setting
• Expiration Dates Setting
• Units of Measure
• User Defined Fields

Cloning an Item

An item is added via the clone feature at the Items page.

1. Select Management > Items. The Items page appears.
2. Find the item that you want to clone.
3. In the Actions column, click the ... More Options icon. The Clone option appears.
4. Select the Clone button. The Add Item page appears.
5. All fields that carry over and contain a value are set for this new item. Enter the Item Number in the Item Number field.
6. If you do not want to make any more adjustments to this item, press the Save button to save it.

Item Edit

All fields in the item may be edited from the Edit Item page. The Edit Item page is reached from the Items page.

Editing an Item

Refer to the steps below to edit an item.

1. Click Management > Items > Items from the navigation pane.
2. The Items page appears.
3. In the Actions column, select the Edit button for the item that you want to edit.
4. The Edit Item page appears for this item.
5. Perform the changes that you want to make to the item.
6. Press the Save button to save the updates to the item.

Item Delete

An item is deleted from the Items page. To delete an item, refer to the steps below.

Note

An item in use cannot be deleted.

1. Select Management > Items > Items from the menu.
2. The Items page appears.
3. Select the Delete button for the item that you want to delete.
4. A Confirmation prompt appears, asking you to confirm this action.
5. To continue, press Yes.
6. The prompt closes.
   1. If the item is not currently being used, it is deleted.
   2. If the item is currently being used, it will not be deleted: a message appears to notify you that the item is currently being used and cannot be deleted.

Item Labels

The capability to print Item labels is found at the Items page (Management > Items > Items). It is a Bulk operation, which is completed from the Bulk Changes button, found along the top of the page.

The label sizes that IntelliTrack supports are:

• 2 x 1,
• 3 x 1,
• 3 x 2,
• 3 x 5,
• 4 x 2.

To print Item labels:

1. Select the records to be printed as labels by marking the checkbox to the left of the Item.

   

2. Select Bulk Changes > Print Labels.

   

3. The Print Labels prompt appears.

   1. Label Size: select the label size that corresponds with the printer.

   2. Include Description: enable this setting to include the item's description in the label.

      

4. Select the Print button to close the prompt.

5. The Print window appears with a preview of the selected labels.

   

6. Select the Printer from the list of installed printers.

7. The Labels are sent to this printer and then printed.

Importing Items

The item import capability provides for importing new item data or updating existing item data. The Item Import feature uses a CSV file, created from a downloadable template to import the data. Refer to the steps that follow to import item data:

1. Select Management > Items > Import Items from the navigation pane.
2. The Item Import page appears.
3. Press the Download Template button to download the Item Import Template file. This file is a CSV file.
4. Be sure to include the required fields for each item that you are importing.
5. When preparing your import file, be sure to follow these guidelines:
   1. Maintain the Header name, as it is entered in the template. This is the database name of the field and it is what the import process uses to add the data in the template into the appropriate fields.
   2. Note the required fields. The required fields must be part of the template for the item to be imported.
   3. The optional fields may be removed from the template.
   4. For fields that require a On/Off, True/False, or Yes/No value, the import file will recognize True/False, T/F, or 1/0.
6. Save the import file that you create.
7. From the Item Import page, select the Choose File button. Navigate to the file and select it.
8. Press the Upload File button.
9. A message will appear to notify you that the import is being processed.
10. When the import is finished, a results message is sent to your email. The message contains details about the results of the import.

Chapter 15 - Asset Lookup Setup

Lookups allow you to create specific group options for various parameters within the asset. You will find the lookup options in the Management menu. If you want to use lookups to further define the asset, we recommend that you define them BEFORE you begin adding the assets.

Note

Lookup data is optional. However, it helps with data sorting and reporting once you are tracking your rotational assets on a daily basis.

Note

Admin access is required to add an asset lookup.

