TABLE OF CONTENTS

• What Is Asset Request Feature in Keka?
• Why To Use Asset Request Feature?
• Enabling Asset Request Settings
• Raising an Asset Request
• Raising Asset Replacement Request
• Tracking & Managing New and Replacement Asset Requests

What Is Asset Request Feature in Keka?

Asset request is a feature in Keka that allows employees to request new assets or replacements within the organization. By enabling asset request settings, admins can streamline the process of asset allocation and ensure proper approvals are obtained before fulfilling the requests. 

Why To Use Asset Request Feature?

• Enhanced transparency and accountability
• Streamlined asset allocation workflow

Enabling Asset Request Settings

For Admins

To enable the asset request feature in Keka, follow these steps:

1. Navigate to Org > Assets > Settings > Asset Request Settings

2. Click on the "Edit Settings" button.

3. Check the checkbox labelled "Allow employees to raise new/replacement requests."

4. By default, a 2-level approval chain is preconfigured. The first level is assigned to the reporting manager, and the second level is assigned to the asset manager.

5. You can customize the approval chain by editing or deleting the existing levels or adding new ones using the "+ Add New Level" option.

6. The checkbox "Auto-approve and skip this level if no action taken in 1 day" is checked by default for the reporting manager level.

7. The checkbox "Notify all previous approvers if the request is rejected" is also checked by default.

8. Click on the "Save Changes" button to enable the asset request feature for employees.

Raising an Asset Request

For Employees

Employees can raise asset requests in Keka by following these steps:

1. Navigate to Profile > Assets > Asset Requests

2. Click on the "+ Asset Request > New Request" button

3. Fill in the required fields:

   - Select the asset you would like to request.

   - Describe your requirement in detail, providing the reason for the request.

4. Click on the "Submit" button to raise the asset request.

5. Employees can track their asset requests from Profile > Assets > Asset Requests.

Under the asset requests list employees can see the following details:
1. Asset
2. Asset category and type
3. Request type
4. Request status
5. Waiting on
6. Available actions: View Request, Edit Request, Withdraw Request

Raising Asset Replacement Request

For Employees

1. Navigate to Profile > Assets > Asset Requests

2. Click on the "+ Asset Request > Replacement Request" button.

3. Select the asset you would like to get replaced from the "Choose Asset to replace"

Once an asset is selected for replacement from the drop down you will see the following asset details: 
1. Asset Name
2. Asset ID
3. Assigned On
4. Asset Category & Type

4. You need to provide an asset description & asset image to raise a replacement request.
6. Once you click on the "Save button" an asset replacement request would be raised

Tracking & Managing New and Replacement Asset Requests

For Employees

Employees can track their asset requests in Keka by following these steps:

1. Navigate to Profile > Assets > Asset Requests

2. Under the asset requests list, employees can view the status and details of their submitted requests.

3. This provides transparency and allows employees to stay updated on the progress of their asset requests

For Admins

Admins can track approve asset requests from the following two places:

1. Asset Requests Page

1. Navigate to Org > Assets > Asset Requests

2. In the asset requests section, admins can view pending requests and completed requests.

- Pending requests can be filtered by department, location, request type, and request status.
- The pending requests table provides following details:
1. Asset
2. Asset category
3. Requested by
4. Request type
5. Department
6. Employee location
7. Request status
8. Waiting on
9. Available actions: Approve/Reject request, and View Asset Request.

- Admins can add comments to the request by clicking on the "View Request" option.

3. When rejecting a request, admins need to provide a reason for the rejection.

4. Once approved, admins can assign the asset by clicking on the "Assign Asset" option.

5. Closed requests include requests that have been approved, assigned, or rejected.

2. Inbox

1. Admins/Users configured in the approval chain will also receive asset requests in their inbox under the "Asset Requests" category.

The following details are available in the inbox of the admin for the asset request:
1. The employee who raised the request
2. Date and time of the request
3. Asset requested for
4. Reason for the request
5. Activity.

2. Admins can leave comments or reject reasons directly from the inbox.

3. Admins can approve an asset request by clicking on the "Approve" button.

Once approved or rejected, the request moves to the archived section in the inbox.