Asset Type

Last Updated: December 30, 2025
Document Version: 1.0
Prepared for: Emgage HRMS Implementation Team

---

The Asset Type module allows administrators to define asset categories and configure the fields, rules, and metadata that determine how assets are recorded and managed in the system.
Asset Types act as templates for asset records, ensuring consistency across asset tracking, allocation, auditing, and lifecycle management.

This module supports custom field configuration, applicability rules, status control, and structured asset classification.

---

System Overview

The Asset Type module consists of the following key components:

1. Asset Type Table – Displays all configured asset categories
2. Toolbar Controls – Create new asset types and apply filters
3. Add Asset Type Form – Define asset category and field structure
4. Custom Fields Configuration – Add, enable, disable, or mandate fields
5. Applicability Rule Builder – Restrict asset type usage (optional)
6. Edit Asset Type – Modify existing configurations
7. Filter Panel – Search and refine asset type records

---

Asset Type Table

The Asset Type Table displays configured asset categories and their usage statistics.

Table Columns

Column	Description
Asset Type Name	Name of the asset category (e.g., Laptop, Desktop, Monitor).
Description	Additional details explaining asset purpose or classification.
Asset Unit	Total number of assets created under this type.
In Use	Number of assets currently allocated.
Available	Number of assets not in use.
Created Date / Created By	User name and timestamp when the asset type was created.
Status	Toggle to Activate / Deactivate asset type.
Actions	Edit asset type and field configurations.

---

Toolbar Controls

The Toolbar allows administrators to create and manage asset type records.

Toolbar Options

• + Asset Type → Create a new asset type
• Filter → Search asset types using specific criteria

---

Add Asset Type

Administrators can create a new asset type and configure the fields associated with it.

Mandatory Fields

Field	Description
Asset Type Name	Unique name assigned to the asset category.
Description	Optional remarks describing the asset type.

---

Applicability Rule Builder (Optional)

Rules can be defined to restrict where an asset type can be used.

Examples include:

• Department = IT
• Location = Head Office
• Grade = Operations
• Employee = Specific Owner

If no rules are defined, the asset type is globally applicable.

Actions

• Add Rule → Insert applicability condition
• Reset → Clear criteria before saving

---

Custom Fields Configuration

Custom fields allow organizations to capture asset-specific data.

Field Configuration Columns

Column	Description
Custom Field	Name or key of the field.
Input Type	Data format (Text, Dropdown, Date, etc.).
Label	Display name visible to users.
Is Public?	Controls field visibility in asset records.
Is Mandatory?	Marks the field as required.
Status	Enable / Disable custom field.
Delete	Remove custom field (if not in use).

Example Custom Fields

• Serial Number
• Invoice Number
• AMC Details
• Asset Condition (New / Refurbished)
• Last Maintenance Date

---

Edit Asset Type

The Edit Asset Type screen is accessed via the action icon in the table.

Editable Sections

• Asset Type Name and Description
• Applicability Rules
• Custom Field Properties
• Field Status, Visibility, and Mandatory Controls

Actions

• Add Rule → Add new applicability condition
• Enable / Disable Fields → Control usage
• Submit → Save modifications

---

Filter Panel

The Filter panel allows administrators to search asset types quickly.

Available Filters

Filter	Description
Asset Type	Search by category name
Status	Active / Inactive asset types

Filter Actions

• Search → Apply filter
• Reset → Clear selections

---

Implementation Guidelines

For System Administrators

1. Define clear and meaningful asset type names.
2. Configure only necessary custom fields to avoid clutter.
3. Use applicability rules only where required.
4. Avoid disabling fields already used in asset records.

For Asset Managers

1. Review asset type configuration before creating new assets.
2. Use descriptive labels for better reporting.
3. Keep maintenance-related attributes enabled for audits.

---

Common Issues & Solutions

Issue	Possible Cause	Solution
Asset fields not visible	Field status disabled	Enable field in configuration.
Asset Type not selectable	Applicability rule restricted	Update or remove rule.
Duplicate asset types	Multiple similar entries created	Merge and standardize naming.
Missing asset records	Asset type deactivated	Re-activate the asset type.

---

Best Practices

1. Standardize asset type naming (e.g., Laptop – IT, Monitor – Office).
2. Use meaningful descriptions for audit clarity.
3. Enable mandatory fields for compliance tracking.
4. Periodically review and optimize unused fields.
5. Avoid unnecessary deletion to maintain history integrity.

---