Asset lookups are added by an Admin level user from the Management > Assets menu. They include:

• Statuses: an asset status is used to show the status of an asset. Some examples of asset status are: In Field, In Stock, Lost. It is an optional lookup setting and is not required.
• Conditions: an asset condition is used to denote the condition of an asset. Some examples of an asset condition are: Broken, New, Refurbished, Fair, Bad, Good. It is an optional lookup setting and is not required.

Conditions

The Conditions list is maintained at the Conditions page. Once added, the Condition is available as an option in the Condition down-down list when adding or editing an asset.

To reach the Conditions page, follow these steps.

1. Select Management > from the Home menu bar.

   

2. The Management menu options appear in the Menu bar. Select Assets> Conditions from the menu. The Conditions page appears.

Note

To add, edit, or delete a Condition, Administrator access is required.

Adding a Condition

To add a new condition to IntelliTrack, please refer to the steps that follow.

1. From the Conditions page, select the Add button.

   Note

   The Add button is found along the top of the page, above the Actions column.

   

2. The Add Condition page appears.

   

3. Enter the name of the Condition in the Name field.

   1. The Condition Name is required and must be unique.

4. Enter the Description for this Condition in the Description field. The Description is optional.

5. Press the Save button to save the Condition.

   1. Save & New option: press the drop-down arrow in the Save button to select the Save & New option, the condition is saved, the page clears, and you can add another condition.

      

6. You are returned to the Conditions page. A message appears along the top of the page to notify you that the Condition has been saved.

Editing a Condition

A Condition is edited at the Edit Condition page. From the Conditions page, select the Edit button for a Condition that you want to edit. The Edit Condition page appears for this condition. The Name and Description may be edited. Be sure to press the Save button to save any changes to the Condition.

Deleting a Condition

Note

A Condition that is associated with an asset is "in use" and may not be deleted.

From the Conditions page, select the Delete button for the Condition that you want to delete. A Confirmation prompt appears asking you if you are sure that you want to delete this Condition. If the Condition is being used for an asset, you are also notified that this condition is in use and cannot be deleted.

Statuses

The Status list is maintained at the Statuses page. Once added, the Status is available as an option in the Status down-down list when adding or editing an asset.

To reach the Statuses page, follow these steps.

1. Select Management > from the Home menu bar.

   

2. The Management menu options appear in the Menu bar. Select Assets> Statuses from the menu. The Statuses page appears.

Note

To add, edit, or delete a Status, Administrator access is required.

Adding a Status

To add a new status to IntelliTrack, please refer to the steps that follow.

1. From the Statuses page, select the Add button.

   Note

   The Add button is found along the top of the page, above the Actions column.

2. The Add Status page appears.

   

3. Enter the name of the Status in the Name field.

   1. The Status Name is required and must be unique.

4. Enter the Description for this Status in the Description field. The Description is optional.

5. Press the Save button to save the Status.

   1. Save & New option: press the drop-down arrow in the Save button to select the Save & New option, save the status, clear the page, and add another status.

      

6. You are returned to the Statuses page. A message appears along the top of the page to notify you that the Status has been saved.

Editing a Status

A Status is edited at the Edit Status page. From the Statuses page, select the Edit button for a Status that you want to edit. The Edit Status page appears for this status. The Name and Description may be edited. Be sure to press the Save button to save any changes to the Status.

Deleting a Status

Note

A Status that is associated with an asset is "in use" and may not be deleted.

From the Statuses page, select the Delete button for the Status that you want to delete. A Confirmation prompt appears asking you if you are sure that you want to delete this Status. If the Status is being used for an asset, you are also notified that this status is in use and cannot be deleted.

Cellular Carriers

The Cellular Carriers list is maintained at the Cellular Carriers page. Once added, the Cellular Carrier is available as an option in the Cellular down-down list when adding or editing an asset that displays Carrier Information.

To reach the Cellular Carriers page, follow these steps.

1. Select Management > from the Home menu bar.

   

2. The Management menu options appear in the Menu bar. Select Assets> Cellular Carriers from the menu. The Cellular Carriers page appears.

