Creating Assets in UniAsset

This guide covers all methods of creating assets in UniAsset, from manual single-asset creation to bulk CSV imports.

Methods of Creating Assets

UniAsset offers three ways to create assets:

1. Manual Creation — Create one asset at a time via web interface
2. CSV Import — Bulk create dozens or hundreds of assets
3. Mobile Entry — Create assets on-the-go (responsive web interface)

Method 1: Manual Creation

When to Use

• Creating 1-10 assets
• Assets require photos or document uploads at creation time
• You have all asset details readily available

Step-by-Step Process

1. Navigate to Create Asset

• Click + New Asset button (top-right of dashboard)
• Or: Dashboard → Assets → + New Asset

2. Fill in Required Fields

• Asset Name: Descriptive name (e.g., "Dell Latitude 5520")
• Serial Number: Unique identifier (must be unique across all assets)
• Category: Select from dropdown (create categories first in Settings)
• Status: Default is "Active"

3. Fill in Optional Fields

• Purchase Price: Numeric value (no currency symbol)
• Purchase Date: Use date picker (YYYY-MM-DD format)
• Warranty Expiry: Use date picker
• Location: Physical location from dropdown
• Department: Owning department from dropdown
• Assigned To: User responsible for this asset
• Manufacturer: Free text
• Model: Free text
• Notes: Additional context

4. Upload Documents (Optional)

• Click Upload Document
• Select files (PDF, DOC, DOCX, XLS, XLSX)
• Add expiry dates for warranties/certificates
• Max 10MB per file

5. Upload Images (Optional)

• Click Upload Image
• Select photos (JPG, PNG, WEBP)
• First image becomes cover photo
• Max 5MB per image

6. Save the Asset

• Click Create Asset button
• Asset receives unique ID (e.g., #AST-00001)
• Redirected to asset detail page

See: Creating Your First Asset for detailed field-by-field walkthrough.

Method 2: CSV Bulk Import

When to Use

• Creating 10+ assets at once
• Migrating from another system
• Initial inventory upload
• Bulk updates to existing assets

Step-by-Step Process

1. Download CSV Template

• Dashboard → Import/Export
• Click Download CSV Template
• Open in Excel/Google Sheets

2. Fill in Template Required columns:

• name — Asset name
• serialNumber — Must be unique
• category — Must exist in UniAsset

Optional columns:

• status, purchasePrice, purchaseDate, warrantyExpiry
• location, department, assignedTo
• manufacturer, model, notes

3. Validate Data

• No duplicate serial numbers
• Categories/locations/departments exist in UniAsset
• Dates in YYYY-MM-DD format
• Purchase prices are numeric (no $)
• Assigned users exist (use email addresses)

4. Upload CSV

• Dashboard → Import/Export → Upload CSV
• Select your file
• Click Import Assets

5. Review Validation

• If errors: Fix and re-upload
• If validation passes: Review preview
• Click Confirm Import

6. Verify Import

• Check Dashboard → Assets
• Sort by Created Date (newest first)
• Spot-check imported assets

See: CSV Import Guide for detailed CSV formatting and troubleshooting.

Method 3: Mobile Entry

When to Use

• Creating assets in the field
• Physical inventory audits
• Receiving new equipment at loading dock
• Quick entry on mobile devices

How It Works

UniAsset is fully responsive:

• Open UniAsset in mobile browser (Chrome, Safari)
• Log in with your credentials
• Tap + New Asset button
• Fill in fields using mobile-optimized form
• Use camera to capture serial number photos
• Save asset

Mobile-Specific Tips:

• Use camera to photograph serial number stickers (upload as image)
• Use speech-to-text for Notes field (faster than typing)
• Save frequently (mobile connections can be spotty)

Field Validation Rules

Asset Name

• Min length: 1 character
• Max length: 255 characters
• Cannot be blank

Serial Number

• Min length: 1 character
• Max length: 255 characters
• Must be unique (no duplicates across entire inventory)
• Cannot be blank
• Cannot be changed after creation (preserves audit integrity)

Category

• Must select from dropdown
• Cannot be blank
• Category must exist in Settings → Categories

Status

• Must select from dropdown
• Valid values: Active, In Maintenance, Damaged, Disposed, or custom statuses
• Defaults to "Active" if left blank

Purchase Price

• Must be numeric (no currency symbols)
• Must be ≥ 0
• Decimals allowed (1200.50)

