FAQs

Account/Users

If your company administrators manage the checkouts, reservations and other actions of our staff users, you can restrict staff users from logging in.

  1. Go to the Members module in AssetSonar.
  2. Here, head to the respective Member Details page and click on ‘Edit’.
  3. Deselect ‘Enable member to login’.

If you’re doing a mass import, create a column with ‘Yes’/‘No’ values and map it to ‘Login Allowed’.

Category: Account/Users

Account owner/administrators can resend confirmation emails from Members → Send Reset/Confirmation email (against the staff user).

This will let the user reset their password as well.

send confirmation email

Administrators can also head to the respective Member Details page and click on ‘Send Password Reset Email’.

send password reset email

Send a password reset email to yourself irrespective of your user level

Confirmation emails for an unconfirmed member’s account can be resent by going to the Login page and following the process for “Forgot your password?”.

Entering a member’s email address will resend a confirmation email to the member’s inbox. If the problem persists, please double-check your Spam folder.

Category: Account/Users

The account owner can view and print invoices from Settings → Billing → Invoices. We also send the invoice in an email to the account owner as they kick in.

You can change the Billing Address on the invoice from Settings → Company Settings → Company Profile → Company Information.

Category: Account/Users

Account owners can delete members by enabling Member Deletion. Do this from Settings → Company Settings → Policy → Member Deletion. We recommend enabling this setting only when you have to delete members. Disable it afterwards to avoid accidentally deleting members.

Next, go to the Member Listings page. Here, select the members you’d like to delete, and click on Actions on Members → Delete. 

Note: You can only delete ‘orphan members’ added to your account. This refers to members that have not been involved in any activity or event.

If you want to remove users who’ve taken part in some activities, ‘Deactivate’ them instead. This enables the software to retain the member’s checkout history. As an example, John Smith may have used a laptop before leaving the company. If his member record was to be deleted, the laptop’s past assignment to him will be lost as well.

Note: Deactivated users will not count towards your subscription package limit.

Category: Account/Users

As an account owner, you can transfer ownership to any (confirmed) administrator from Settings → Company Settings → Company Profile → Change Owner.

Category: Account/Users

You can downgrade, upgrade, or cancel your subscription at any point in time. There are no extra charges. The option is available under Settings → Billing → Close my account.

Category: Account/Users

Alerts

AssetSonar has three different user levels:

  1. Administrators
  2. Supervisors
  3. Staff Users 

The types of alerts vary at each user level and can be either ‘an email sent for each subscribed event’ or ‘a daily digest that summarizes all the events for the day’.

Staff users receive email alerts for actions they’ve subscribed to only when they’re involved in the action.

Alerts for Account Owner/administrators:

Check-in Package check-in Extend checkout Stock request
Checkout Package checkout Request for check-in Asset(s) Overdue
Request Reservations Reservations starting today Reservations alert in advance Check-in approval by Admin
Email Print Labels Check-in denied by administrator Arbitrated request for check-in Scanning label of an asset
Activation of an asset from retired state Retiring of an asset Deletion of an asset Custom Field Alert
Audit requested Audit completed Service ticket created Service Started on an Asset
Service Extended for an Asset Service Completed on an Asset Service Started on a Package Service Extended for a Package
Service Completion Due on an Asset Service Completed on a Package Comments on Services Sale/Purchase Inventory
Low Stock Threshold Alert Location Based Threshold Alert Transfer Stock

The above list keeps updating with additions to our features in AssetSonar.

Alerts for the staff users:

Check-in Checkout Extend checkout Request for check-in
Check-in approval by admin Check-in denied by admin Request reservation Reservation on asset in my custody
Arbitrated request for check-in Audit requested Audit completed

Learn more about the types of alerts that Account Owners, Admins and Staff Users receive.

Under the email alerts, a staff user can also customize these alerts based on groups and locations (see image below). You can receive alerts specific to these groups and locations.

add to groups and locations

Note: Admins and staff users can filter what kind of alerts they want to receive from their accounts. They can also subscribe to our regular newsletters.

Customized Email Alerts: Administrators can also customize the email templates for alert types from More  Alerts → Alert type (e.g. Check-in) → Add New.

customizing alert

You can then customize the template for ‘Check-in’ alerts. Insert placeholders containing dynamic data such as asset name, checked in by, custom attribute values, and more.

 Note: Customization does not apply to mail digests.

Category: Alerts

You can now customize the Low Stock Alert page as per your requirements. For example, users can track which vendor is responsible for restocking particular items.

To customize the page, access it from the bell icon in the top-right corner and click on ‘Low Stock’.

Low Stock Alert

This takes you to the Low Stock Alert page. Once there, click on the three dots as shown below to customize the columns displayed on the page.

How to add a column

To add a new column, click on the ‘Add Column’ button. The new column, in this case, is named ‘Column #8’. To name the column, select from the list of options available in the dropdown menu. Don’t forget to hit the ‘Save this view’ button so all your settings are applied successfully.

add a new column

You can also add filters to narrow your results by choosing from the filters dropdown:

Filters

Categories: Alerts, Items

Import/export

The ‘export to CSV’ feature is currently available for the following areas of the system:

  1. Assets
  2. Asset Stock
  3. Inventory
  4. Users
  5. Locations
  6. Groups
  7. Vendors
  8. Members
  9. Reports
  10. Documents

Exporting Reports:

Open up a report from the Reports module, like the ‘All Active Assets’. To the right, you’ll see the Export button. From here, select your preferred exporting format.

export report from AS

You can also upload them to a Dropbox or Onedrive account.

