What is covered in this article

• What is an Asset ID Series?
• Why is it important?
  • Configuring Asset ID Series
  • Assign Asset ID

In this comprehensive guide, you will learn how to set up and use the Asset ID Series in Keka

What is an Asset ID Series?

Asset ID is a unique identifier assigned to an asset to uniquely identify and track it using the Keka HR Portal. Asset AID is typically used for inventory control, tracking, and reporting. Example - LV-01-TP

With Asset ID Series, you can create a format for the asset series and set the next asset added to Keka to have a specific number.

Why is it important?

The Asset ID Series in Keka empowers you to effortlessly assign unique IDs to the assets used in your organization, eliminating the need for manual ID assignment, and reducing the chances of duplication. 

Configuring Asset ID Series

To configure the Asset ID series, navigate to Org (1) from the left navigation pane. Select the Assets tab (2) and go to Settings (3). Ensure you're on the Asset ID Series tab (4).  You can see the various Asset ID Series that have been configured in your Keka HR Portal here. 

To add a new Asset ID series, click on the +Add Asset ID Series button. 

In the Add Asset ID Series window, Enter a unique Series Title for the series, e.g., "Laptop Series," "Desktop Series", etc.

You can add a description (optional) to the series for better understanding for any user using the series 

The most important thing to focus on is creating a format for the asset ID series. 

You can add a Prefix to the number series, select how many digits should be in the number series, and also add a suffix for the same. 

Enter a prefix for the number series in the Prefix field. Select the number of digits you want in the number series using the Number of Digits drop-down. You can then enter a suffix for the number series if needed in the Suffix field.

Prefix, number of digits and can be utilized according to the requirements.

The Next Number field signifies the next number that is to be assigned to an asset that is being added to the portal. For example, if you want the number series to begin from 1001, enter 1001 as the Next Number. The next asset that will be added to the system will be given the number 1001 and the subsequent assets will be given 1002, 1003, and so on. 

By setting the Enable Series toggle to Inactive, you will be hiding that series from the dropdown which appears when we add an asset and is prompted to select the Asset ID Series that the asset belongs to. 

On clicking Save a new Asset ID series will be created which you can edit under the Asset ID Series page 

Assign Asset ID

To assign Asset ID Series to an asset, navigate to

Org (1) from the left navigation pane and select Assets (2). Select the Asset List (3) tab on this page and select the Asset Category and Asset Type (4) under which you want to add a new asset from the left pane.  Click on +Add Asset.

You can also do this if you select Bulk Add/Update Assets. 

In the Add Asset window, select the asset ID series you created from the Asset ID Series drop-down.  Asset ID will be auto-populated in the adjoining Asset ID field based on the formatting configured in the setting.

You can also manually select an Asset ID by choosing Manual in the Asset ID Series drop-down and the entering the Asset ID you want in the Asset ID field. 

We hope this guide helps you make the most of the Asset ID Series in Keka