Purchase Date & Warranty Expiry

• Must be in YYYY-MM-DD format
• Cannot be in the future (purchase date)
• Warranty expiry can be past or future

Location, Department

• Must select from dropdown (no free text)
• Optional fields

Assigned To

• Must be existing user (by email address)
• Optional field

Handling Common Creation Scenarios

Scenario 1: Creating Asset Without Serial Number

Problem: Asset has no manufacturer serial number (e.g., generic office chair)

Solution:

• Create internal asset tag system
• Format: CATEGORY-YYYY-#### (e.g., CHAIR-2024-0001)
• Affix physical label to asset

Scenario 2: Duplicate Serial Number Error

Problem: "Serial number already exists" error when creating asset

Solutions:

1. Check if asset already exists:

   • Search for serial number in Global Search
   • If found, update existing asset instead of creating new one

2. Typo in serial number:

   • Double-check serial number on asset label
   • Ensure no extra spaces or characters

3. Multiple assets with same S/N:

   • Differentiate with suffix (e.g., ABC123-1, ABC123-2)

Scenario 3: Category Doesn't Exist

Problem: Need to assign asset to category that doesn't exist yet

Solution:

1. Before creating asset:
   • Go to Settings → Categories
   • Click + New Category
   • Create the category
2. Then create asset and select the new category

Alternative: Have an Admin create all categories upfront during initial setup.

Scenario 4: Creating Asset for Remote Worker

Fields:

• Assigned To: Jane Smith (remote employee)
• Location: "Remote - Employee Home" (create this location if it doesn't exist)
• Notes: "Shipped to employee home address on 2024-06-15"

Scenario 5: Creating Leased Equipment

Fields:

• Asset Name: HP EliteDesk 800 (LEASED)
• Purchase Price: 0 (if not purchased) OR fair market value
• Notes: "Leased from XYZ Leasing. Lease expires: 2026-12-31. Monthly cost: $50."

Best Practices

1. Standardize Naming Conventions

Consistent naming:

• ✅ "Dell Latitude 5520" (Manufacturer + Model)
• ✅ "Toyota Forklift FD25"
• ❌ "Jane's Laptop" (not descriptive)
• ❌ "DELL lat 5520" (inconsistent capitalization)

Benefits:

• Easier searching and filtering
• Professional reports
• Consistent CSV exports

2. Use Serial Numbers Properly

If manufacturer S/N exists:

• Use it exactly as printed (preserves warranty lookup capability)

If no manufacturer S/N:

• Create internal asset tag system
• Use consistent format across all assets
• Affix physical label to asset

3. Create Categories Before Assets

• Don't create assets without categories
• Plan your category structure upfront
• See: Categories, Locations, Departments

4. Upload Photos of Serial Numbers

• Take photo of serial number sticker
• Upload as image to asset
• Helps during audits (no need to physically find asset to verify S/N)

5. Fill in Purchase Date and Price

• Even if approximate, enter purchase date (enables depreciation tracking)
• Enter purchase price for all assets (enables TCO reporting)
• For donated assets, enter fair market value or $0

Troubleshooting

"Category not found" error

Cause: Selected category doesn't exist in system

Solution: Go to Settings → Categories and create the category first

"User not found" error

Cause: Email address in "Assigned To" doesn't match any user

Solution: Invite the user first (Settings → Users → Invite), then assign asset

Image upload fails

Possible causes:

• File too large (> 5MB)
• Unsupported format (must be JPG, PNG, WEBP)

Solution:

• Compress image before uploading
• Convert to supported format

Can't change serial number after creation

Explanation: Serial numbers are immutable after creation (preserves audit integrity)

Workaround:

1. Create new asset with correct serial number
2. Delete old asset (Admin only) OR change old asset status to "Disposed"

After Creating Assets

Immediate Next Steps

1. Verify data on asset detail page
2. Upload missing documents (warranties, invoices)
3. Assign to user if applicable
4. Set up preventive maintenance (if applicable)

Long-Term Maintenance

• Update status when asset state changes
• Log all maintenance as it occurs
• Update location when asset moves
• Archive or dispose at end of life

Related Articles

• Creating Your First Asset — Detailed field guide
• CSV Import Guide — Bulk import walkthrough
• Editing Assets — Update asset details
• What is an Asset? — Asset definition and decision framework

Need Help?

If you encounter issues creating assets, contact support at support@uniasset.app with screenshots and error messages.