Manage Asset Requests

Manage Asset Requests

Allow students and faculty to request assets, manage allocations, and track returns.

Time: 3–5 minutes per request Module: OpenEduCat Asset Request Enterprise Permissions: Asset User or Asset Manager

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Prerequisites

• Asset module configured with available assets
• Student and faculty records created
• Request reasons defined
• Access to Assets menu

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Overview

The Asset Request system enables:

• Student asset requests
• Faculty asset requests
• Request approval workflow
• Asset allocation tracking
• Return date management
• Request reason categorization
• Multi-company support

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Asset Request Workflow

Request Submitted
       ↓
    Review
       ↓
Approved → Allocated → In Use → Returned
    ↓
 Rejected

State	Description
Draft	Request created
Submitted	Awaiting review
Approved	Request approved
Allocated	Asset assigned
Returned	Asset returned
Rejected	Request denied

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Steps

1. Configure Request Reasons

1. Navigate to Assets → Configuration → Request Reasons
2. Click New
3. Enter the reason:

Field	Action
Reason	Descriptive reason name

4. Click Save

Common Reasons:

• Academic Project
• Research Work
• Laboratory Requirement
• Presentation
• Examination
• Personal Study

2. Submit Asset Request

As Student:

1. Navigate to Assets → Request Assets
2. Click New
3. Complete the request form:

Field	Action
Request For	Select “Student”
Student	Auto-filled or select
Requested Asset	Describe needed asset
Reason	Select request reason
Request Date	Auto-set to today

4. Click Save
5. Click Submit to send for approval

As Faculty:

1. Navigate to Assets → Request Assets
2. Click New
3. Complete the form:

Field	Action
Request For	Select “Faculty”
Faculty	Auto-filled or select
Requested Asset	Describe needed asset
Reason	Select request reason

4. Click Save then Submit

3. Review Asset Request

As Asset Manager:

1. Navigate to Assets → Request Assets

2. Filter by state “Submitted”

3. Open the request

4. Review details:

   • Requester information
   • Asset description
   • Request reason
   • Availability

5. Decision:

   • Click Approve if valid
   • Click Reject if denied

4. Allocate Asset

After approval:

1. Open approved request
2. Click Allocate
3. Configure allocation:

Field	Action
Asset	Select from available assets
Allocate Date	Allocation date
Return Date	Expected return

4. Click Confirm Allocation
5. Asset marked as assigned

5. Process Return

When asset returned:

1. Open allocated request
2. Verify asset condition
3. Click Return
4. System updates:
   • Return date recorded
   • Asset marked available
   • Request completed

6. Handle Rejection

If request denied:

1. Open submitted request
2. Click Reject
3. Optional: Add rejection notes
4. Requester notified

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Field Reference

Asset Request (account.asset.request)

Field	Technical Name	Type	Required	Description
Name	name	Char	Computed	Request ID
Request For	request_for	Selection	Yes	Student/Faculty
Student	student_id	Many2one	Conditional	Requesting student
Faculty	faculty_id	Many2one	Conditional	Requesting faculty
Reason	request_reason_id	Many2one	Yes	Request reason
Requested Asset	requested_asset	Char	Yes	Asset description
Asset	asset_id	Many2one	No	Allocated asset
Request Date	request_date	Date	No	Date requested
Approve Date	approve_date	Date	No	Approval date
Allocate Date	allocate_date	Date	No	Allocation date
Return Date	return_date	Date	No	Return date
Reject Date	reject_date	Date	No	Rejection date
State	state	Selection	No	Request status
Company	company_id	Many2one	No	Company

Request Reason (asset.request.reason)

Field	Technical Name	Type	Required	Description
Name	name	Char	Yes	Reason description

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Views Available

View	Features
List	All requests with status
Form	Full request details
Kanban	Visual request cards

Request Dashboard

Managers see:

• Pending requests
• Allocated assets
• Overdue returns
• Request statistics

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Portal Features

Student Portal

Students can:

• Submit new requests
• View request status
• See allocated assets
• Track return dates

Faculty Portal

Faculty can:

• Submit asset requests
• Monitor allocations
• Request extensions

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Troubleshooting

Issue	Cause	Solution
Cannot submit	Missing required fields	Complete all fields
No assets available	All allocated	Wait for returns
Request pending	Not reviewed	Contact manager
Wrong asset	Incorrect allocation	Re-allocate
Overdue return	Past return date	Process return

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Best Practices

1. Clear descriptions: Describe requested assets specifically
2. Valid reasons: Select appropriate request reasons
3. Timely returns: Return assets by due date
4. Regular review: Process requests promptly
5. Track inventory: Monitor asset availability
6. Document condition: Note asset condition at return

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Security Notes

Role	Capabilities
Asset Manager	Full CRUD, approve/reject
Asset User	Create requests, view own
Student	Submit requests (portal)
Faculty	Submit requests (portal)

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Integration Features

Student Integration

• Link to student records
• Student-specific assets
• Academic tracking

Faculty Integration

• Faculty asset allocation
• Department tracking
• Research equipment

Inventory Integration

• Asset availability sync
• Condition tracking
• Depreciation handling

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Related Tasks

• Manage Student Records
• Configure Faculty Records