How do I assign an asset to a user or location?

Requires Basic

Quick answer

Via “Edit”, you fill in Assigned To (a user), Department, and Location. This makes it clear at all times who’s using a device and where it’s located. For formal device issuance with a receipt (issuing and taking back), use the Issue and take back devices process instead.

Prerequisites

Required role Administrator or Asset Manager

— a logged-in user with write access to assets. Programmatically, the API token needs the write scope.

The Assets module is part of the core product and available on all plans.

Instructions

GUI (web interface)

1. Open and edit the asset. Select Assets, open the asset, and click “Edit”.

2. Fill in the assignment. Fill in the fields:

   • Assigned To — the person/user who uses the device.
   • Department — the organizational assignment (free text).
   • Location — the physical location (free text, e.g. “Munich office / Room 2.14”).

   Screenshot pending assets-zuweisen-01 Asset form with the Assigned To, Department, and Location fields

   Assignment via the Assigned To, Department, and Location fields.

3. Save. The assignment appears in the detail view. You can then filter the list by department or location.

API (curl)

The assignment fields are regular fields on a PUT to /api/v1/assets/{id}. Assigned To (assigned_to) expects a user ID; Department (department) and Location (location) are free text.

Assign an asset to a user, department, and location

curl -X PUT https://demo.notory.io/api/v1/assets/a2f1c9e4-7b3d-4a11-9c2e-8f6b1d0a7e55 \
  -H "Authorization: Bearer inv_dein_token" \
  -H "Content-Type: application/json" \
  -d '{
    "assigned_to": "b7c31d02-9a4e-4c8f-8b21-6f0a7e5d3c11",
    "department": "Vertrieb",
    "location": "Büro München / Raum 2.14"
  }'

List assets in a department (scope read):

Assets in the 'Vertrieb' department

curl -H "Authorization: Bearer inv_dein_token" \
  "https://demo.notory.io/api/v1/assets?department=Vertrieb"

Possible errors: 422 (invalid values), 404 (an asset that doesn’t belong to you or doesn’t exist).

What happens behind the scenes?

• Assigned To is a user link: assigned_to points to a user. If that user is deleted, the assignment is automatically cleared (the database sets the field to empty — the asset itself remains).
• Department and Location are free text: They’re used for filtering and reporting.
• Assignment ≠ issuance: These fields document the organizational assignment. For a traceable device issuance (with issue/return dates and a receipt), use Issue and take back devices. Issued devices appear for recipients under “My devices”.
• Audit trail: updated_by/updated_at are set.
• Tenant isolation: Both the asset and the assigned user must belong to the same tenant.

Related topics

• Edit asset
• Issue and take back devices — formal issuance with a receipt
• Users & Roles — who can be a user?
• Search & filter assets