Asset Register

The Mythradon Asset Register is a comprehensive toolset designed to help you manage your organisation's physical and intangible assets efficiently. It enables detailed tracking of warranty information, purchase history, cost data, and supplier details. Built-in document management and automated reminders streamline asset lifecycle management, ensuring nothing is overlooked.

To begin managing assets, navigate to the Assets tab in the main menu. This opens the Asset Register List View, where you can view and interact with all recorded assets.

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Searching for an Asset

From the Asset Register List View, use the search box to quickly locate specific assets by name or asset number.

The search supports:

• Partial name matching
• Predefined filters

These options allow you to narrow down results and locate records with ease.

For more advanced search techniques, see Mythradon Search.

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Creating a new Asset

To add a new asset:

• From the Asset Register List View, click the Create Asset button.
• Fill in the required fields (marked with an asterisk), such as Name.
• Click Save to create the record.

Asset Register Fields

Each Asset record in Mythradon contains a structured set of fields, grouped into logical sections for ease of use and clarity.

Asset Overview

Field	Description
Name	A descriptive name for the asset.
Allow Checkout	Indicates whether the asset is available to be checked out by users.
Asset ID	A unique internal identifier for the asset. This is a manually entered value, not system-generated.
Status	A read-only field showing the asset's current lifecycle status. Newly created assets default to "Draft".
Last Review Date	The most recent date on which the asset was reviewed.
Next Review Date	The upcoming scheduled date for the next review. Triggers automated review reminders.
Serial Number	Manufacturer-assigned serial number that uniquely identifies the asset.
Default Location	The primary location where the asset is stored or used.
Checked Out To	The user who currently has possession of the asset, if it has been checked out.
Warranty End Date	The final date of the asset's warranty coverage.
Warranty Details	Any notes or terms related to the warranty coverage.
Purchase Cost	The original acquisition cost of the asset.
Purchase Date	The date the asset was purchased.
Responsible	The individual or team accountable for the asset's maintenance or use.
Supplier	The vendor or supplier from whom the asset was obtained.
Notes	Optional notes for capturing additional asset-related context.
Attachments	Files uploaded to the asset, such as manuals, images, or certificates.
Assigned User	The user responsible for updating or managing the asset record.
Teams	Teams with shared access to the asset record.

Stakeholders

Field	Description
Employees	Internal users linked to the asset for tracking history or engagement (e.g., usage logs, meeting records). These users are automatically included in asset activity participation.
Contacts	External contacts associated with the asset, such as service agents, installers, or consultants.
Accounts	Organisations or customers linked to the asset record, for ownership or relationship tracking.

When creating a new asset, the record remains inactive and is not accessible to authorised users or included in asset management workflows such as reviews, check-outs, or warranty tracking until it has been set as available. To do this, click the Set Available button on the asset's detail view. This button is only enabled once the Next Review Date field has been set to a date that is today or in the future. This ensures that all newly created assets are properly configured and ready for lifecycle management before becoming operational.

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Reviewing an Asset

Logging a review allows you to document the current condition, usage, and status of an asset as part of its ongoing lifecycle management. This process helps ensure assets are regularly assessed, kept up to date, and, if necessary, decommissioned when no longer in service.

To log a review:

• Navigate to the Asset Register and select the asset you wish to review.
• Click on Log Review to open the review entry form.
• Complete the following fields in the form:
• Summary (required): A brief description of the review.
• Decommission (optional): Tick this box if the asset should be decommissioned.
• Next Review Date (required): The scheduled date for the next review.
• Notes (optional): Additional notes or observations.
• Click Save to log the review.
• If the asset is decommissioned, it will become read-only and excluded from active asset workflows.

The history of all logged reviews can be viewed in the Asset Reviews related list, located within the Asset Detail View.

Note

After an Asset Review is saved, it becomes read-only and can no longer be edited.

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Decommissioning an Asset

To formally retire an asset that is no longer in use, follow the steps below to mark it as decommissioned. This ensures accurate reporting and prevents the asset from being checked out or maintained unnecessarily.

Decommissioning is performed through the Log Review process:

• Navigate to the Asset Register and select the asset you wish to decommission.
• Click on Log Review to open the review entry form.
• Complete the required review details (e.g., date, notes, reviewer).
• Tick the Decommission checkbox to indicate that the asset is being retired.
• Click Save to log the review and update the asset's status.

Note

Once an asset is decommissioned, its record becomes read-only. No further changes can be made, and it will be excluded from checkout, notifications, and review schedules.

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Recommissioning an Asset

Recommissioning an asset allows you to bring a previously decommissioned item back into active use. This option is only available for assets that have already been marked as decommissioned. From the asset's detail view, click the Recommission button to reactivate the asset. Once recommissioned, the asset becomes editable again and is reintroduced into standard workflows such as checkouts, reviews, and notifications. All status changes, including recommissioning, are automatically recorded in the asset's stream as part of the audit log for full traceability and compliance.

When you click the Recommission button on a decommissioned asset, a dialog will prompt you to enter a Next Review Date and Notes—both of which are mandatory. After completing the information, click the Save button to confirm the recommissioning. This ensures that any asset being brought back into active service has a clearly defined review schedule and documented reasoning for its recommissioning. Once submitted, the asset's status is updated, and the change is logged in the asset's stream for audit purposes.

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Reminders

Reminder notifications are managed by a Scheduled Job named Process reminders for registers. This job typically runs once per day and sends out reminder emails and In-App Notifications to all registered stakeholders for assets that are due for review.

The content of these reminders is controlled by language settings, which can be modified using the Label Manager.

To update the reminder templates:

• Go to Administration → Label Manager → Register Settings → Notifications

The following template properties are available:

Property	Description	Default Value
emailBody	Template for the body of the reminder email	{entityDisplayName} [{title}] is due for review in {days} days
emailSubject	Template for the subject of the reminder email	{entityDisplayName} {title} is due for review in {days} days
inApp	Template for the In-App Notification message	{entityDisplayName} [{title}] is due for review in {days} days

Note

Merge Fields use the {} syntax and refer to fields on the AssetRegisterMyth entity.

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See Also

• Business Compliance Registers

• Asset Locations

• Business Risk Register
• Domain Name Register
• Incident Register

• Significant Events

• Register Settings

• Mythradon Bookshelf Home

• Mythradon Basics

• Mythradon Marketing
• Mythradon Sales
• Mythradon Service
• Mythradon System Administration
• Mythradon Tools

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