Create and manage assets in HappyFox Help Desk, then link them to tickets so agents always know exactly which piece of hardware, software, or other item a request is about.
Available on Pro Enterprise PRO Growth Scale Scale Plus Ultimate
Before you start
- You need the Manage Assets permission for Assets to appear in the left navigation.
- Assets belong to an Asset Type (for example Hardware, Software, or a type you create yourself). New accounts start with sample Hardware and Software types already set up. See Managing Asset Types to create or customize one before adding assets.
Create an asset
- Click Assets in the left navigation.
- Select the asset type you want to add to (for example Hardware) from the list on the left.
- Click the + button above the asset list.
- Enter a Name and a Display ID.
- Optionally, use Link contacts to assets and Link contact groups to assets to associate the asset with the people or groups who own or use it.
- Click Create.
| Field | Required | Description |
|---|---|---|
| Name | Yes | A descriptive name for the asset, for example Sound Wave Speaker. |
| Display ID | Yes | A unique identifier for the asset, such as a serial number or asset tag. Agents search for this alongside the name when linking assets to tickets. |
| Link contacts / contact groups to assets | No | Associates the asset with individual contacts or contact groups so it appears in their asset list when they raise a ticket. |
Note There is no separate Asset Category or Description field on the create form. Instead, each Asset Type is its own customizable list, and any extra fields you need (serial number, warranty date, and so on) are added per asset type. See Managing Asset Types to add custom fields.
Edit, clone, or delete an asset
- Click Assets in the left navigation, then click an asset from the list to open its detail page.
- Click Edit to change its Name, Display ID, or linked contacts and contact groups, then save.
- To duplicate an asset, click More Actions > Clone.
- To remove an asset, click More Actions > Delete.
Warning Deleting an asset removes it and its associations with tickets and contacts. This cannot be undone. The confirmation dialog shows how many tickets and contacts are currently associated with the asset before you confirm.
Link assets to a ticket
- Open the ticket you want to link an asset to.
- In the right pane, find the Assets section and click + (or Edit if assets are already linked).
- In Search and link assets, type the asset's name or Display ID and select it from the list. Matching assets appear as
Asset Name <Display ID>. - Enter a quantity if the asset type tracks it.
- Click Save.
Note Agents need the Edit Ticket Asset Info permission to link assets from a ticket. Contacts and agents can also attach assets while a ticket is still being created, not just afterward. See Linking Assets During Ticket Creation for that flow, including how contact groups share assets across a team.
Click a linked asset's row to expand it and see its Name, Display ID, and Asset Type without leaving the ticket. To make a change, click Edit next to the Assets section: update the quantity, or remove the row entirely to unlink it. Removing a linked asset only deletes the ticket association, it does not delete the asset itself.
Note Adding, removing, or changing the quantity of a linked asset is recorded in the ticket's activity log, so anyone reviewing the ticket can see exactly what changed and when.
A frequent user of HappyFox's Asset Management module 🤔? Try out our dedicated Asset Manager mobile app 🔥! Download on Play Store and App Store. Access Documentation on the asset manager app here 📚.
Continue reading
Managing Asset Types › Linking Assets During Ticket Creation › Restrict Asset Access to Selected Categories › HappyFox Asset Manager mobile app ›