Note

To add, edit, or delete a Cellular Carrier, Administrator access is required.

Adding a Cellular Carrier

To add a new cellular carrier to IntelliTrack, please refer to the steps that follow.

1. From the Cellular Carriers page, select the Add button.

   Note

   The Add button is found along the top of the page, above the Actions column.

   

2. The Add Cellular page appears.

   

3. Enter the name of the Cellular Carrier in the Name field.

   1. The Cellular Carrier Name is required and must be unique.

4. Enter the Description for this Cellular Carrier in the Description field. The Description is optional.

5. Press the Save button to save the Cellular Carrier.

   1. Save & New option: select the drop-down arrow in the Save button to select the Save & New option, save the cellular carrier, clear the page, and add another one.

      

6. You are returned to the Cellular Carriers page. A message appears along the top of the page to notify you that the Cellular Carrier has been saved.

Editing a Cellular Carrier

A Cellular Carrier is edited at the Edit Cellular page. From the Cellular Carriers page, select the Edit button for a Cellular Carrier that you want to edit. The Edit Cellular Carrier page appears for this cellular carrier. The Name and Description may be edited. Be sure to press the Save button to save any changes to the Cellular Carrier.

Deleting a Cellular Carrier

Note

A Cellular Carrier that is associated with an asset is "in use" and may not be deleted.

From the Cellular Carriers page, select the Delete button for the Cellular Carrier that you want to delete. A Confirmation prompt appears asking you if you are sure that you want to delete this Cellular Carrier. If the Cellular Carrier is being used for an asset, you are also notified that this cellular carrier is in use and cannot be deleted.

Chapter 16 - Assignees

An Assignee is used with Rotational Asset Management in IntelliTrack. The assignees are displayed for the Tenant at the Assignees page.

An Assignee can function as an asset owner, check out assignee, or as a site contact.

Assignee Types

The type of the assignee determines how the assignee functions in IntelliTrack.

• Owner: the owner of an asset; this assignee is associated with the asset when it is not checked out. To be eligible for asset ownership, the assignee must be an Owner type.
• Check Out Assignee: the assignee to whom the asset is checked out or reserved. To be eligible for asset check in - check out and reservation, the assignee must be a Check Out Assignee type.
• Site Contact: the contact for a site; this assignee is associated with a Site and can be referenced at the Site level by name and email address. To be eligible to be a site contact, the assignee must be a Site Contact type.

Note

Enabling a Type for an Assignee is optional. An Assignee may have all types, one type, or no type. However, if an Assignee does not have a type, the Assignee with be ineligible for use in IntelliTrack. Part of Assignee Management is determining the type or types for each assignee.

Managing Assignees

Note

Admin access is required to create, edit, or delete an assignee.

Assignees are managed at the Assignees page

1. Select Management > from the Home menu bar.

   

2. The Management menu options appear. Select Assignees > Assignees from the Management menu bar. The Assignees page appears.

Note

To add, edit, or delete an Assignee, Administrator access is required.

Adding an Assignee

To add an Assignee, please refer to the steps that follow.

1. From the Assignees page, select the Add button.

   

2. The Add Assignee page appears.

   

3. In the Assignee Type section of the page, enable the settings that determine how this Assignee will function in the Tenant.

   1. Owner: automatically enabled by default. When enabled, this Assignee is eligible to be designated as the owner of an asset.
   2. Check Out Assignee: automatically enabled by default. When enabled, this Assignee is eligible for asset check out.
   3. Site Contact: automatically disabled by default. When enabled, this Assignee becomes eligible to be set as a Site Contact.

4. Site field: select a Site from the list options that appear. When the Site Contact type is enabled, this field is required.

