OFFICE ASSET MANAGEMENT FUNCTION BLUEPRINT

📍 Organization Location

🏢 LAIKA (Organization)
│
├── 📂 OPERATIONS (Area)
│   └── ⏹️ Office Management (Space)  // You are here
│       └── 📋 Function: Office Asset Management
│           └── 🧊 Asset
│               └── 🧊︎ Maintenance Request (Sub-Object)
│
├── 📂 HUMAN RESOURCES (Area)
│   └── ⏹️ Employee Lifecycle (Space)
│
├── 📂 PROCUREMENT (Area)
│   └── ⏹️ Purchase Requests (Space)
│
└── 📂 FINANCE (Area)
    └── ⏹️ Accounting (Space)

🎯 Purpose: To systematically track and manage the entire lifecycle of company assets, from procurement and assignment to maintenance and retirement, using physical QR codes for rapid identification. 💡 Business Impact: Provides complete visibility over company property, reduces asset loss, and streamlines maintenance. This function transforms the procure-to-retire lifecycle by integrating with Procurement, Finance, and HR to automate handoffs, ensure financial compliance, and simplify employee onboarding/offboarding.

Business Logic
Object Relationships
Roles & Permissions

This function provides a centralized system for managing all company-owned physical assets. The process is as follows:

Procurement Integration: An approved purchase in the Procurement function automatically creates a new Asset record here.
Registration & Labeling: The IT Admin completes the asset details. The system generates a unique QR Code URL. A physical QR label is printed and affixed to the asset. It starts in the ‘In Stock’ status.
Assignment: The IT Admin assigns the Asset to an employee, which can be done instantly by scanning the QR code and updating the Assigned To field.
Maintenance: If an asset requires service, any employee can scan its QR code to quickly create a Maintenance Request. The Asset’s status is automatically updated to ‘Under Maintenance’.
Resolution & Handoffs: Once maintenance is complete, the Asset returns to a usable status. If retired or lost, the Finance function is automatically notified for depreciation and write-off procedures.

Object Type	Purpose	Key Relationships
🧊 Asset	The primary record for any piece of company property, identifiable by a physical QR code.	Parent to Maintenance Request.
🧊︎ Maintenance Request	A record tracking a specific repair or service ticket for an asset.	Child of Asset.

Role	Responsibilities	Permissions & Notifications
IT Admin	Manages the full lifecycle of all assets. Prints and applies QR labels.	Full control over all Assets and Maintenance Requests. Notified of all new requests.
Employee	Views their assigned assets and can submit Maintenance Requests by scanning the QR code.	Can create Maintenance Requests for their assigned assets. Can view their assets. Notified when their request is completed.
Manager	Views assets assigned to their direct reports for oversight and budget purposes.	Read-only access to assets assigned to team members. Receives a weekly report on team assets needing repair.

OBJECT TYPES & WORKFLOWS

2.1 🧊 Asset (Standard Object)

Process Description: This object represents a single, trackable piece of company property. It holds all information related to its purchase, value, current user, and condition. Each asset is physically tagged with a QR code that links directly to its record in Luklak.
Example: A “Dell UltraSharp U2723QE Monitor” is approved in Procurement, automatically creating an Asset record. The IT Admin adds its serial number, prints the generated QR code, and sticks it on the back of the monitor.

Workflow Diagram
Status Details
Data Fields

Asset Workflow

             ┌───────────────────┐
             ↓                   │
IN STOCK ↔ ASSIGNED → UNDER MAINTENANCE → RETIRED
             ↓
           LOST

Status	Business Logic	Advanced Settings
1. IN STOCK	Asset is new or returned, available for assignment.	Permissions: IT Admin. Automation: IC-01 (Generate QR Code URL on creation).
2. ASSIGNED	Asset is currently in use by an employee.	Permissions: IT Admin. Input: Assigned To (User), Assignment Date (Date). Automation: IC-03 (Update last user).
3. UNDER MAINTENANCE	Asset is with the IT team or an external vendor for repair.	Permissions: IT Admin. Automation: IC-02 (Create Maintenance Request).
4. RETIRED	Asset has reached its end-of-life and is no longer in service.	Terminal status. Input: Retirement Date, Reason. Automation: CF-03 (Notify Finance for Write-off).
5. LOST	Asset is lost or stolen and has been written off.	Terminal status. Input: Date Lost, Police Report #. Automation: CF-03 (Notify Finance for Write-off).

