User Asset Overview with Printable Handover Report

[dschipfel]

Hello FreeITSM Team,

I would like to suggest an enhancement for the Assets module that would be very useful for IT departments and asset management processes.

Current Situation

Assets can be assigned to users, but it can be difficult to get a complete overview of all equipment currently assigned to a specific person.

Proposed Enhancement

Add a User Asset Overview that displays all assets assigned to a selected user in a single, consolidated view.

For example, for a specific employee, the overview could show:

• Notebook
• Desktop PC
• 3 Monitors
• Headset
• Keyboard
• Mouse
• Mobile Phone
• Additional accessories

Practical Use Case

This overview would be extremely helpful during:

• Onboarding of new employees
• Hardware replacements
• Internal audits
• Offboarding processes
• Inventory checks

Printable Handover Form

As an additional feature, it would be very useful if this overview could be exported or printed as a handover document.

The document could contain:

• Employee information
• Asset details (type, model, serial number, asset number)
• Assignment date
• Signature field for the employee
• Signature field for the IT department

This would provide a simple and professional way to document that equipment has been handed over and accepted.

Benefits

• Complete overview of all assets assigned to a user
• Improved transparency and accountability
• Simplified onboarding and offboarding processes
• Better audit and compliance support
• Professional documentation of asset handovers

I believe this feature would add significant value for organizations that manage a large number of IT assets and need a clear assignment history for each employee.

Thank you for considering this suggestion. I would be interested to know whether such functionality is already planned or if there are existing plugins or workarounds available.

Best regards, Daniel

[edmozley]

Hi Daniel @dschipfel, this is built and on main. Thanks for setting it out so clearly, the use cases in your post are exactly what shaped it.

Assets now has a Users tab. The list shows everybody currently holding equipment with a count beside each name, searchable by name or email. Click somebody and you get everything assigned to them on one screen: type, name, make and model, serial number, asset tag and the date each item was assigned. Somebody holding nothing does not appear, on the basis that the list is answering "who has kit".

The handover document is there too, from a button on that view. It lists the person, every item with its serial number and asset tag, the assignment dates, a declaration that the equipment remains the organisation's property, and signature lines for both the employee and IT. Your company logo appears on it if you have one set under System, so it matches the rest of your paperwork.

Three ways to use it. Print it. Save it as a PDF from the same print dialogue, which keeps the text selectable and searchable rather than producing a screenshot. Or email it straight to the person, laid out in the body of the message rather than as an attachment so they can read it on a phone without downloading anything.

The layout is yours to change. Assets -> Settings -> Handover document lets you switch sections on or off, reorder them, reword the headings and the declaration, and choose which columns the equipment table shows. Text fields take merge codes such as {{employee.name}}, {{asset_count}} and {{date}} which fill themselves in when a document is produced, and there is a live preview beside the editor. The preview is rendered by the same code that produces the real document, so it cannot show you something the finished document will not produce. You can keep several templates, an onboarding pack and a leaver's checklist for instance, and mark one as the default.

An installation that never opens the designer still gets a complete, sensible document, so there is nothing to configure before any of this works.

Two limitations worth stating rather than letting you discover them. There is one default template for the whole installation, so the button always uses that one, and a picker on the handover screen is the obvious next step. And nothing yet records that a handover actually took place, since the document is produced on demand rather than stored, so there is no history of who signed for what and when. Both are on the list.

Documentation:

Who holds what, and handover documents
Asset handover, developer guide

Thanks again, this was a good one to build.

[dschipfel]

This is exactly what we were looking for and it fits our asset management process very well.

One additional idea: would it be possible to also create handover documents for asset returns?

It could also be very useful to include a history section in the handover document, showing when assets were assigned and returned. This would provide a complete audit trail and make it much easier to track the lifecycle of an asset.

Overall, this feature is a great addition and covers an important real-world requirement for us. Thanks for implementing it!