Asset Acknowledgment

A formal process of recognizing or acknowledging the ownership or possession of an asset. Asset acknowledgment helps establish ownership rights, ensure accountability, and maintain transparency.

You can configure acknowledgements for specific product types and receive user acknowledgements whenever assets are assigned to users. Ensure the corresponding asset notifications are enabled to notify users when acknowledgements are sent.

Role Required: SDAdmin

Configure Asset Acknowledgement 

1. Go to Setup > Customization > Asset Management > Asset Acknowledgement.
   
2. Select Enable Asset Acknowledgement check box.
   
3. In the Configure Product Type section, select if you want to configure acknowledgements for:
   
1. Select Product Types: Choose the required product type from the list.
   
2. All Product Types: All product types will be included in the asset acknowledgement configuration.
   
4. You can use Advanced Criteria to make sure the acknowledgement is only configured for intended assets.
   
1. For example, you can enable asset acknowledgment only for assets associated to certain departments. To do that, select Department is and choose the required departments. Other criteria available include: Asset Tag, Department, Location, Name, Product, Serial Number, State, User, and Asset Additional Fields.
   
5. Modify the content to be displayed in the Asset Acknowledgement Form. Insert the required variables by entering the $ character.
   
6. Click Save or Preview and Save.
   

Sample asset acknowledgement received from user

 Notifications for Asset Acknowledgement   

SDAdmins can configure notifications sent for asset acknowledgement from Setup > Automation > Notification Rules >  Asset. Learn more.

For existing asset assignment user notifications, make sure to add $AcknowledgementLink variable to include acknowledgment form link in notifications. 

Acknowledge Assets 

End Users

End users can acknowledge from the My Assets widget in the self-service portal or through email notifications. The asset is marked with the Acknowledgement Pending status if the end user does not acknowledge after receiving the asset.

Clicking Acknowledgement Pending under My Assets will take the users to the acknowledgement form.

Technicians

Technicians can acknowledge assets through email notifications or from the right pane on the asset details page.

Manage Asset Acknowledgements 

SDAdmin and technicians with asset edit access can manage acknowledgements from the Acknowledgements section on the left side panel in the Assets tab.

Acknowledgements can be filtered based on status, product types and sites.

Send Acknowledgement Reminders and Download Acknowledgements 

SDAdmins and technicians with asset edit permission can send reminders to users to take acknowledgement actions as well as download acknowledgments.

To send a reminder or download acknowledgements, select acknowledgements from the list view and click Send Reminder or Download Details.

Acknowledgements can be generated for IT assets, Non-IT assets, and components. 

Acknowledgements will be generated when an asset is assigned to a department associated with a department head. Ensure that the notification rule for asset department assignment is enabled to notify the department head about the acknowledgement. 

Acknowledgement will not be generated for assets that have already been assigned to users/departments. 

All asset acknowledgement activities are captured under Asset History. 

Asset acknowledgements can be downloaded as PDF. 

Acknowledgement related fields can be included under custom reports columns.

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