How to Perform Asset Actions: Assign, Categorize, Transfer and Change Status (Desktop)
Asset actions include assigning to an individual, categorizing, transferring to a site or organization, and changing the status.
Permission Requirements:
- Users with the “Edit Assignee” permission can show/hide/edit an asset’s assignee
- Users with the “Re-Categorize Asset(s)” permission can make an update to the category of an asset
- Users with the “Transfer Asset(s)” permission can transfer an asset to a Site or Organization
- Users with the “Edit Status” permission can manually update an asset’s status
Note: If you are trying to perform asset actions in the Tenna App, see How to Edit, Transfer and Re-Assign an Asset (App).
In this article:
How to Assign/Re-Assign an Asset to a User or Contact
Asset Actions Overview
Users may perform the following actions with their assets:
- Assign: Assign the asset to a specific individual: a user or contact in the Tenna account.
- Assigning an asset to an individual is optional.
Pro Tip! Assigning an asset may be beneficial for accountability purposes.
- Categorize: Select a category and subcategory type(s) (ex: Heavy Equipment, Heavy Truck, etc.) to organize your assets based on specific use. An asset’s category is very important, because it defines certain data fields (like hours vs. miles) tied to an asset.
- Transfer: Transfer the asset to another Site or Organization.
- Change Status: Every owned, rental and disposed asset will have one or multiple statuses. An asset’s status can be automatically applied based on various functions or manually chosen. Statuses allow you to quickly identify asset characteristics and organize your asset list.
For more details on each action and how to perform the actions in the platform, view the sections below.
How to Assign/Re-Assign an Asset to a User or Contact
You may want to assign your assets to an individual for accountability, as well as visibility of who is using an asset at any given time.
An assignee must be an internal user or contact existing in your organization’s account.
- Tenna User: Has login access to your Tenna account (Example: foreman)
- Tenna Contact: Has no login access to your Tenna account (Example: third party operator)
To learn how to create users or contacts, view How to Create Users and Contacts (Desktop).
Note: If you attempt to assign or re-assign an asset that is part of an asset group, the re-assign action will apply to the selected asset(s) only, and not all the assets in the group that the asset is a part of.
There are three ways to Assign or Re-assign an asset:
- During the Create Asset process. You can add an assignee to an asset when you create it in Tenna individually or as part of a bulk upload. See How to Create, Edit and Delete an Asset (Desktop) and How to Bulk Upload Assets (Desktop).
- During the Edit Asset process. You can add or edit and assignee on the Edit Asset form. See How to Create, Edit and Delete an Asset (Desktop).
- With the "Re-Assign" action on the Asset List. Using the steps below:
- 1
- Select "Assets" on the left-hand side navigation bar.
- 2
- Select the desired asset(s) you wish to assign or re-assign by clicking the checkbox to the left of the asset(s).
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- Select "Re-Assign" on the action bar.
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- Type the name of the assignee into the search bar and select their name from the dropdown.
Pro Tip! To unassign the asset from any person, select "No Assignee" in the dropdown.
If the person does not show up in the dropdown, skip to Create and Assign a New Assignee.
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- Select "Re-Assign".
You will receive a "success" confirmation.
Note: The new assignee will receive a notification that they have been assigned to the asset (if the notification is enabled on their account).
Create and Assign a New Assignee
You can create an assignee if they do not appear in the dropdown list of the internal users and contacts.
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- Select "Create Assignee" to add a new contact to your account and asset.
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- Complete the form with the new contact details.
Note: This will create a new Contact in your account. This person will not have login access to Tenna.
- 3
- Select "Create & Assign".
You will receive a "success" confirmation.
Note: The new assignee will receive a notification that they have been assigned to the asset (if the notification is enabled on their account).
How to Re-Categorize an Asset
Every asset must be assigned to an organization level within your account’s Org Chart. This relates to data analytics, the organization of your asset list, and aids in running reports on specific category types. Asset categories define the applicable fields related to an asset, such as Hours vs. Miles, or Serial No. vs. VIN.
You may use the default major and subcategories or create your own. To learn more about building your Org Chart, view How to Build and Edit an Org Chart (Desktop).
Pro Tip! When re-categorizing an existing asset, be sure to re-categorize it only within the same major category to avoid changing the data field types.
- 1
- Select "Assets" on the left-hand side navigation bar.