Data Field Groups

Group	Fields	Notes
Basic Information (6 fields)	Asset Name (Text), Asset Code (Text), QR Code URL (Text), Category (Dropdown), Manufacturer (Text), Serial Number (Text)	QR Code URL is auto-generated and used to create the physical label for scanning.
Purchase Details (4 fields)	Purchase Date (Date), Purchase Price (Currency), Supplier (Text), Warranty Expiry (Date)	Financial and warranty tracking.
Assignment Information (4 fields)	Assigned To (User Picker), Department (Formula from User), Assignment Date (Date), Last User (User Picker)	Tracks current and previous ownership.
Total: 14 fields

2.2 🧊︎ Maintenance Request (Sub-Object)

Business Process Description: A ticket to track the process of repairing a faulty asset. It is always linked to a parent Asset object and can be easily created by scanning the asset’s QR code.
Example: An employee scans the QR code on their faulty monitor, which opens a pre-filled form to create a maintenance request instantly.

Workflow Diagram
Status Details
Data Fields

Maintenance Request Workflow

NEW → IN PROGRESS → COMPLETED
 ↓
CANCELLED

Status	Business Logic	Advanced Settings
1. NEW	A new repair request has been submitted.	Permissions: IT Admin, Employee. Input: Issue Description.
2. IN PROGRESS	The IT Admin is actively working on the repair.	Permissions: IT Admin. Input: IT Notes.
3. COMPLETED	The repair is finished, and the asset is functional.	Permissions: IT Admin. Automation: IC-04 (Update Parent Asset Status). Input: Resolution Details, Repair Cost.
4. CANCELLED	The request was withdrawn or deemed unnecessary.	Terminal status.

Data Field Groups

Group	Fields	Notes
Request Details (4 fields)	Title (Text), Submitted By (User Picker), Submission Date (DateTime), Issue Description (Paragraph)	Core request information.
Resolution Details (4 fields)	IT Notes (Paragraph), Resolution (Paragraph), Repair Cost (Currency), Completion Date (DateTime)	Details on the fix and associated costs.
Total: 8 fields

OBJECT RELATIONSHIPS

3.1 Parent-Child Relationships

Relationship	Description
Asset → Maintenance Request	Each asset can have multiple maintenance requests over its lifetime, creating a full service history accessible via its QR code.

(Other relationship sections are not applicable for this function.)

AUTOMATION RULES

Within-Function
Cross-Function
Cross-System

These rules run entirely within the Asset Management Space to streamline internal processes.

ID	Rule Name	Trigger	Action	Description
IC-01	Generate QR Code URL	`Asset` is created	Update `QR Code URL` field with a unique link to the object	Creates the link used for generating the physical QR code label for tracking.
IC-02	Create Maintenance on Status Change	Asset status updated to “UNDER MAINTENANCE”	Create a new `Maintenance Request` sub-object	Automatically opens a repair ticket when an asset is flagged for maintenance.
IC-03	Log Last User	`Assigned To` field is changed on an Asset	Copy the previous user value to the `Last User` field	Maintains a history of who last used the asset before it was returned or reassigned.
IC-04	Close Out Maintenance	Maintenance Request status updated to “COMPLETED”	Update parent `Asset` status to “ASSIGNED”	Automatically returns the asset to a usable state in the system once repairs are finished.

These rules manage the handoffs between Asset Management and other departments.

ID	Rule Name	Trigger	Action	Description
CF-01	Asset Retrieval for Offboarding	Employee status changes to “Offboarding” in HR/Employee function	Create a task for IT Admin to retrieve assigned assets	Ensures no company property is lost when an employee leaves.
CF-02	Create Asset from Purchase	`Purchase Request` status changes to “Approved & Received” in Procurement function	Create a new `Asset` object in “IN STOCK” status	Automates asset registration the moment it’s procured, reducing manual entry.
CF-03	Notify Finance for Asset Write-off	`Asset` status changes to “RETIRED” or “LOST”	Create a `Write-off Task` in the Finance/Accounting function	Ensures financial records are updated for asset depreciation and disposal.

WORKVIEWS, DASHBOARDS, FILTERS & REMINDERS

Workviews
Dashboards
Filters

Workview	Description	Data Configuration
1. Asset Status Board	Displays assets as cards in columns representing each stage from `IN STOCK` to `RETIRED`.	All `🧊 Asset` Objects, grouped by status.
2. All Assets Master List	A detailed table view of all assets with comprehensive information for auditing.	All `🧊 Asset` Objects, with filters for category, department, and status.
3. Maintenance Queue	A prioritized list for the IT team to manage all active repair tickets.	All `🧊︎ Maintenance Request` objects with status “NEW” or “IN PROGRESS”, sorted by submission date.

