In progress -What do I need to know about assets?

This article takes you through everything you need to know about creating and managing asset records. Once you associate a rich set of information under an asset tag, you can track each asset from when it is created - and by whom - through every detail of every transaction.

Here are just some of the menu options described below:


Note: Reading through each section sequentially will provide a complete overview of Tracmor's main functionality - managing detailed asset transactions.

Basic information


Tracmor uses a number of common terms in a specific manner. For instance, you will want to understand how Tracmor differentiates between assets and inventory, and how the term "location" is a refinement of  the term "area." Be sure to keep in mind how these terms are used in this article:

  • Assets are items of value that you want to track closely, such as your business's stock items or valuable business-internal assets such as computers, phones, vehicles, office furniture, or specialized equipment or tools. 
  • Tracmor handles "disposables" that you want to track - but not closely - as Inventory in a separate module with fewer and different options, as described in What do I need to know about inventory?
  • All asset information is "filed" under an Asset Tag, which is a unique alphanumeric identifier. When you print the Asset Tag on a label (you can also print it in bar code format) and attach it to your asset, it is also a literal Asset Tag.
  • An Asset Model defines a unique identity by associating a Model Number to a specific Category and Manufacturer.
  • In Tracmor, an Area is a user-defined physical location that allows the user to create location-defined roles, and a Location is a refinement of the user-defined physical location that is more specific than Area. 
  • Tracmor supports the association of individual assets under a "Parent-child" relationship; the parent asset provides the umbrella for any peripheral assets. 

Setting up the information structure

The quickest way to create the information structure for a large number of assets is to import information systematically, as described in Building the Foundation Quickly - Import Overview. You can also enter information "as you go," and both options are described below in Creating one new asset, and Importing a list of assets

Whichever way you choose to enter the information, this graphic shows how Tracmor relates every identifier - from the optional custom field(s) to the required identifiers of Area, Location, Asset Model (which creates one entity comprised of the Category, Manufacturer, and Model Number).

All this information is encapsulated within a unique alpha-numeric Asset Tag



Once an asset is uniquely identified under an Asset Tag - and Companies and Contacts are in place to track shipping and receiving - all transactions can be tracked, down to the last detail, including generating reports. 

Subscription Status

As you begin creating assets, you will want to make sure your subscription level can accommodate the number of assets you are wanting to create. One quick way to check your status is check the color associated with the number of assets.

  • Green: your subscription level matches the number of assets in your tracking system.
  • Orange: your subscription is within 10 assets of the maximum allowed assets.
  • Red: in 5 or fewer new assets you will exceed your subscription.


If the background is orange or red your two options are to:

  1. Increase your subscription to the next level
  2. Archive assets to create room for active assets

Finding the menu options



Clicking on Assets on the top menu opens a view from which all major transactions are easily accessed, as shown below, and include:

  • Icons for Create, Import, Export, Print, Trash, and Start Tour - circled in red in the upper right hand corner.
  • Asset Search. The main built-in fields under Asset Search (circled in red, upper left) are visible and searchable by default. If you only want to see the Asset List, click on the carat symbol to the right of Asset Search to close all search fields.
  • Asset List. All assets that a particular user has access to are shown by default. The columns can be sorted by clicking on the up and down arrows in each column heading.


Options not shown in this view are accessed through sub-menus as described in the following sections. 

Note: All sections in this article focus on using the top menu option described above, but you can also access options from the side menu by clicking on Asset and then clicking on the option of interest.


If the side menu is not visible, click on the square to the left of Global Search at the top of the screen. Clicking on this icon allows you to show and hide the side menu.


Creating one new asset

To add one new asset, click on Assets on the top menu and then click on the (blue) plus icon in the upper right hand corner:


The four required fields are noted by a red asterisk next to the field name. Details you will want to know about each field are described below:

  • Asset Tag. The asset tag is a unique identifier that you specify - or - Tracmor can auto-generate a sequential number for you if you click on the Auto Generate check box (shown by the red arrow in the upper right corner). Asset tag numbers can be printed on a label and attached to the asset for consistent tracking results.