5. Location field: select a Location from the list options that appear.

   1. When the Site Contact type is enabled, this field is required.

6. Assignee ID field: enter the ID for this Assignee; this field is a required field for the Assignee.

7. Passcode / PIN field: enter the Passcode / PIN for this Assignee, if desired. This field is optional.

8. Name field: enter the Name of the Assignee.

   1. This field is required when the Site Contact type is enabled.

9. Email field: enter the Email Address of the Assignee.

   1. This field is required when the Site Contact type is enabled.

10. Company field: enter the Company name of the Assignee. This field is optional.

11. Account Number field: enter the Account Number of the Assignee. This field is optional.

12. Assignee Group field: enter the Assignee Group of the Assignee. This field is optional. This Assignee Group options are pulled from the list of Assignee Groups found at the Assignee Groups page.

13. Phone Number field: enter the Phone Number of the Assignee. This field is optional.

14. Press the Save button to save this Assignee and return to the Assignees page.

    1. Save & New: press the drop-down arrow in the Save button to save the Assignee, clear the Add Assignee page, and add another Assignee.
    2. Save & Clone: press the drop-down arrow in the Save button to save the Assignee, clone specific Assignee fields, and add another Assignee.

Site Contact Assignee

When you add a Site Contact Assignee, the following fields are required for the Assignee:

• Assignee Name
• Site
• Name
• Email

The Site Contact's information is displayed at the Edit Site page (Management > Locations > Site > Edit).

Editing an Assignee

An Assignee is edited at the Edit Assignee page.

1. From the Assignees page, select the Edit button for an Assignee that already exists.

   

2. The Edit Assignee page for this assignee appears.

   

3. All fields are editable; however, when editing an Assignee's Type, be aware of these situations.

   1. The Owner type may not disabled when this Assignee is an Owner of at least one asset.
   2. The Check Out Assignee type may not be disabled when this Assignee is a Check Out Assignee for at least one asset.
   3. If the Assignee is a Site Contact and this type is disabled the Assignee will be removed as a contact for this Site.

Deleting an Assignee

Note

An Owner type or Check Out Assignee type cannot be deleted when in use on an asset.

An Assignee may be deleted when it is not in use. To delete an Assignee, please refer to the steps below.

1. From the Assignees page, select the Delete button for the Assignee.
2. A prompt appears asking the User to confirm this actions.
3. After confirming that the User wants this Assignee to be deleted, the prompt closes.
   1. The Assignee is deleted if it is not in use.

Assignee Labels

The capability to print Assignee labels is found at the Assignees page (Management > Assignees> Assignees). It is a Bulk operation, which is completed from the Bulk Changes button, found along the top of the page.

The label sizes that IntelliTrack supports are:

• 2 x 1,
• 3 x 1,
• 3 x 2,
• 3 x 5,
• 4 x 2.

To print Assignee labels:

1. Select the records to be printed as labels by marking the checkbox to the left of the Assignee.

   

2. Select Bulk Changes > Print Labels. The Print Labels prompt appears.

   

3. Select the Print button to close the prompt and continue with printing the labels.

4. The Print window appears. It contains a Preview of the Labels that will be printed.

   

5. Select the Printer from the list of installed printers.

6. Select the Print button.

7. The Labels are sent to this printer and then printed.

Importing Assignees

Assignees may also be imported into IntelliTrack via a CSV Import Template. It is available from the Import Assignees page. Select Home > Management> Assignees > Import Assignees to reach this page.

Important

When Assignee Auto-Numbering is ON the assignee import file must still contain a value for the Assignee ID when importing a new assignee for the import to process; however, the resulting imported assignees will still follow the auto-numbering schema. This means that the Assignee ID for the imported Assignees will be auto-numbered instead of using the Assignee ID value in the Auto Number field provided in the import file.

To import assignee data into a tenant, follow these guidelines:

• Download the template.
• Follow the field requirements and field order in the template.
• Upload the template file (it is in .csv format).
• An email will be sent to your inbox detailing the results of the import.

