Predefined Settings of Assets

The Assets Settings section lets you configure the foundational elements of your asset management system. Set these up before creating assets for the best experience.

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1. Accessing Assets Settings

Navigation: Go to Assets → Settings from the sidebar menu.

The Settings page includes tabs for:

• Asset Groups (Categories/Subcategories)
• Asset Units (Units of measurement)
• Asset Locations (Storage/usage locations)
• Custom Fields (Extend asset data)
• Webhooks (External integrations)
• Notifications (Alert preferences)

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2. Asset Groups

Asset groups are your main categories (e.g., IT Equipment, Furniture, Vehicles).

Add a Group

1. Go to Asset Groups tab
2. Click New Asset Group
3. Enter Group Name (e.g., "Laptops", "Office Furniture")
4. Click Save

Use Cases

• Filter assets by category
• Run reports by group
• Apply custom fields to specific groups
• Organize depreciation by asset type

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3. Asset Units

Units define how you measure quantity (pieces, sets, meters, etc.).

Add a Unit

1. Go to Asset Units tab
2. Click New Asset Unit
3. Enter Unit Name (e.g., "Pieces", "Sets", "Meters", "Boxes")
4. Click Save

Examples

Unit	Use Case
Pieces	Laptops, monitors, chairs
Sets	Desk + chair combos
Meters	Cables, fabric
Boxes	Consumables, spare parts

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4. Asset Locations

Locations are physical places where assets are stored or used.

Add a Location

1. Go to Asset Locations tab
2. Click New Asset Location
3. Enter Location (e.g., "Warehouse A", "Office Floor 2", "Remote")
4. Click Save

Use Cases

• Track where assets are stored
• Use in transfers (from/to location)
• Filter assets by location
• Support multi-site organizations

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5. Custom Fields

Add custom fields to capture data specific to your business.

Field Types

Type	Description
Text	Single-line text
Textarea	Multi-line text
Number	Numeric value
Date	Date picker
Select	Dropdown (options separated by |)
Checkbox	Yes/No
URL	Web link

Add a Custom Field

1. Go to Custom Fields tab
2. Click New Custom Field
3. Enter Field Name
4. Select Field Type
5. For Select: add options like Option1|Option2|Option3
6. Optionally: Applies to Groups - leave empty for all, or select specific groups
7. Required - Check if the field must be filled
8. Show on Table - Check to display in asset list
9. Click Save

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6. Webhooks

Configure webhooks to send asset events to external systems (Zapier, Make, custom APIs).

Add a Webhook

1. Go to Webhooks tab
2. Click New Webhook
3. Enter Webhook Name (e.g., "Sync to Inventory System")
4. Enter Webhook URL (your endpoint)
5. Select Events to subscribe to (or select all)
6. Optionally set Secret Key for HMAC signature verification
7. Click Save
8. Use Test Webhook to verify it works

Available Events

• asset.created, asset.updated, asset.deleted
• asset.allocated, asset.revoked
• asset.checked_out, asset.checked_in
• asset.reserved, asset.reservation_approved, asset.reservation_rejected
• asset.maintenance_scheduled, asset.maintenance_completed
• asset.transferred, asset.lost, asset.broken, asset.warranty, asset.liquidated
• alert.warranty_expiring, alert.maintenance_due, alert.checkout_overdue, alert.low_stock

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7. Notifications

Configure when and how you receive alerts.

Notification Types

Type	Default	Description
Warranty Expiry	30 days before	Asset warranty ending soon
Insurance Expiry	30 days before	Insurance policy ending
Maintenance Due	7 days before	Scheduled maintenance upcoming
Checkout Overdue	1 day after	Checked-out asset not returned
Reservation Reminder	1 day before	Upcoming reservation
Low Stock	When threshold met	Asset quantity below minimum
Asset End of Life	30 days before	Expected end-of-life date

Configure Notifications

1. Go to Notifications tab
2. For each type: enable/disable, set Days Before, choose Recipients
3. If no recipients selected, admins receive notifications
4. Click Save

Cron Job Required

Notifications are sent via Perfex CRM's cron job. Ensure your cron is set up:

* * * * * php /path/to/perfex/index.php cron/index

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Best Practices

• Set up groups, units, and locations first before creating assets
• Use consistent naming across your organization
• Create custom fields for data you need in reports
• Test webhooks before going live
• Configure notifications so nothing falls through the cracks