For these three required fields your options are: 1) Recommended: Choose from each dropdown menu information that is already available because it was previously entered, or, 2) Add information as you go by clicking on the (blue) plus icons, circled in red. This is not recommended unless you are familiar with how information is structured. (For additional information on any of the specified values, see the article on the topic listed in Related articles.)

  • Model Number. Note that the fields for Category, Manufacturer, and the optional Model Name are inactive because these values are incorporated under the model number and will auto-populate when you select a Model Number. 
    If you choose to create a Model Number you will also need to select a Category and Manufacturer, or create these if they are not already in the system.
  • Area. Choose the area that the asset will reside in from the dropdown menu or add a new Area by clicking on the (blue) plus icon.
  • Location. Choose the location (refinement of the Area) that the asset will reside in from the dropdown menu or add one by clicking on the (blue) plus icon at the right.

Certain additional required fields may be activated, depending on certain admin settings. For instance:

  • Custom fields. If custom fields are defined as required when they were set up, they will show as required fields when creating affected assets.
  • Depreciation. If depreciation was enabled and you click on a check box next to Asset Depreciation, required fields for cost and value will be activated.

The Parent Asset field is optional. 

  • Parent Asset. When you create a parent-child relationship between two or more assets you relate them within the tracking system. For example, a laptop computer may be designated as a "parent" asset and a specific battery pack for that computer can be designated as a "child" asset. Locking two assets together is particularly useful for conveying what constitutes a complete set, which can be useful when a user is checking an asset out, or when an asset is being shipped and the packing list needs to be complete. Select the parent for this asset from the dropdown menu or click on the purple search icon to initiate the search function (details in Searching for assets). You can also lock this asset to the parent by clicking on the check box indicated by the red arrow in the lower right corner. 


Click on Save and you will see the new asset at the top of the Asset List.

Importing a list of assets

To import a list of assets, start by clicking on Assets (on the top menu) and then clicking on the (green) down arrow icon.


Having clicked on the down arrow icon, you will arrive at a dialog box with a status indication showing which step you are on in a 2-step process.

Note: Applicable custom fields are included in the standard import file, which is why it is a good practice to create custom fields beforehand. 

In Step 1 you select and download a standard import file.

You can leave the default selection or select a specific Asset Model for the assets to be created:

  1. If you leave the default value of "all," the column for the Model Number in the standard import file will be blank so you can enter various Model Numbers.
  2. If you click on the circle next to Specific (as shown below), and then choose a Model Number, the column in the standard import file for Model Number will be pre-populated with the specified Model Number. 

Once you have selected your preference, click on Standard file to import data to download the file. 


Open the downloaded file, preferably in MS Excel. Note that the column headings A through D match the fields in the Create Asset dialog box, and are always required. 

Fields that are always required fields are circled in red, but other fields may also be required, depending on how they were defined by the admin or other authorized users.

  • Required: Asset Tag, Model Number, Area Name, and Location Name (columns A through D)
  • Fields that may be required or optional, depending on how the field was defined: 
    • Custom fields, such as the custom field value (cfv, shown by the red arrow) in column L "Equipment Condition," which was specified as required when the custom field was created)
    • Depreciation values such as Purchase Cost, Residual Value, and Purchase Date (columns I through K)
    • Parent Asset Tag, particularly if "yes" to Lock to Parent Asset Flag is in place
  • Fields for which "yes" activates the function
    • Lock to Parent Asset Flag (column F)
    • Auto Generated Asset Tag Flag (column G)




Once all information is entered - do not skip any rows - save the file with a descriptive name.

When you are ready to upload the file, click on Next in Step 1 to arrive at Step 2. From here, click on Choose File (shown by the red arrow) to navigate to the saved file, and once you have chosen the file and the file name is listed in place of [No file chosen], click on Upload File.

