I. Business Use Case Examples

Efficient management and tracking of fixed assets are crucial for stable business operations. A well-designed asset tracking system not only ensures accurate records and security of assets but also enhances operational efficiency and reduces costs.

ShareCRM’s newly launched Asset Tracking Management module primarily manages a company’s owned equipment assets. Unlike customer-owned equipment assets that focus on after-sales maintenance services, this module handles business scenarios such as equipment borrowing, returning, extension, and relocation for company-owned assets.

II. Enabling Asset Tracking Management

picture coming soon:

• Navigate to Asset Management > Asset Tracking Management to enable this feature. The system will add an “Owned Assets” Record Type to equipment objects and initialize business objects including Equipment Borrowing Request, Equipment Return Request, Equipment Extension Request, and Equipment Relocation Request.

III. Creating “Owned Assets” Type Equipment

picture coming soon:

picture coming soon:

• Equipment with “Owned Assets” Record Type refers to various fixed assets owned by the company - tangible assets held for production, service provision, leasing, or management purposes with a useful life exceeding one fiscal year.
• Preset Record Type equipment represents assets sold to customers, primarily used for managing subsequent maintenance and service projects.
• When creating “Owned Assets” equipment, you must specify the “Management Status”, which defaults to “Available” or “Borrowed”.
• Only equipment with “Owned Assets” type and “Available” status can be borrowed.

IV. Equipment Borrowing

picture coming soon:

• Search for “Equipment Borrowing” in CRM or click “Equipment Borrowing” under Asset Management to access the borrowing request list.
• Click “New” in the upper right corner to create preset or custom Record Type borrowing requests.

picture coming soon:

picture coming soon:

• When creating a borrowing request, complete borrower information including applicant name, contact number, application date, and purpose.
• If the borrower knows which specific equipment to borrow, click “Add from Equipment” to select from the list. The chosen equipment must have “Available” status.
• If uncertain about specific equipment, first add the corresponding Products, letting the equipment administrator assign specific equipment later.

V. Equipment Extension

picture coming soon:

picture coming soon:

• Use Equipment Extension to prolong borrowing duration when equipment is nearing its return date.
• Create extensions by clicking “Extension” on the borrowing detail page or via the Extension list page by selecting a borrowing record.
• When creating an extension, specify the reason and proposed new return date.
• The system supports approval workflows for extensions. Upon approval, it automatically updates the equipment’s “Expected Return Date”.

VI. Equipment Return

picture coming soon:

picture coming soon:

• Process equipment returns when items reach their due date or need early return.
• Initiate returns by clicking “Return” on the borrowing detail page or via the Return list page by selecting a borrowing record.
• When creating a return, enter the actual return date.
• The system supports approval workflows for returns. Upon approval, it automatically updates the equipment status to “Available”.

VII. Equipment Transfer

picture coming soon:

picture coming soon:

• Use Equipment Transfer for relocation operations when equipment needs to be moved.
• When creating a transfer, specify the reason. Default reasons include address changes, customer changes, and equipment recalls.
• For address changes, select the new location on the map. The system auto-fills province, city, district, and address details.
• For customer changes, enter the new Account information.
• The system supports approval workflows for transfers. Upon approval, it automatically updates the equipment’s Account and location information.

VIII. Automatic Equipment Asset History Generation

picture coming soon:

• The system automatically generates complete asset history records for all equipment activities including borrowing, extension, return, and transfer.