Asset Detail & Activity
Every asset has a single detail page — the record of truth for who holds it right now and everything that has ever happened to it. It combines a live lifecycle summary, an action menu for endorsing and auditing, a chain-of-custody Activity timeline, and a comment thread with @-mentions and file attachments.
ams/assets/view/{id}
(the id in the address bar is encoded, not the raw database id). Viewing requires the Assets
module to be enabled and the base asset permission — see
Permissions & Roles.
What is on the page
From top to bottom the page shows a breadcrumb trail ("Browse" → the asset's title), the header, a one-line spec strip, the four-column lifecycle summary, the Activity timeline, and the comment thread. There are no tabs — everything is on one scrolling page.
Header
The page heading is the asset's Title. Next to it, in small muted text, the asset's
Asset Tag is shown as #TAG — but only if the asset has one. Any labels
attached to the asset render as colored label chips after the tag. The Actions dropdown
button (gear icon) sits at the right of the header — see
Action buttons below for when it appears.
Spec strip
Directly under the header a single muted line lists the asset's core catalog facts. Each item appears only if it has a value — an asset with no vendor simply omits the "Vendor:" item.
| Item | Shows |
|---|---|
| Category: | The asset's category name. |
| Vendor: | The supplier's name. |
| Type: | Own / Lease / Rental / Contract / Service. |
| Brand: | The manufacturer/brand name. |
| Model: | The free-text model field (not the Asset Model catalog entry). |
| Serial Number: | The serial number. |
| Location: | The asset's location name. |
The lifecycle summary
Below the spec strip, a four-column panel answers the daily-operations questions at a glance:
| Column | What it shows |
|---|---|
| Status | The asset's status label as a chip filled with the
label's own color (charcoal if the label has no color). Shows - when the
asset has no status. |
| Endorsed to | The current assignee's legal name, or "Not assigned". Next to the name, a grey chip shows the endorsement status — see the legend below. |
| Due / return by | The date the asset is expected back, or - if none was set at checkout. |
| Next Audit | The next scheduled audit date, or -. Set automatically when an audit is
recorded — see Auditing Assets. |
Endorsement status chip
The chip beside the assignee's name tracks the endorsement lifecycle (Assigned → Acknowledged → Return requested → Returned). No chip appears at all on an asset that has never been checked out. In the app the chip is always grey; the colors below are this guide's convention for telling the four states apart.
The full state machine, with every modal field and guard message, is on Checkout & Check-in.
Action buttons and their gating
All actions live in one "Actions" dropdown at the top right. The dropdown itself is
rendered only if you can do at least one thing with it — you need
asset_checkout, asset_audit, or asset_update, or you must
be the asset's current assignee. Users with none of those see no button at all.
Two conditions drive which items appear. "Checked out" means the asset has an assignee and its endorsement status is not Returned. "Assignee" means the logged-in user is the person the asset is endorsed to.
| Menu item | Appears when | Gated by | Opens |
|---|---|---|---|
| "Check out asset" | Asset is not checked out | asset_checkout |
The checkout modal — pick the "Endorsed to" user, an optional due date, and a note. See Checkout & Check-in. |
| "Check in asset" | Asset is checked out | asset_checkout (same key gates both directions) |
The check-in modal — optionally record condition and set a new status. See Checkout & Check-in. |
| "Confirm receipt" | You are the assignee, the asset is checked out, and receipt has not yet been confirmed | Identity, not a permission key — see the note below | The acknowledge modal (with the acceptance agreement and signature field, if the category requires acceptance — a flag that currently has no admin UI; see Checkout & Check-in). |
| "Request return" | You are the assignee, the asset is checked out, and a return has not already been requested | Identity, not a permission key — see the note below | The request-return modal — an optional note; you keep the asset until someone checks it in. |
| "Audit asset" | Always (any assignment, any status) | asset_audit |
The audit modal — record condition and schedule the next audit. See Auditing Assets. |
| "Edit" | Always | asset_update |
The same add/edit modal used on the registry — every field, including photo, cost and custom fields. See Adding & Editing Assets. After saving from this page, the page reloads to show the changes. |
The Activity timeline (chain of custody)
The Activity section is the asset's permanent event log — every checkout, receipt confirmation, return request, check-in, audit, and maintenance entry, newest first. An asset with no history shows "No activity recorded yet."