Note: Clicking on the blue icon in the upper right corner displays a list of files previously imported.


Once the file is uploaded, you will receive a status report via the Imported File List. If any models were not successfully imported, the number will be indicated under the column heading “Skipped.

Note: Clicking Undo removes the imported values. This option is only available for the most recent import.


To determine the error, download the file by clicking on the link in the "Skipped" column. In the example above, clicking on the number "1" in red downloads a file with the error message.

Correct the errors in the file you uploaded initially, save the file, perhaps with a new name, and upload again.

Using the search function to create a filtered list

The search function provides the capability to find assets based on many types of criteria to find a single item or to create a filtered list that is especially helpful in mass actions such as mass delete or mass archive. 

The following screenshot shows all search terms:

  • The default Asset Search view includes seven built-in fields required for all assets, five of which are dropdown menus.
  • The Advanced Search view is visible when you click on the carat symbol (shown by the red arrow on the right hand side). It includes selections that allow you to search by transactions, dates, and any custom fields created for assets, such "Equipment Condition" in this example.

Once you have specified search terms by choosing from dropdown menus, calendar, or clicking on a check box and/or radio button, click on Apply Filter. To search by different criteria, click on Reset Filter to clear previous selections.


Once you have generated a filtered list, clicking on the check box at the top of a column selects all items in the list.


Mass deleting assets

You can delete asset records as follows:

Once your selections have been made, click on the red "trash" icon in the upper right hand corner. You will be asked to confirm the delete request. Once you confirm, the item(s) will be deleted and will no longer appear in the Asset List.


Exporting a list of assets

If you need a record of your assets, you can export a list by clicking on Assets (top menu) and then clicking on the export icon in the upper right hand corner. The Asset List downloads as an MS Excel spreadsheet and includes all assets and a subset of associated information.

Note: The spreadsheet is password protected and cannot be edited without the password that Tracmor sent to your account admin.


Editing asset information

To edit the information for an asset already created, click on Asset (top menu) and scroll down to the Asset List. Click on the Asset Tag of the asset to be edited.


The menu that appears at the bottom of the asset record includes these options:


Click on Edit to arrive at all the options for that asset, including custom fields, depreciation, and any parent or child associations.

To edit the Category or Manufacturer, your options are to select the correct one from the dropdown menus or to create a new one by clicking on the (blue) plus icon to the right.

Note: You can also end the edit at any time by clicking on Cancel, and Delete the asset by clicking on Delete 


Note: If you added custom fields, they will also be available to edit.


Click on Save of upload your edits.  

Adding attachments to an asset record

To upload attachments such as manuals or scanned documents:

  1. Navigate to Assets (top menu) and click on the Asset Tag of interest from the Asset List to arrive at these options at the bottom of the asset record:
  2. Click on Attachments to arrive at the Upload Attachment dialog box. Click on Choose File and navigate to the file to be uploaded. The file name will appear instead of [No file chosen].
  3. Click on on Submit. All uploaded attachments will be listed on the Attachment List. In this example, a file named Manual.pdf was uploaded and added to the list.

Recording asset transactions

This section covers the transactions that are available from the menu in the top right corner after you have clicked on an Asset Tag.


To record the move of one or more assets to another location:

  1. Click on Assets (top menu) .
  2. Click on the Asset Tag of the asset of interest from the Asset List.
  3. Click on Move (upper right hand corner). 
  4. In the Move Assets dialog box, provide the required information; select the Area and Location if they are available from the dropdown menus, or add new ones by clicking on the (dark blue) plus icons.
  5. Enter a note for the assets being moved (required).
  6. To add more assets to this list, either enter the Asset Tag and click on the light blue plus icon indicated by the red arrow, or search for Asset Tags by clicking on the purple search icon. Once assets to be added are selected by clicking on the check box next to each Asset Tag on the filtered search results, click on Add Asset to return to the Move Assets dialog box.
  7. When the list is complete, click on Save.


