Phase 5 - Integration with Documents

Your asset system is about to reach its full potential! 🎉In this final phase, you will learn how to integrate your system with Document Management — let's get started!

Documents

The integration between Asset Management and Document Management in Buk allows automating the generation of documents (Recepción conforme, usage clauses) when assigning an asset to an employee. This guide explains how to configure it, both for clients without Document Management and for those who already use it.

1. Clients WITHOUT Document Management

🔹 Default Template "Recepción conforme"

• What does it do?:
  1. It's a standard document that confirms the delivery of an asset (e.g., "Employee X received a computer on date Y").
• How to use it:
  1. Go to Administration > Documents and Signing > Templates.
  2. Find the "Recepción conforme" template in the list.
  3. You must activate it so it can be viewed from the Asset Management module.

• Link it to a Product:

1. In Administration > Asset Management > Settings > Products
2. Within each Product,enableautomatic document generation and thenselectthe template so it is automatically generated when assigning that asset.

🔹 Automatic Flow

• Step 1:Assign an asset (e.g., a mobile phone) from:
  • When creating an asset and assigning it immediately
  • When changing the status to assigned
  • When assigning an asset from orders
• Step 2:Buk generates the receipt document.
• Step 3:The employee can access it in their profile (Documents > Folder "Assets") and download it.
• Step 4: The Asset Management administrator will be able to view the generated document from the Movement History of each asset.

2. For Clients WITH Document Management

🔹Create Custom Templates:You can design advanced documents linked to assets:

Examples:Responsible equipment use agreement, Tool return terms, Receipt of EPP (Personal Protective Equipment).

🔹Steps to Configure It

1. Create the template:
   • Go to Document Management > Templates.
   • Choose the type "Asset Management" and design the document (text, variable fields, signatures).
   • Select which folder you want it saved in once generated; we recommend using the "Assets" folder
   • Set whether the document requires the employee's signature

2. Link it to a Product:
   • In Asset Management > Products
   • When creating/editing a productenableautomatic document generation and thenselectthe template so it is automatically generated when assigning that asset.

🔹 Automatic Flow

• Step 1:Assign an asset (e.g., a mobile phone) from:
  • When creating an asset and assigning it immediately
  • When changing the status to assigned
  • When assigning an asset from orders
• Step 2:Buk generates the receipt document.
• Step 3:The employee can access it in their profile (Documents > Folder "Assets") and sign individually or in bulk.

• Step 4: The Asset Management administrator will be able to view the generated document from the Movement History of each asset.

• Advantages:
  • Centralization: All asset documents are kept in one place.
  • Traceability: You can audit who received what and when.

📌Configuration ready

And that's it! 🎉 With these steps, you have configured and launched the Asset Management module in Buk. From automated requests to assignment, documentation and notifications, everything is centralized and optimized for efficient, transparent, and error-free asset management by your team and employees.

Now all that's left is to enjoy an integrated workflow, with every asset, document and approval under control.Need to adjust something? We're here to help! 🚀

Remember, if you need help you can contact us through our support channels.

Chat | Phone | Email.

We're happy to help!

🤖 This article was translated using artificial intelligence. View original article.