Each row shows, on one line:
- a blue chip with the event kind (in the app, every kind uses the same blue chip — there is no per-kind color or icon);
- the bold event title — e.g. "Checked out to Juan Dela Cruz", "Receipt confirmed.", "Checked in from Juan Dela Cruz", "Audited on 03/07/2026" (dates render in your workspace's configured date format);
- an optional — note in muted text (the note typed into the action's modal; audits prepend "Condition: %s." when a condition was recorded);
- a small second line with who recorded it and the date and time.
Event kinds you will see
| Chip label | Written when |
|---|---|
| Endorsed | An asset is checked out to a user. Title: "Checked out to %s". |
| Acknowledged | The assignee confirms receipt. Title: "Receipt confirmed."; if a signature was typed, the note reads "Signed: %s". |
| Return requested | The assignee asks to return the asset. Title: "Return requested". |
| Returned | The asset is checked in. Title: "Checked in from %s". |
| Audit | An audit is recorded. Title: "Audited on %s". |
| Maintenance | A maintenance record is logged on the Maintenance screen. |
Comments
Below (or above — see the sort setting) the Activity section is the comment thread. It doubles as the asset's change history: the asset's Description is posted into the thread as a protected system comment (once when the asset is created, and again on every save), and edits made in the Edit modal add automatic change-note comments for the core fields (e.g. "Title changed to X", "Issued to updated from A to B"). Changes to the newer lifecycle fields — Asset Tag, Status, Asset Model, Order Number, Warranty (months), Condition, and the issue/due/audit dates — save silently, with no change note.
Posting a comment
The composer appears only to users with the asset_comment permission
("Assets: Entry Comments"). It offers:
| Feature | How it works |
|---|---|
| Rich-text box | Placeholder "Write a comment..."; the comment text is required. Note that on display, comment bodies are rendered as plain text with line breaks and clickable links — most rich-text formatting flattens. |
| @-mentions | Type @ to mention someone. The people you can mention are limited to the
asset's creator plus the users chosen in the "Allowed users to mention" picker
on Settings → Asset Entries Configuration (see
Getting Started). Mentioned users receive an
in-app notification. |
| "Upload File" | Attach one or more files to the comment. Attachments show as previews on the posted comment with a "Download" link (or "Download N files" for several). |
| "Post Comment" | Submits the comment — a toast confirms "The comment has been submitted." and it is inserted into the thread immediately. |
Sort order and deletion
- Sort order follows the "Sort Asset Entry Comments" setting on Settings → Asset Entries Configuration: Descending (the default) shows the newest comment first with the composer at the top; Ascending shows the oldest first with the composer at the bottom.
- Comments can be deleted but never edited. The chevron menu on a comment has a single
"Delete" item, visible only to users with
delete_asset_comment("Assets: Delete Entry Comments"). There is no edit option — post a follow-up comment to correct yourself. - System comments are protected. The Description entries and the automatic change-note entries are static comments — they show no Delete option for anyone.
What this page does NOT show
- Photo, Cost, Purchase date, Warranty expiry date / Warranty (months), Order Number, Condition, and all custom-field ("Additional fields") values — to see or change them, open the Edit modal (Adding & Editing Assets) or include them in an XLSX export (Import, Export & Labels).
- Maintenance history — individual maintenance records live on the Maintenance screen and in the Maintenance-log report (Asset Reports); the timeline here only shows the one-line Maintenance event for each.
- The Description has no field of its own — it appears only as a protected system comment in the thread.