Check In/Out

To check out a particular asset:

  1. Click on Assets (top menu) .
  2. Click on the Asset Tag of the asset of interest from the Asset List.
  3. Click on Ship (upper right hand corner). 



To arrive at the Create Shipment dialog box for a particular asset:

  1. Click on Assets (top menu) .
  2. Click on the Asset Tag of the asset of interest from the Asset List.
  3. Click on Ship (upper right hand corner). 



To arrive at the Create Shipment dialog box for a particular asset:

  1. Click on Assets (top menu) .
  2. Click on the Asset Tag of the asset of interest from the Asset List.
  3. Click on Ship (upper right hand corner). 
  4. For details on creating a shipment, see What do I need to know about shipping?



Note: You can also click on Shipping (top menu) and then click on the [blue] plus icon to initiate a shipment, but you will need to enter the Asset Tag (or search for it using the Search function in the Create Shipment dialog box).



If certain assets will no longer have a presence in your organization, you can archive the asset records. Archived assets can be included in searches and can be reactivated, if needed. Advantages to archiving records include keeping records up to date and pared down to the essentials, as well as reducing the number of assets in your subscription, which could keep your subscription rate at a lower price level.

To archive an asset:

  1. Click on Assets (top menu).
  2. Click on the Asset Tag of an asset you would like to archive from the Asset List. 
  3. Click on Archive (upper right hand corner) to arrive at the Archive Assets dialog box.



The Archive Assets dialog box requires a note (circled in red below) in the note field. 


To archive many assets at once, click on the (purple) search icon (indicated by the red arrow above). This takes you to the Asset Search dialog box, from which you can create a filtered list as described in Using the search function to create a filtered list. (Select all assets by clicking on the check box at the top of the column, or click on each check box individually.) Once all selections are made, be sure to click on Add Asset at the bottom of the list to complete the selection.


To remove any items on the list, click on the red trash icon in the right hand column in the Archive Assets dialog box.

Once the list is complete, click on Save to complete the action.


To unarchive an asset, search for it by including Archived from the Advanced Search dialog box and include as much information as possible to narrow the search results.


Note:  Archived items are identified with this icon on the resulting list:


Click on the Asset Tag of the item to be unarchived, then click on Unarchive (top right corner).


From the Unarchive Assets dialog box you can add more assets to be unarchived using the search function (as described in Archiving above), or remove items by clicking on the red trash icon in the right hand column.

To proceed, you must add a note and specify an Area and Location that the unarchived asset(s) are to be assigned to. 


Click on Save to complete the action. The date of the archive and unarchive are available when you click on the asset's history.

Printing labels

To print bar code labels:

  1. Click on Assets (top menu).
  2. Select the Asset Tags you would like to print by clicking on the check box to the left of each asset.
    Tip: To select many items at once, create a filtered list (described in: Using the search function to create a filtered list
    , then check the check box at the top of the column to select all items in the filtered list.
  3. Click on the Print Labels icon:
  4. From the Print Labels dialog box, select the Label Stock and the Label Offset, then click on Print.


Tracmor will send a file to print according to your print settings.

Important: If the label is not sent to the printer, be sure to check that your pop-up blocker settings are not blocking the Tracmor domain.


Adding custom fields

Your tracking system can be expanded to include the information important to your organization; simply add custom fields, as needed. Navigate to Settings>Module Field List Settings (located near the bottom of the side menu).


Of the 10 modules that you can add custom fields to, click on Add Custom Field for Assets. For specifics, see: What do I need to know about custom fields?


Related articles

Building the Foundation Quickly - Import Overview

What do I need to know about asset models?

What do I need to know about receiving?

What do I need to know about shipping?

What do I need to know about categories?

What do I need to know about manufacturers?

What do I need to know about custom fields?

What do I need to know about areas?

What do I need to know about locations?


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