Asset Registry

The Asset Registry is the master list for equipment and other property controlled in OCTO Ops. It combines individually tracked assets with summaries of grouped inventory.

#Choose the right tracking method

The tracking method determines which later workflows are available.

#Find and review records

1. Open Asset Management > Asset Registry.
2. Keep Grouped selected to show each per-unit or bulk group as one summary row.
3. Select All Units when you need the individual records inside per-unit groups. Bulk groups remain summaries because they have no unit records.
4. Use the table search to find a record by the information displayed in the register, or type or scan the asset's code — with a handheld scanner or your device's camera — to open its profile directly.
5. Sort a column to change the result order.
6. Identify whether the row represents an individual asset or a group summary.
7. Select a record to open its profile or group details.

Individual rows show the asset code, name, category, location, and status. Group rows summarize the group and its quantity. A per-unit group opens a list of its individual assets; a bulk group opens quantity controls.

Typing or scanning a code that matches an asset takes you straight to its profile, wherever it currently sits in the list. A code that does not match any asset is refused with an explanation instead.

#Register an individual asset

1. Select Create Asset from Asset Registry.
2. Choose Individual as the tracking type.
3. Select an asset category.
4. Enter the asset name.
5. Leave the asset number in automatic mode, or switch to manual mode and enter the required numeric identifier.
6. Add the available identification, acquisition, financial, custody, and technology information.
7. Select the current location when it is known.
8. Review the details and save.

The new asset starts with Available status. OCTO Ops generates its asset code, barcode value, and QR value and adds an Asset registered history entry.

#Register identical assets with per-unit tracking

1. Start a new asset and choose Group — track each unit.
2. Select a category.
3. Choose an existing per-unit group or create a new group name.
4. If creating the group, choose whether rotation is enabled for that group.
5. Enter the number of units to create.
6. Complete the shared asset information and save.

OCTO Ops creates a separate Asset record for each unit. Open the group to see those records, then update unit-specific information from each asset profile if required.

Only groups matching the selected category and tracking method are offered for selection. This prevents a bulk group from being used for per-unit records and prevents groups from crossing categories.

#Create or increase a bulk group

1. Start a new asset and choose Group — bulk quantity.
2. Select a category.
3. Choose an existing bulk group or enter a name for a new one.
4. Enter the quantity to add.
5. Save the record.

A bulk group does not require an individual asset name or the detailed fields used by individually tracked assets.

#Adjust a bulk quantity later

1. Open the bulk group from Asset Registry.
2. Select the quantity adjustment action.
3. Enter a positive number to add units or a negative number to remove units.
4. Add a note explaining the stock change.
5. Confirm the adjustment.

The total cannot be reduced below zero. The page shows total and available quantities and keeps an adjustment history.

#Information stored on an asset

Complete only the fields relevant to your organization. Available information includes:

• Identity: asset name, category, type, serial number, part number, brand, model, and manufacturer.
• Acquisition: supplier or vendor, acquisition date, acquisition method, purchase order, and acquisition cost.
• Financial and lifecycle: warranty start and end, expected useful life, depreciation method, current book value, and ownership type.
• Responsibility: location, assigned user, department, custody holder, and remarks.
• Technology identifiers: RFID tag, NFC tag, and GPS tracker reference.

Category defaults provide reference values for consistent setup, but users should verify the values stored on the asset record.

#Use an asset profile

Open an individual asset to review:

• its identity, acquisition, financial, responsibility, and technology details;
• its current category, location, condition, and status;
• its barcode and QR code;
• attached files;
• its complete status history; and
• disposal details after it has been retired, scrapped, or sold.

#Edit asset details

1. Open the asset profile.
2. Select Edit.
3. Update the required fields.
4. Save and return to the profile.

Operational workflows can also update fields automatically. For example, receiving a transfer can change the location and inspections can change the recorded condition.

#Attach or remove files

1. Open the asset profile.
2. Select Upload files and choose one or more files from your device.
3. Wait for each upload to complete.
4. Confirm the attachment appears in the file list.
5. To remove an attachment, use its delete action and confirm the prompt.

Use attachments for photos, manuals, certificates, invoices, warranty documents, or other supporting evidence. File access follows the asset and organization context; do not upload material that users with Asset access should not see.

#Change status manually

1. Open the asset profile.
2. Select the status change action.
3. Choose the new status.
4. Add a note explaining why the status is changing.
5. Confirm the change.

The previous status, new status, user, time, source, and notes are retained in status history. Review Status Management before using a manual change to avoid conflicting with an active operational workflow.

#Dispose of an asset

Disposal is available for an individually tracked asset when its new status is Retired, Scrapped, or Sold.

1. Open the asset profile.
2. Start the disposal action.
3. Choose Retired, Scrapped, or Sold.
4. Enter the disposal method.
5. Enter the disposal value when relevant.
6. Add notes and confirm.

OCTO Ops records the disposal date, approving user, method, value, and notes and changes the asset to the selected terminal status.

#Current limitations

• Asset Registry does not yet expose Asset custom fields. See Custom Fields.
• The profile provides generated barcode and QR images, but the current registry does not provide a dedicated print-label workflow.
• Bulk groups have quantity history, not individual lifecycle histories.