Embed Size (px)
Citation preview
User Manual - 2018
Welcome to Reftab!
Reftab is a fully customizable and mobile, fixed asset management system. We’ve focused on the typical
IT department needs. This means Reftab is designed to keep inventory and track IT assets such as
laptops, desktops, mobile phones, cables, mice, accessory items and more. The platform also supports
tracking software license keys. Items get assigned to users which allows for lifecycle tracking and
auditing.
The Reftab Team
Reftab is maintained by Robert Hoyt & Michael Caslowitz: IT professionals building applications to help
other IT professionals like you.
Reftab app on the iTunes and Google Play store:
iOS App Link
Android App Link
Table of Contents
Welcome to Reftab!
Table of Contents
Contact Support
Getting Started
Assets Checking out Assets Bulk Edit Assets
Bulk Edit Asset Fields Bulk Transfer Assets to other Locations Bulk Delete Assets
View Asset via Mobile Device Printing Asset Tags
Locations
Categories There are 4 types of fields to choose from:
Loans Loanees Reserving Asset, Accessories and Software Licenses
Reports
Accessory Items & License Tracking
Control Panel Import/ export data Custom Role Based Access Control
2 Reftab User Manual
Contact Support
By using the Contact Us page, you can send us support requests. This will email everyone on the Reftab
team. You can also view our Twitter feed. We highly recommend following us on Twitter as it is where we
post news on software updates, new features and any other important information.
You can also email: [email protected].
Getting Started
When you sign up you are automatically in our free tier. You have a 50 asset limit, no storage space for
attached files, and no ability to create sub-accounts. However, it is a great way to explore what Reftab
can do.
Assets
Assets are the basic building blocks of
Reftab. An asset represents an object
you wish to track. Every asset has a
unique number (which matches to an
asset tag), a category, and a location.
Assets can be loaned out and
reserved. Assets can be cloned, which
copies all of its properties, its category,
and its location to a new asset. You
can email an asset which will send all of the information about the asset to the address you specify. You
can attach uploads to each asset and add comments to an asset.
Note: An audit history is kept anytime an asset is loaned in or out, (including notes) and during
assignment or revocation of an accessory item or license key.
TIP: Check out our YouTube video on importing assets.
3 Reftab User Manual
Checking out Assets
Assets can be checked out to any loanee (user) and they can also be reserved to any loanee, (see
reservation section below for more details).
An asset gets assigned to a loanee with a return date that the loanee is expected to return the asset, or
the asset is checked out indefinitely. Indefinite check out means the asset is assigned to a loanee for
their permanent use.
Note: Accessory Items and License keys can be checked out to both users and assets.
Note: Assets that are overdue for their return result in an email being sent to the loanee notifying them
of the overdue asset.
1. Find an available asset and click on it.
2. Next, you can click the Check Out button. (Note: Each asset stores loan history every time an
asset is checked in and out. A date is recorded along with notes.)
4 Reftab User Manual
3. Next, select a loanee and a return date and click Check Out
4. The asset will be listed as “checked out” and it will be visible on the loans table
5 Reftab User Manual
Bulk Edit Assets
You may edit assets in bulk. There are currently 3 operations permitted:
1. Bulk editing asset fields
2. Bulk transferring assets to new locations
3. Bulk deleting assets
Bulk Edit Asset Fields
Within each category all assets have the same fields. With this being the case, you can easily make
changes to any or all asset data within each category. The process below outlines the procedure:
1. Select a category
2. Then, either check off the assets you want to edit or, use the Bulk Actions drop-down button to
select “edit”.
3. If you select assets before clicking the edit button, You will will only be able to edit those specific
assets:
6 Reftab User Manual
4. However, if you do not check any assets, and proceed to click the edit button, you will be
provided a text area to manually provide a list of asset #’s.
5. Once you’ve entered all your assets, and edited fields, you may click the Review button. This will
display the count of assets selected and the edits to be made.
7 Reftab User Manual
6. Assets #’s that have been entered manually, which do not belong to the selected category will
automatically be parsed out, they will be shows to you on the review screen and they will not be
edited.