Gadget	Data	Description
1. Assets by Category Chart	Distribution of assets across different categories (e.g., Laptops, Monitors).	Analyzes the composition of the company’s asset inventory.
2. Asset Value by Department	Sum of `Purchase Price` for all assets, grouped by the assigned user’s department.	Tracks the financial value of assets allocated to each department.
3. Warranties Expiring Soon	Count of assets with `Warranty Expiry` in the next 90 days.	Proactively manages asset lifecycle and potential replacements.

Filter	Criteria	Reminder
1. New Maintenance Requests	`Maintenance Request` status = “NEW”.	Daily at 9:00 AM to the IT Admin.
2. Assets with Expiring Warranty	`Asset` status != “RETIRED” AND Warranty Expiry is within the next 90 days.	Monthly on the 1st to the IT Admin.
3. Overdue Asset Returns	An asset assigned to a user whose `Employee` status is “Offboarded”.	Weekly on Monday at 9:00 AM to the IT Manager.

PERMISSIONS & NOTIFICATIONS

Roles
Permissions
Notifications

Role	Description	Permissions & Notifications
1. IT Admin	Manages the full lifecycle of all assets. Prints and applies QR labels.	Permissions: Full control over all `🧊 Asset` and `🧊︎ Maintenance Request` Objects. Notifications: Receives a notification when a new `🧊︎ Maintenance Request` is submitted.
2. Employee	Views their assigned assets and can submit Maintenance Requests by scanning the QR code.	Permissions: Can create `🧊︎ Maintenance Request` Objects for their assigned assets. Can view their assigned `🧊 Asset` Objects. Notifications: Notified when their `🧊︎ Maintenance Request` is completed.
3. Manager	Views assets assigned to their direct reports for oversight and budget purposes.	Permissions: Read-only access to `🧊 Asset` Objects assigned to their team members. Notifications: Receives a weekly report summarizing assets currently `UNDER MAINTENANCE` within their team.

General Permission Scheme

Approach Used: Option 3 - Moderate Permissions

View ⏹️ Space: All members with a role in the Space can view it.
View & Update 🧊 Object:
- IT Admins can view and update all 🧊 Asset and 🧊︎ Maintenance Request Objects.
- Employees can only view the 🧊 Asset Objects assigned to them.
- Managers have read-only access to 🧊 Asset Objects assigned to their direct reports.
Object Chat: Anyone who can view the 🧊 Object can participate in its chat.

General Notification Scheme

Approach Used: Option 2 - Notify Relevant People OnlyAll actions performed on an 🧊 Object will only send notifications to the users who are directly assigned to that specific 🧊 Object or have a defined role-based notification rule (e.g., IT Admin receiving all new maintenance requests).

Introduction

By Industries

By Use Cases

OBJECT TYPES & WORKFLOWS

2.1 🧊 Asset (Standard Object)

2.2 🧊︎ Maintenance Request (Sub-Object)

OBJECT RELATIONSHIPS

3.1 Parent-Child Relationships

AUTOMATION RULES

WORKVIEWS, DASHBOARDS, FILTERS & REMINDERS

PERMISSIONS & NOTIFICATIONS

General Permission Scheme

General Notification Scheme

​OBJECT TYPES & WORKFLOWS

​2.1 🧊 Asset (Standard Object)

​2.2 🧊︎ Maintenance Request (Sub-Object)

​OBJECT RELATIONSHIPS

​3.1 Parent-Child Relationships

​AUTOMATION RULES

​WORKVIEWS, DASHBOARDS, FILTERS & REMINDERS

​PERMISSIONS & NOTIFICATIONS

​General Permission Scheme

​General Notification Scheme

OBJECT TYPES & WORKFLOWS

2.1 🧊 Asset (Standard Object)

2.2 🧊︎ Maintenance Request (Sub-Object)

OBJECT RELATIONSHIPS

3.1 Parent-Child Relationships

AUTOMATION RULES

WORKVIEWS, DASHBOARDS, FILTERS & REMINDERS

PERMISSIONS & NOTIFICATIONS

General Permission Scheme

General Notification Scheme