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Assigning Assets Via Request Form

Ali Moses

I am working with our facilities team to build out a ticketing solution for them. I would love to be able to assign assets (machines needing maintenance, etc.) to each task via a request form, but there doesn't seem to be an option to map assets to a form question. I know I could just make an assets single select field, but having the machines actually set up as assets seems less messy.

Has anyone else dealt with this? How did you solve for this issue?

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Accepted answers

Anna Giacobbe

I don't think there's a way currently without having some manual intervention (creating the custom single select and mapping each option to an assignee on the RF backend). At the moment, you can add an Assignee question to a request form, but you can't limit who/what appears and it does work on a search-bases, so requesters will need to know what asset to search for and how to search for it, all while keeping in mind that Users will appear in the dropdown as they start to search.

The nice thing is that Assets can be added as assignees based on a single/multi-select question, as well as through automation rules, but this would require you to map the assignments and create that custom field with the values (which will obviously require updating as assets come in and out of availability).

We don't have AI enabled still (arggg), but I'm wondering if perhaps there's an agent you can built that can assign to Assets based on certain information in the form? IE create custom text field to capture the asset name from the requester (or closest thing to) and train the agent to match it to one of the assets?

Despite all this, I do think we can turn this into an opportunity for product feedback ☺️ @Maria Dudko pinging you here as I know you previously led the rollout of Assets (hoping you're still the go-to!). Some ideas that come to mind:

Parse Users and Assets as their own entities, while still allowing Assets to act as Users
- Essentially, they'd still share the same general functionalities as Users, but will be separated from them — can't remember if this was a piece of feedback I previously shared during Beta/rollout, but this is a great use case for that!
Two new question types in Request forms: Assets Assignee and User Assignee
- Assets Assignee to only pull Assets, no Users appear in this list
- User Assignee to only pull users, no Assets appear in this list

Good luck with this, @Ali Moses !

All comments

Eric Fiero

I don't use assets, but I do see the limitations in searching around settings and automations. Is this an instance where a Agent could handle this for you? Are the current Agents able to see and handle the Assets in the account? I'm unsure of this.

John_Egleston

Great question, @Ali Moses! It's not clear to me if the facilities machines and other assets are already set up and managed as assets in Wrike*. Of course, they could also be managed in another system and connected via (DataHub) Databases.*

Whichever way that's done, to avoid users having to pick from a long list of assets with many similar names and long serial numbers, I suggest giving each asset a short numeric ID in the data and attaching that ID physically to the asset using a sticker clearly for that purpose. Then the request form can prompt for that ID and (if needed and possible per Eric's last question) an agent can connect the asset record to the request task based on the matching IDs.

Let me know what you think!

*Pinnacle or Apex only

Sherrie Besecker

HI @Ali Moses - did you try using maybe blueprints tasks/CITs with the Asset pre-assigned - that way you can use those with the "drop down". I think I agree with you though - having it as an assignee option for user-type question would be ideal!!

Eric Fiero

I like this idea. CIT for each asset type at least would allow for boards or reports to easily separate for viewing purposes. If there are serial or item numbers, that could be a custom field filled in either by user or possibly an agent as previously noted (not sure they can do this, just an idea). You could also create a workflow of repairs specific to that type of item.

Therese Forsyth

We haven't started using assets yet, but I made a test one so I could play around a little. If I as trying to build something like this out I would use a single answer drop down on the request form and add the asset as an assignee. You could even nest to ask broadly and then drill down.

Anna Giacobbe

Parse Users and Assets as their own entities, while still allowing Assets to act as Users
- Essentially, they'd still share the same general functionalities as Users, but will be separated from them — can't remember if this was a piece of feedback I previously shared during Beta/rollout, but this is a great use case for that!
Two new question types in Request forms: Assets Assignee and User Assignee
- Assets Assignee to only pull Assets, no Users appear in this list
- User Assignee to only pull users, no Assets appear in this list

Good luck with this, @Ali Moses !

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