Exporting Graphs:

Head to a graph report like the Asset Utilization Chart. Click on the menu button on the right.

export asset utilization chart

Choose between a host of different exporting options. Click ‘Download CSV’ to save the chart/graph or save it to print later. 

Category: Import/export

You can create document linkages for items right as you update or upload them via an Excel sheet. Furthermore, you can attach up to 5 public media file URLs upon item import.

But what are media file URLs? These are the web addresses that direct you to media files uploaded online. You can access these by right-clicking on an image, hitting ‘Inspect’, and viewing the source attribute (more on that below). However, it is important to note that these addresses appear differently depending on the domain. For this reason, you might have to edit your links before you can add them to your Excel file, prior to the import.

Editing Dropbox media file URLs

Dropbox links end in the code “dl=0” or “dl=1”. Update this to “raw=1” before adding them to the Excel sheet.

For example, the link https://www.dropbox.com/s/buz195ijl5ct6nv/1a.PNG?dl=0 needs to be edited to https://www.dropbox.com/s/buz195ijl5ct6nv/1a.PNG?raw=1. Once you’ve edited it, it’s ready to be copied to your Excel.

Editing all other media file URLs

Web addresses for media files generally end in their extension i.e. .jpeg for JPEG image type, .png for PNG image type, .gif for GIF image type, and so on. As an example, here’s what the URL for an image on our faq site looks like https://faq.assetsonar.com/wp-content/uploads/2019/05/businessman-riding-rocket-launching-from-smart-phones_70921-315.jpg. Notice how the image extension is at the very end of the address. Here’s how to get this address for your image.

  1. Navigate to the website where the image exists.
  2. Once here, right-click on the media file and hit inspect to see the HTML code for this element.
    inspect src url
  3. The field highlighted in yellow shows the public URL for this image. It appears as the ‘source’ attribute (src in HTML).
  4. Alternatively, you can right-click on the image, click on ‘Copy Image Address’, and paste this address to a text-box or text application to see what it looks like.
  5. If the media extension (.jpg, .png, etc) is at the very end of the address, it’s ready to be copied to your Excel. This is true for the image shown above where the URL is https://cdn-images-1.medium.com/max/800/1*G2pEuYF0d6lQgKusx0W3qQ.png.
  6. If the extension comes somewhere in the middle of the address, like https://example.com/images/television.png/112/dImL/, edit it to https://example.com/images/television.png.

Forming linkages

Once you’ve edited your public media file URLs, you can now copy them to your Excel. Add up to 5 document links – separated by commas – into a column in your excel sheet. Remember to assign them to the “Document attachments” mapping upon import. They should look something like this: https://upload.wikimedia.org/Item46.jpg, http://bizplus.net/TransferDoc.jpg

Associating documents from the Account library

You can also associate documents right from the AssetSonar Document’s Library (Items  Documents) during the import. Just replace one (or more) of the public URLs with the file-name of the document.

e.g. “Flowchart12.jpg, https://upload.wikimedia.org/Item46.jpg“.

Exporting document list

Lastly, you can export a list of all your documents from Items → Documents → Export → CSV. The export would include links to the URLs of each document. 

export-documents

Category: Import/export

Here are some things you should be aware of before you begin importing data to AssetSonar:

  1. The first step is to make sure you’ve finalized the mapping of your excel sheet columns to fields in AssetSonar. Take a look at the predefined fields with Assets, Asset Stock and Inventory. If they are not sufficient, add Custom Fields from More –> Custom Fields. 
  2. There should not be any merged cells in your excel sheet. 
  3. There should only be one excel sheet in the file you’re uploading. If your items are spread across various sheets within the same file, split these sheets into separate excel files. 
  4. All dates should be in the mm/dd/yyyy format. 
  5. For yes/no fields e.g. ‘Retire?’, put yes against the Assets that should be in a retired state when imported. 
  6. Asset Identification Numbers (if you’re using them) have to be unique. There shouldn’t be any repetition of an Identification Number in your excel sheet. Moreover, they should only contain Alphabets and Numbers (no special characters, spaces, etc.). 
  7. All names (except for locations) should at least be 3 characters long. If you have a vendor called HP, call them HP Laptops!  
  8. When you’re uploading files, previewing an import, or creating records; do not refresh the page or take any actions there. This will ensure that the process completes smoothly. You can continue working with AssetSonar in a new tab/window. 
  9. When importing inventory records, if you give quantity to be added to stock, the Stock Price column must be mapped. 
  10. When importing members, if you choose for them to be subscribed to emails, the Email column must be mapped. 
  11. Make sure you have only one excel sheet in your document. 
  12. Email addresses cannot be added in as hyperlinks
  13. Ensure that email addresses for existing Users in your AssetSonar account do not start with ‘mailto:’. This is an example of an email address that won’t be imported: mailto:example@donotemail.com.
Category: Import/export

Items

You can now customize the Low Stock Alert page as per your requirements. For example, users can track which vendor is responsible for restocking particular items.

To customize the page, access it from the bell icon in the top-right corner and click on ‘Low Stock’.

Low Stock Alert

This takes you to the Low Stock Alert page. Once there, click on the three dots as shown below to customize the columns displayed on the page.

How to add a column

To add a new column, click on the ‘Add Column’ button. The new column, in this case, is named ‘Column #8’. To name the column, select from the list of options available in the dropdown menu. Don’t forget to hit the ‘Save this view’ button so all your settings are applied successfully.

add a new column

You can also add filters to narrow your results by choosing from the filters dropdown:

Filters

Categories: Alerts, Items

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