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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.


1. Accessing Assets Settingsโ€‹

Navigation: Go to Assets โ†’ 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)

2. Asset Groupsโ€‹

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

Add a Groupโ€‹

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

Use Casesโ€‹

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

3. Asset Unitsโ€‹

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

Add a Unitโ€‹

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

Examplesโ€‹

UnitUse Case
PiecesLaptops, monitors, chairs
SetsDesk + chair combos
MetersCables, fabric
BoxesConsumables, spare parts

4. Asset Locationsโ€‹

Locations are physical places where assets are stored or used.

Add a Locationโ€‹

  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 Casesโ€‹

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

5. Custom Fieldsโ€‹

Add custom fields to capture data specific to your business.

Field Typesโ€‹

TypeDescription
TextSingle-line text
TextareaMulti-line text
NumberNumeric value
DateDate picker
SelectDropdown (options separated by |)
CheckboxYes/No
URLWeb link

Add a Custom Fieldโ€‹

  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

6. Webhooksโ€‹

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

Add a Webhookโ€‹

  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 Eventsโ€‹

  • 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

7. Notificationsโ€‹

Configure when and how you receive alerts.

Notification Typesโ€‹

TypeDefaultDescription
Warranty Expiry30 days beforeAsset warranty ending soon
Insurance Expiry30 days beforeInsurance policy ending
Maintenance Due7 days beforeScheduled maintenance upcoming
Checkout Overdue1 day afterChecked-out asset not returned
Reservation Reminder1 day beforeUpcoming reservation
Low StockWhen threshold metAsset quantity below minimum
Asset End of Life30 days beforeExpected end-of-life date

Configure Notificationsโ€‹

  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

Best Practicesโ€‹

  • 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