Assets

An asset is a physical thing that you offer to your customers. Assets may be located at locations. Some organizations use other words to describe an asset, such as:

• Hardware

• Device

• Machine

• Equipment

Other organizations may use more industry-specific terminology, such as endpoint, node, robot, printer, sensor, or other terms.

Assets can be imported directly into Hardfin (via CSV, API, or ERP). If you are using the supply chain module, assets are the final step in the parts workflow after an assembly is registered:

List all assets

To see a list of all assets, navigate to the assets page. Here you will see a table with each asset's serial number, operational status, product type, associated project, location, owner, and recent activity.

Use the search or filter options to refine the asset list.

View individual asset details

To view the full details of an asset, click on an asset serial number in the asset list.

The asset details page will appear showing the asset details.

This page includes all the core details of the asset at the top of the page, including serial, description, status, owner, current location, and current project:

Asset details also include full timelines for project assignment (commercial activity) and asset movement (logistics history):

Details also include sections for activity history, asset metadata, attachments, and accounting details:

Asset details also include a full audit log of the changes made to the asset over time.

Create an asset

Users can choose whether to add individual asset data or upload asset data in bulk. Navigate to the asset list and choose the "Add asset data" button.

To create an individual asset, select "Add individual asset" button and a window will appear. Choose the appropriate product for the asset, enter the asset's serial. select the correct location, and choose the right inventory date for the asset, then click "Add."

All four fields are required to create a new asset.

Bulk creation

Users can upload or update assets in bulk via a file upload, API connection, or direct integration.

Asset data uploader

The asset data uploader provides an intuitive interface for importing asset information and metadata in bulk. This tool streamlines the process of adding multiple assets to the platform, or of updating asset data/metadata in bulk.

Using the uploader:

1. Navigate to the assets page and choose the "Add asset data" button to open a chooser window

2. Choose from one of the three bulk options:

   • Import new assets - Upload file with new assets for your organization

   • Update existing assets - Update basic asset data (such as status or description) for assets already in the system

   • Update asset metadata - Update custom asset metadata that you have configured (such as OEM model or firmware version)

3. Choose your CSV data file with columns mapped to the appropriate asset fields

4. Upload your file and Hardfin automatically validates your data

5. Review the data results to ensure accuracy

Each uploader provides real-time validation and clear error messages to help you resolve any data issues before completing the import.

Other bulk creation options

To configure an integration with a CRM or ERP, or to set up API access, please contact support.

Edit an asset

To edit details for an asset, hover over the detail you want to edit and click the pencil icon ✏️. For example, hover over the asset serial and you will see a small pencil:

Click the pencil to open the edit interface:

Editing some details, such as status and ownership may require different information. For example, to change asset status:

Asset status options

Assets can be assigned one of three functional status levels to track their operational condition:

• Functional - Asset is operating normally and available for use

• Pending - Asset requires review or attention before being considered fully operational (displayed with yellow warning icon)

• Non-functional - Asset is not currently operational and requires repair or replacement

Status changes are automatically tracked in the asset's audit log, providing a complete history of operational state changes over time.

For example, to change asset ownership:

Asset quick actions

Quick actions provide fast access to frequently used asset management functions directly from asset detail pages and list views. These streamlined buttons reduce the time needed to perform common asset operations.

• Add ticket - Open a ticket attached to this asset

• Upload file - Attach a file to the asset record

• Add link - Link a URL directly to the asset

• Assign/unassign - Assign the asset to a project

• Move/plan - Initiate asset movement to a new location

• Action - Log asset activity directly

Assign an asset (change asset project)

You can change an asset's current project by assigning or unassigning the asset. This allows you to enter the full history of how your assets are related to your commercial activity. Read more about assignments, how they work, and why they are important.

Assigning the asset to the project requires choosing the "Assign" button, selecting the project, and specifying the effective date of the assignment:

Assets may be assigned to a project however makes sense for your business, based on your downstream reporting needs.

Unassigning an asset

You can remove an asset from its current project by unassigning the asset. This allows you to confirm the end date of that asset's affiliation with this commercial activity.

Unassigning the asset from the project requires choosing the "Unassign" button and and specifying the effective date of the unassignment:

Assignment date ranges

Assignment date ranges are exclusive and an asset cannot be assigned to two projects at once, so the dates cannot overlap. An asset must be unassigned from one project in order to be assigned to another.

Move an asset (change an asset's location)

Asset movement allows you to record movements from one location to another, which automatically updates the asset's current location.

Asset moves are entered with an origin location and ship date (the date the asset left the origin) and a destination location and arrival date (the date the asset arrived at the destination).

You can enter shipment tracking information to automatically record shipment and delivery details from prominent shipping carriers.

Moves can be entered for an individual asset or for a group of assets. Learn more about moving assets.

Review and add asset activity

Asset activity shows the full history of the assets movements and actions.

All movements appear in the history view automatically. Additional actions can be added to the history by choosing the "Action" button and selecting the appropriate event and date that correspond to this asset.

The default events in Hardfin include Deploy, Activate, and Install. If you would like to customize the events available in your organization, please contact support.

Manage asset attachments

Files can be attached to asset records by uploading on the "Attachments" tab of the asset details screen. This functionality is primarily used for records related to the asset, such as procurement history, bill of materials breakdown, or sales records.

New files can be uploaded by clicking the "Upload file" button. Hardfin accepts all file formats. Once uploaded, files can be viewed, downloaded, or deleted by choosing the corresponding action in the file list. Read more about attachments in Hardfin.

Manage asset accounting details

You can provide asset accounting details on the "Accounting" tab of the asset details screen. These details are useful in order to report on the fleet costs, manage depreciation, and calculate gains on sale and disposal. The core details are visible on the "Accounting" tab and include cost basis, salvage value, useful life, and the asset in-service date:

All of these values are included in your asset export for easy analysis when you export asset information.

Asset metadata

Asset metadata define details for each asset based on the fields that are defined for that product. This metadata is set for the specific asset, so that each asset of this product type can have different metadata. Learn more about managing asset metadata.

Scrapping assets at end of life

Assets are scrapped at the end of their life, most often when an asset has been disposed, dismantled, destroyed, or lost. Scrapped assets are not expected to return to service, although they may be dismantled and have their parts repurposed as part of other finished goods. Learn more about scrapping assets.

Asset reports

Hardfin comes with many dashboards and reports available out of the box for assets.

Learn more about asset dashboards.

Learn more about asset reports.