7. Click submit to edit your assets.
Bulk Transfer Assets to other Locations
You can transfer assets in bulk to other locations. (This operation will not affect the loan status of assets)
1. Click on your category
2. Select the assets which you would like to transfer
3. Click the Bulk Actions drop down button and click, Transfer.
8 Reftab User Manual
4. Choose the new location to send the assets to and click Review Asset Transfers
5. Confirm the changes and then, click Submit
9 Reftab User Manual
Bulk Delete Assets
You may delete assets in bulk. The operation provides a confirmation field before any changes are
submitted:
1. Select your category and check all the assets that you want to delete
2. Click the Bulk Actions drop-down button and select, Delete.
3. On the next screen, click Review Asset Deletes.
4. Click Submit Delete
10 Reftab User Manual
View Asset via Mobile Device
You view an asset on your mobile device by scanning the QR code, Barcode
or inputting the asset number.
From the mobile app you can:
● View and edit asset details
● Create new assets
● View a location’s currently checked out assets
● Check an asset in and out
● View recently scanned assets
● Move an asset from one location to another
● Add new loanees (borrowers)
Printing Asset Tags
The Reftab mobile app can read both barcodes and QR-codes. Codes that have been generated from
within the Reftab dashboard and via other applications can both be read. In other word, you don’t need
to create your asset tags from within Reftab. The only caveat is that asset tags must use numbers only. If
your asset tags include letters, the Reftab app won't be able to scan the code.
To generate barcodes and QR codes in Reftab, click on the “print” button within a category to print all of
that location's assets. Click the “print” button from an individual asset to print only one asset.
From here you will be presented an option to choose which code format you would like to print. When
printing QR-Codes you can add custom text, include the location name and the asset title on the asset
tag.
Note: You also have the option to download images of your barcodes and QR-Codes. This may help if
you use a separate piece of software to generate asset tags.
11 Reftab User Manual
Locations
Locations allow for organizing assets into different collections. For example, you could have a location
that is a specific section of your organization such as “Human Resources”, inside which you track all the
assets belonging to said section. All assets must belong to a location, but you can easily move assets
from one location to another.
TIP: Default locations can be set from within the control panel.
12 Reftab User Manual
Categories
Assets can be collected into different categories. Categories are composed of fields which represent all
of the properties that an asset can have. For example a laptop category may have the fields: “Processor”,
“Memory”, and “Disk Space”. In the category editor, you can drag and drop fields to build the category to
your specification. Double click a field to edit or delete that field.
TIP: Categories used by assets cannot be deleted.
13 Reftab User Manual
There are 4 types of fields to choose from:
● Text Fields
○ Anything can be input into this field, numbers, letters etc.
● Date Fields
○ Used for storing dates. (Date purchased, date received, etc. etc.)
● List Fields
○ Used for storing a list of items under one field name. For example, a category of laptops
can use a list field type named, “software” which can hold a list of software such as:
Firefox, MS Word, Adobe Creative Cloud etc etc.
● Pre-Populated Lists
○ Allows you to pre-define a limited set of options to select from when creating a new asset
or editing an asset. For example, a field called “Service Status” could have two
pre-populated options to choose from: “Working Condition” and “Needs Service”.
TIP: Hovering your mouse over any field will display its field type.
14 Reftab User Manual
Loans
The loans page displays all assets that are loaned out along with other details on the asset. You can sort
loaned out assets by locations as well as view a location's checked in assets, checked out assets and
assets that are currently overdue.
Loanees
Reftab allows you to store a list of loanees (borrowers). Loanees are anyone, or any group you create
that assets can be loaned out to. From the loanees page you can click on any loanee to view which
assets, accessories and software licenses are currently checked out to them.
15 Reftab User Manual
Reserving Asset, Accessories and Software Licenses
Assets, accessory items and software licenses can be reserved to loanees. You select a start date and an
end date for which the item will be noted as being reserved for a requesting user. During reservation
times, assets will be blocked from being checked out. However, assets can still be checked out that are
reserved just as long as the return date is before the next reservation date.
