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How do I create an asset?

Requires Basic

Quick answer

Section titled “Quick answer”

Open the Assets module, click “Add Asset”, choose the type, give it a name, and click “Create” in the bottom right. Only type and name are required — all other fields (manufacturer, serial number, location, purchase data, …) are optional and can be filled in later at any time. Once created, the asset immediately appears in the list; clicking it opens the detail view with the QR code.

Prerequisites

Section titled “Prerequisites”

The Assets module is part of the core product and available on all plans. The only thing to watch out for is your license’s asset limit (e.g. 250 on the Basic plan) — once it’s reached, Notory rejects the creation of new assets.

Instructions

Section titled “Instructions”

  1. Open the “Assets” module. Select Assets in the left-hand navigation. You’ll see the list of all existing assets. The “Add Asset” button is in the top right.

    Asset list with the 'Add Asset' button highlighted in the top right
    The asset overview with the 'Add Asset' button.

  2. Fill out the form. The “Add Asset” form opens. Fill in at least the required fields:

    • Type — e.g. Hardware, Software, Network, Certificate, License, or Peripheral.
    • Name — the asset’s designation (e.g. “ThinkPad T14 – Sales”).

    Optional but recommended: Manufacturer, Model, Serial Number, Status (default: Active), Location, Department, Assigned To, Purchase Date, Purchase Cost, and Warranty Expiry. The Financials & Lifecycle section additionally captures the depreciation method and useful life.

    Empty 'Add Asset' form with the fields Type, Name, Manufacturer, Serial Number, Status
    The empty 'Add Asset' form. Only Type and Name are required.

  3. Create it. Click “Create” in the bottom right. The asset is created and you return to the asset list — the new entry appears at the top. Clicking the row opens the detail view: there you’ll find the QR code (in the QR Code section → “Download QR Code”), the History, Risk, and Notes tabs, and the Issue / return panel for issuing the device directly to an employee.

    Detail view of the newly created asset with QR code and Issue / return
    The detail view of the new asset, including QR code and Issue / return.

What happens behind the scenes?

Section titled “What happens behind the scenes?”

Several things happen in the background when you create an asset:

  • Tenant assignment: The asset is automatically assigned to your current tenant (tenant_id). Other tenants never see it (tenant isolation).
  • Audit trail: You’re recorded as the creator (created_by/updated_by), with the timestamp created_at. The creation is logged.
  • License check (gating): Before saving, Notory checks the license’s asset capacity. If your plan’s limit has been reached, the creation is rejected with 403.
  • Custom field validation: If you pass custom fields (custom_fields), they are validated against the custom fields defined for your tenant (Catalog/Flex platform).
  • Default values: If not specified, status = active, depreciation_method = none, and data_classification = none apply.
  • QR code: The asset immediately gets a qr_code_url; the QR image is generated as a PNG on demand at /api/v1/assets/{id}/qr.
  • Webhook event: An asset.created event is fired (best-effort, after the response). Subscribers can react automatically — see Webhooks (Elite+).
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