- 2
- Select the desired asset(s) you wish to re-categorize by clicking the checkbox to the left of the asset(s).
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- Select "Re-Categorize" on the action bar.
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- Type in a category name in the search bar or select the desired category in the dropdown list.
Categories with subcategories within them are indicated by a "+" and may be expanded to drill further down into the list. Categories without subcategories are indicated by an "x".
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- Select "Update" to complete your re-categorization action.
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- Acknowledge that re-categorization can affect assigned inspections.
Select Recategorize.
How to Transfer an Asset to a Site or Organization
Users have the ability to manually transfer assets to another Site or Organization within their account’s Org Chart.
To learn more about Sites and Org Charts, view How to Create, Edit, and Delete a Site (Desktop) and How to Build and Edit an Org Chart (Desktop).
Assets can be transferred to an Organization at any time, regardless of tracker type or status.
There are specific instances when an asset can be transferred to a Site:
- The asset has no tracker (and it’s designation is NOT “Disposed”).
- It’s tracker is offline (except for TennaQR trackers, which can be transferred at any time).
Note: An Asset’s with an online and verified tracker will automatically change Site when it enters or exits that Site’s geofence (or is scanned, for TennaQR trackers). The instructions below are for manually changing an asset’s Site.
- 1
- Select "Assets" on the left-hand side navigation bar.
- 2
- Select the desired asset(s) you wish to transfer by clicking the checkbox to the left of the asset(s).
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- Select "Transfer" on the action bar.
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- Select either "Site" or "Organization".
Note: Site will be disabled if the asset does not meet the requirements described above.
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- Use the dropdown to select the site or organization you would like to transfer your asset to.
If the site is not listed, see How to Create, Edit and Delete a Site (Desktop).
If the organization level is not listed, see How to Build an Org Chart (Desktop).
- 6
- Include Transfer Notes (optional).
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- Select "Transfer Asset".
This button will be enabled once a dropdown selection has been made.
Pro Tip! To view a history of asset transfers, click the Site Transfer History clock icon button on the Asset Details page.
How to Change an Asset Status
Every owned, rental and disposed asset you have in Tenna will have a status. Some statuses are automated and triggered by certain events or actions, and others are manually set. Statuses allow you to quickly identify asset characteristics and organize your asset list.
Note: The system will not allow you to set incompatible statuses on an asset. If you select a new status that is not compatible with the existing status, the existing status will be replaced with the new status you have just assigned to the asset.
The statuses available for an asset differ depending on the asset's designation:
- Owned (an asset owned by your company or leased by your company from a third party)
- Rental (an asset that your company rents from an equipment vendor or other company)
- Disposed (an asset no longer in your possession)
The following shows the available statuses by each asset designation, as well as which statuses are compatible or incompatible with one another.
Statuses for Owned Assets
- In Use (asset being used)
- Available (asset not being used)
- For Sale (an asset your company intends to sell)
- For Rent (an asset your company listed to rent out to another company)
- Rented to Third Party (an asset your company has rented out to another company)
Statuses for Rental Assets
- In Use (asset being used)
- Available (asset not being used)
Statuses for Disposed Assets
- Sold (an owned asset your company sold)
- Junked (a broken asset your company disposed of)
- Stolen (an asset that was stolen)
- Lost (an asset that was lost)
- Lease Returned (an asset whose designation was Owned, but the asset was leased and finally returned)
- Rental Returned (an asset whose designation was Rental, but the rental agreement ended and the asset was returned)
- Other (none of the above but the asset is no longer in your possession)
Note: Since an asset can only be disposed in one way, no disposed assets statuses are compatible with others.
Changing the Status of One or More Assets
- 1
- Select "Assets" on the left-hand side navigation bar.
- 2
- Select the desired asset(s) you wish to change the status of by clicking the checkbox to the left of the asset(s).
- 3
- Select "Status" on the action bar.
- 4
- Select the desired asset status(es).
If you select only owned or rental assets, only statuses for that respective asset designation will be displayed.
If you select a mix of owned and rental assets, options for both statuses will be displayed.
Note: All selected rental assets will be updated to the rental status selected, and all selected owned assets will be updated to the owned status selected.
Pro Tip! To easily change the asset’s designation to Disposed, select the Disposed checkbox at the bottom of the window. This will remove the asset from your list of Owned or Rental assets and remove the ability to change the status of the asset.
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- Select "Change Status".