1. Click on any asset, accessory or software licenses and click Reserve.
16 Reftab User Manual
2. Enter in the loanee requesting the item, and fill out start and end dates
3. Once an item is reserved, it is visible on the Reservations table
17 Reftab User Manual
4. When you click the Check Out button, this will fulfill the reservation.
5. You may only fulfill reservations within 4 hours of the selected start date.
6. Once a reservation is fulfilled, the item will be assigned to the user and it will be visible on the
loans table.
TIP: View a demo of this feature on our YouTube page: Demo: Asset Reservations
18 Reftab User Manual
Email Alerts - Overdue asset loans.
Each loanee you create that includes an email address, will get one (1) email alert sent to them within 24
hours of their asset becoming overdue. New customizations will be included in future updates.
TIP: You also have the ability to import a .CSV file of existing loanees. Click on the, “Import Loanees”
button to upload your file.
Reports
Customized reports can be saved and run in the Reports section. A report needs to be saved before it
can be run. After running a report, you can export it to PDF, CSV, Excel, or print. When showing assets in
a report, you can specify what fields to display in the results. The report builder allows you to assemble
reports using easy to understand sentences such as:
“Show Assets
Where Asset has RAM that Is 8GB”
19 Reftab User Manual
The report builder uses drop down menus and autosuggest wherever possible to help you. Accessory Items & License Tracking
Reftab allows you to keep track of items that you have a large quantity of that would not need a barcode
attached. Things like, cables, mice, keyboards, adapters etc etc. You may also track license keys for
multiple types of software. You may track an unlimited amount of these items and assign them to assets
or loanees (borrowers). Every time you assign or revoke an accessory or a license, Reftab tracks who
assigned/revoked and the date. You can set minimum quantity amounts and when you reach your limit,
an email can be sent to any email address you choose.
*Screenshots below show license assignment. Accessories act the same way.
20 Reftab User Manual
You may also assign items to loanees (borrowers) & assets from the licenses & accessories page:
21 Reftab User Manual
Control Panel
The control panel includes the functionality to:
1. Change your password.
2. Manage billing, in which you can upgrade to one of our paid accounts or edit your payment
information.
3. Enable Two-Factor Authentication
4. Import and Export your data.
5. Set site preferences such as date format and default locations.
6. Security - to log out your remote sessions on other browsers and mobile devices.
7. Manage Sub-Accounts - These are accounts you create to give other people access to your assets.
Sub-Accounts can be set to, “Viewer” or “Editor” depending on what kind of access you want to
assign to them.
a. Viewer Rights: Not able to make any changes to locations, categories, assets or loanees.
Unable to check assets in or out.
b. Editor Rights: Full access to make changes to locations, categories assets and loanees.
They can check assets in / out. They cannot create sub-accounts or edit access rights.
22 Reftab User Manual
Import/ export data
Reftab allows you to bulk import data such as a list of assets or a list of loanees. When you import you
will be presented with a view that will help you match data to columns. See below for example:
The image above is of a .CSV file containing 46 assets to be uploaded to Reftab. Notice the checkbox, “CSV has column headers in first line”. When this
box is checked, Reftab will automatically detect column headers from the .CSV file and match them to the fields that are part of the “Laptops” category.
Reftab has a full export feature. With the click of a button you can export your entire collection of
locations and their assets. Exports are done as .CSV files and are grouped and named by location. To
export your data, go to the control panel > Import / Export Data > Export All.
23 Reftab User Manual
Custom Role Based Access Control
Our enterprise tier offers a powerful feature called “Access Rights”. This allows you to build custom
access settings that define what a sub-account has access to. You have three settings called “hide”, “view”
and “edit”. You build a new role, give it a name and go through each of your locations, categories and
fields and set “hide”, “view” or “edit” on each. Then, you assign each sub-account to a role. There is no
limit to how many access roles you can create. For example, let’s say you want one of your sub-accounts
to only access one location. You can build a role where each location is hidden except for the one
location you need your sub-account to have access to. You can even hide entire categories or hide
specific fields. Or use the “view” setting to only allow viewing of information, while limiting the ability to
make edits.
TIP: Check out our YouTube video on custom access roles.
Thank you for your interest in Reftab! Reach out to [email protected] for any questions.
24 Reftab User Manual
