1. Example Business Scenarios

Efficient management and tracking of fixed assets are critical to stable business operations. A robust asset tracking system ensures accurate and secure asset records, improves operational efficiency, and reduces costs.

ShareCRM introduces a new Asset Tracking Management module to manage company-owned equipment assets. Unlike customer-owned equipment—primarily managed for after-sales service—company-owned equipment focuses on asset workflows such as borrowing, return, extension, and relocation.

2. Enabling Asset Tracking Management

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• Go to Products -> Asset Tracking Management and enable Asset Tracking Management. The Device object will add a new Record Type named “Company Asset” and initialize business objects for Device Borrow Request, Device Return Request, Device Extension Request, Device Relocation Request, etc.

3. Create a Device of Record Type “Company Asset”

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• Devices with the “Company Asset” Record Type are tangible fixed assets owned by the company, held for production, service provision, rental, or management use, and have a useful life exceeding one fiscal year.
• The preconfigured Record Type refers to devices already sold to customers and owned by those customers, primarily used for managing customer-device maintenance and service tasks.
• When creating a device of the “Company Asset” Record Type, set its Management Status. The default Management Status values include “Available for Borrow” and “Borrowed”.
• Only devices with Record Type “Company Asset” and Management Status “Available for Borrow” can be borrowed.

4. Device Borrowing

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• In the CRM, search “Device Borrow” or navigate to Asset Management -> Device Borrow to open the Device Borrow list view.
• Click the New button in the top right to create a Device Borrow record for either a preconfigured Record Type or a custom Record Type device.

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• When creating a Device Borrow record, enter the borrower’s basic information, including Applicant, Applicant Phone, Application Date, and Purpose.
• If the borrower knows the exact device to borrow, click Add from Devices and choose a device from the device object list. The selected device must have a Management Status of “Available for Borrow”.
• If the borrower does not know which specific device to borrow, they can add the corresponding Product first; a device administrator will assign a specific device later.

5. Device Extension

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• If a device needs to remain on loan beyond its original due date, create a Device Extension to extend the borrow period.
• From a Device Borrow detail page, click the Extend button in the top right to create an extension; alternatively, create a new Device Extension from the Device Extension list and select a Device Borrow detail to extend.
• When creating a Device Extension, provide the Extension Reason and Requested Extension Date.
• Device Extensions support configurable approval workflows. After approval, the system automatically updates the device’s Expected Return Date.

6. Device Return

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• When a device reaches its due date or must be returned early for any reason, use Device Return to process the return.
• From the Device Borrow detail page, click the Return button in the top right to create a Device Return; or create a new Device Return from the Device Return list and select a Device Borrow detail to return the associated device.
• When creating a Device Return, enter the Actual Return Date.
• Device Returns support configurable approval workflows. After approval, the system automatically updates the device’s Management Status to “Available for Borrow”.

7. Device Relocation

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• Use Device Relocation to handle cases where a device must be moved or reassigned.
• When creating a Device Relocation, provide a Relocation Reason. Default reasons include Address Change, Account Change, Device Recovery, etc.
• For Address Change relocations, enter the new deployment address. You can choose a map location; the system will auto-fill Province/State, City, District, and Address fields.
• For Account Change relocations, select the new Account.
• Device Relocation supports configurable approval workflows. After approval, the system automatically updates the device’s Account, deployment address, and related fields.

8. Auto-generated Device Asset History

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• Whenever a device is borrowed, extended, returned, or relocated, the system automatically generates the corresponding device asset history record.