For best results:

• A fresh template should be used each time you perform an import.
• The Header row is required. Do not remove it.
• Make sure to include all required fields.
• Follow the field order of the template.
• Optional fields may be removed from the template. If an optional field is not present, it will be skipped over.
• The import file type must be CSV.

Assignee Groups

The Assignee Group lookup is an assignee lookup. It gives you a way to group assignees. Enter each assignee group may be assigned to an assignee. Select Home > Management > Assignees > Assignee Groups to reach the Assignee Groups page.

From this page you may Add, Edit, or Delete an assignee group.

Adding an Assignee Group

To add a new assignee group to IntelliTrack, please refer to the steps that follow.

1. From the Assignee Groups page, select the Add button.

   Note

   The Add button is found along the top of the page, above the Actions column.

   

2. The Add Assignee Group page appears.

   

3. Enter the name of the Assignee Group in the Name field.

   1. The Assignee Group Name is required and must be unique.

4. Enter the Description for this Assignee Group in the Description field. The Description is optional.

5. Press the Save button to save the Assignee Group.

   1. Save & New option: press the drop-down arrow in the Save button to select the Save & New option, the assignee group is saved, the page clears, and you can add another assignee group.

      

6. You are returned to the Assignee Groups page. A message appears along the top of the page to notify you that the Assignee Group has been saved.

Editing an Assignee Group

An Assignee Group is edited at the Edit Assignee Group page. From the Assignee Groups page, select the Edit button for a Assignee Group that you want to edit. The Edit Assignee Group page appears for this Assignee Group. The Name and Description may be edited. Be sure to press the Save button to save any changes to the Assignee Group.

Deleting an Assignee Group

From the Assignee Groups page, select the Delete button for the Assignee Group that you want to delete. A Confirmation prompt appears asking you if you are sure that you want to delete this Assignee Group. If the Assignee Group is being used for an asset, you are also notified that this assignee group is in use and cannot be deleted.

Container Lookup Setup

The Container Type is a lookup that is required for a Container. It defines the type of container that you have.

Container Types

The Container Type option takes you to the Container Types page. The Container Type is required for a Container. The Container Type list is maintained at the Container Types page. Once added, the Container Type is available as an option in the Container Type down-down list when adding or editing a Container.

To reach the Container Types page, follow these steps.

1. Select Management > from the Home menu bar.

   

2. The Management menu options appear in the Menu bar. Select Containers> Container Types from the menu. The Container Types page appears.

Note

To add, edit, or delete a Container Type, Administrator access is required.

Adding a Container Type

To add a new container type to IntelliTrack, please refer to the steps that follow.

1. From the Container Types page, select the Add button.

   Note

   The Add button is found along the top of the page, above the Actions column.

2. The Add Container Type page appears.

   

3. Enter the name of the Container Linotype the Name field.

   1. The Container Type Name is required and must be unique.

4. Enter the Description for this Container Type in the Description field. The Description is optional.

5. Press the Save button to save the Container Type.

   1. Save & New option: press the drop-down arrow in the Save button to select the Save & New option, save the container type, clear the page, and add another container type.

      

6. You are returned to the Container Types page. A message appears along the top of the page to notify you that the Container Type has been saved.

Editing a Container Type

A Container Type is edited at the Edit Container Type page. From the Container Types page, select the Edit button for a Container Type that you want to edit. The Edit Container Type page appears for this container type. The Name and Description may be edited. Be sure to press the Save button to save any changes to the Container Type.

Deleting a Container Type

Note

A Container Type that is associated with a Container is "in use" and may not be deleted.

From the Container Types page, select the Delete button for the Container Type that you want to delete. A Confirmation prompt appears asking you if you are sure that you want to delete this Container Type. If the Container Type is being used on a Container, you are also notified that this container type is in use and cannot be deleted.

Related

• IntelliTrack Getting Started Guide — users, sites and locations, which this guide builds on
• Setting Up a Label Printer for IntelliTrack — printer setup for asset, item and assignee labels
• What file types are supported for attachments? — the files you can attach to assets and items