🎯 Allocating Assets
How to assign assets to users and track their usage using Asset Management module for Concord CRM
When you need to assign assets to users (like giving laptops to employees or allocating equipment to departments), the Asset Allocation feature helps you track who has what, when they received it, and manage the entire allocation lifecycle.
1. Access Asset Allocation
From Assets Section: Navigate to the Assets section and click on the specific asset you want to allocate. In the asset detail page, you'll find allocation-related options.
From Asset Allocations Section: Go directly to Asset Allocations to view all current allocations across all assets or create new ones.
2. Create New Allocation
Click on the New Allocation button to start the allocation process. This opens a comprehensive form for recording asset assignment details.
3. Fill in Allocation Details
Required Information
Allocated To: Select the user who will receive the asset from the user dropdown
Allocation Code: System auto-generates unique code (AL-00000001), but you can modify if needed
Asset: Choose which asset is being allocated (if not pre-selected)
Quantity: Enter the number of units being allocated to this user
Allocation Time: Set the date and time when the asset is being handed over
Location Information
Asset Location: Current location of the asset before allocation
Handover Location: Where the asset will be handed over to the user
Additional Details
Reason: Document why this allocation is being made (e.g., "New employee onboarding", "Equipment replacement", "Temporary project assignment")
Reference Information
Remaining Quantity: Shows available/total quantity (e.g., "15 / 20" - 15 available out of 20 total)
4. Allocation Validation
The system automatically validates several aspects:
Quantity Validation
Ensures requested quantity doesn't exceed available quantity
Prevents over-allocation of assets
Shows real-time remaining quantity
Asset Validation
Confirms the selected asset exists and is available
Checks asset status and allocation eligibility
Validates user permissions for allocation
5. Save the Allocation
Click Save to complete the allocation. The system automatically:
Updates available quantity (reduces by allocated amount)
Records allocation history in asset timeline
Sends notification email to the allocated user
Creates status history entry for audit trail
Links user to asset for easy tracking
6. What Happens After Allocation
System Updates
Available quantity decreases by allocated amount
User receives email notification about asset assignment
Tracking Benefits
Complete audit trail of who has what asset
Email notifications keep users informed
Status history tracks all allocation events
Quantity management prevents over-allocation
💡 Important Features
Email Notifications
Automatic emails sent to users when assets are allocated
Allocation details included in notification
Asset information and pickup instructions provided
Quantity Management
Real-time availability checking
Prevents over-allocation with validation
Accurate inventory tracking maintained
🔍 Viewing Allocations
Asset Allocations List
Allocation Code: Unique identifier for each allocation
Asset: Which asset was allocated
Quantity: How many units allocated
Allocated To: User who received the asset
Allocation Time: When the allocation was made
📋 Best Practices
Documentation
Always specify reason for allocation
Include handover location for clarity
Set accurate allocation time for proper tracking
Communication
Verify user email before allocation for notifications
Confirm handover details with the user
Document any special instructions in reason field
Quantity Management
Check available quantity before allocation
Plan allocations to avoid shortages
Monitor remaining inventory regularly
Record Keeping
Use meaningful allocation codes if customizing
Maintain consistent location naming
Regular review of active allocations
🚨 Important Notes
Validation Rules
Quantity must be positive integer
Cannot exceed available quantity
User and asset must exist in system
Allocation time is required
System Behavior
Immediate inventory update upon allocation
Email sent automatically if user has valid email
Status history recorded for compliance
Transaction wrapped for data integrity
Permissions
Users need appropriate permissions to create allocations
Asset module must be active
Some fields may be restricted based on user role
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