Send Out Custody Verification Requests
Who can manage custody verification?
Only app admins or users with Custody Verification permission can manage custody verifications in AssetIT.
The list will include only assets in inventories that you have access to.
As an administrator or an authorized user in AssetIT, you have the ability to initiate and send out verification requests for assets. This is an essential part of managing the physical assets within your organization to ensure they are properly maintained and accounted for. Here’s how it works:
Go to the asset list (clicking on the “Assets” tab from the sidebar menu) and identify the asset for which you need to verify custody.
Important Note: The asset must already have been checked out to a user, as this confirms who is currently responsible for it.
For the selected asset, click on the “More Options” button to reveal additional actions you can take.
Select “Verify Custody” from the options. This will open a dialog where you can set specific parameters for the verification request.
Set the Due Date: Pick a date by which the verification needs to be completed.
Add Notes: Write any instructions or details that should accompany the verification request.
Click “OK” to dispatch the verification request. Once the verification is sent, the assigned user will receive an email notification informing them of the need to verify custody of the asset.
To select the fields to be shown in your custody verification requests for users, navigate to Preferences > Systems tab > Custody Verifications.
Bulk Custody Verification
AssetIT provides a bulk verification feature that allows administrators or authorized users to send out multiple custody verification requests at once.
To proceed:
Select multiple assets that you want to verify custody for.
Click More > Verify Custody to proceed.
Review the Custody Verification List
The system will display the selected assets along with key details:
Asset Name & Tag – Identifies the asset.
Assigned To – Displays the current user assigned.
Status – Shows the verification progress:
VERIFIED – Custody has been confirmed.
PENDING – The verification request has been sent but not confirmed.
TO BE REQUESTED – No verification request has been sent yet.
Filtering Options: At the top, there’s a drop-down menu to filter assets by their status. Options include:
All: Displays all assets.
Pending: Shows assets that are in pending status.
Verified: Filters to show verified assets.
To be requested: Displays assets that are yet to be requested.
The page shows which assets are ready to be verified and which ones are ineligible. If assets aren't assigned, a notification alerts you that they cannot be sent for verification.
After previewing all assets that are eligible to send out the custody verification, click Next to proceed to the next step.
Set Verification Due Date
Enter a Due Date for the verification request.
(Optional) Add Notes if necessary.
Click Submit to finalize the process.