Tags Grid Overview

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The “Tags” grid, located on the top navigation bar, allows an administrator or site view user to search, view, share reports, and print tags within the Asset Management application. Administrative and user-level users can also use the “Tags” grid to transfer assets or make bulk edits for select fields if given the corresponding permissions.

Video

It is recommended that you watch a short video -  Tags Grid Overview (5:52) - in addition to referring to the instructions in this article.

Tags Functionality

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The “Search Tags” section of the “Tags” grid allows Administrative View users to save search criteria and column settings for custom searches and reporting utilizing “Basic Filters” and “Advanced Filters”.

  • Save Search - saves the current filter set established in the “Basic Filters” and “Advanced Filters” areas.
  • Save Search As – creates a new saved search based on the current filter set established in the “Basic Filters” and “Advanced Filters” areas.
  • Saved Searches - opens the “Saved Searches” window and allows the search of existing searches and the deletion of desired searches.
  • Basic Filters - located at the top of the “Tags” grid, allows the user to search for specific tag information using the following:
    • Site Name – name of the site/location as defined by the district. This field is a required filter and available in the Administrative View Tags Grid only as all searches in the Site View Tags Grid are automatically filtered to the current site.
    • Location – includes Rooms, Staff, Students, and Transfer.
    • Product Type – description of the different types or groups of products (such as laptops, calculators, printers, cell phones, etc...).
    • Status – indicates the state or condition of the item (such as: “Available” - designated as available for the purpose of issuing, “In Use” - designated as not available to issue).
    • Asset Type – displays “Standalone”, “Parent”, or “Component” (respective to the tag and if it has a current component relationship established).
    • Manufacturer – company which produces the product.
    • Funding Source – the source of financial resources used to purchase an item.
    • Vendor - the name of an individual or a company who provides/supplies products to your district.
  • Advanced Filters - located at the top of the “Tags” grid, allows the user to search for specific tag information using the following:
    • Tag – the unique identifier which is used to track items within Asset Management (may be an asset tag).
    • Serial – if required by the district, a serial number which was recorded when the tag was issued for a product.
    • Asset UID – is available for customers with an asset integration setup (paid add-on to Asset Management) and displays the unique asset number brought into Asset Management from the district's integration files (usually sourced from the district's financial or fixed asset system).
    • Product Number – an auto-generated field; however, the district-level administrative user has the option to enter their own product number.
    • Product Name – the name of the product.
    • Manufacturer - company which produces the product.
    • Model – manufacturer's specific version of the product.
    • Product Type – description of the different types or groups of products (such as laptops, calculators, printers, cell phones, etc...).
    • Other #1, Other #2, and Other #3 – optional fields used to track miscellaneous information regarding the product.
    • Suggested Price – suggested replacement price for the product.
    • Site ID – an alpha and/or numeric site number which likely corresponds with the student management system's site ID numbers.
    • SKU – defined by a retailer's coding system to distinguish individual products within the respective retailer's point-of-sale system.
    • Site Name – name the site/location goes by.
    • Location ID – an alpha and/or numeric number which corresponds with the student/staff ID number or Room number of the respective location.
    • Location Description - includes “Rooms”, “Staff”, and “Students” and their respective information.
    • Location Type – displays the respective “Room Type” or “Staff Type”.
    • Asset Type – displays “Standalone”, “Parent”, or “Component” (respective to the tag and if it has a current component relationship established).
    • Parent Tag – displays the tag number of the parent tag the component tag is assigned (respective to the tag and if it has a current component relationship established).
    • Status - indicates the state or condition of the item (such as: “Available” - designated as available for the purpose of issuing, “In Use” - designated as not available to issue).
    • Asset Condition – displays the condition of the asset as defined in the “Asset Condition" table
    • Destination - for tags in the status of “In Transit”, this field displays the site name responsible for receiving the tag once it arrives.
    • Status Notes – displays any entered notes entered at the time of a status change.
    • Custom Tag Field 1, Custom Tag Field 2, Custom Tag Field 3, and Custom Tag Field 4 – custom fields created by a district administrative user and applied to the “Product Type”.
    • Tag Notes - displays any entered notes.
    • RFID – displays “Enabled” or “Not Found” for customers with RFID (paid add-on to Asset. Management) to indicate which tags have been associated with an EPC (for districts that do not have this paid RFID add-on, the field displays Not Enabled).
    • Department – displays the department assigned to the tag (only for Customers with the “Departments Feature” installed).
    • Due Date - date the tag must be returned to the site.
    • Source – the source of the tagged inventory item: “Initial” (item was initialized), or “Order” (item was received from a purchase order).
    • Order Number – an alpha and/or numeric purchase order number.
    • Funding Source – the source of financial resources used to purchase an item.
    • Purchase Price – amount entered by the district level administrator when adding the product to the respective purchase order (may be different than the product's suggested price).
    • Purchase Date – date the purchase is submitted to a vendor, and it is also used to calculate the item's expiration date (may be the date the item's warranty goes into effect).
    • Vendor – the name of an individual or a company who provides/supplies products to your district (like a supplier).
    • Account Code - an alpha and/or numeric code indicating a district-specific financial tracking number.
    • Projected Life - number of years the administrative level predicts this product is deemed to be usable.
    • Expiration Date - is calculated by increasing the “Purchase Date” by the district's predicted Projected Life in the number of years.
    • Last Scan By - the Asset Management user name who last issued or changed the status of this tag.
    • Last Scan Date - the date this tag was last issued and/or a change of status was made in Asset Management.
    • Last Audit Scan Date - The last date on which the tag was scanned on an audit.
    • Last Audit Scan By - The name of the user who performed the last audit scan.
    • Room Description - the name of the room (such as Principal's Office, Library, Chemistry Lab, etc...).
    • Facility ID - the internal number assigned to a facility.
  • Refresh – refreshes and returns the “Tags” grid filters and search results grid to their original states.
  • Go - applies the filter settings (“Basic Filters” and “Advanced Filters”).

Filter Results Grid

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The filter results section of the “Tags” grid is directly below the “Refresh” and “Go” icons and displays the result of filters applied in the basic and/or advanced searches.

  • Edit Columns - located at the top left of the filter results grid, allows a district administrative user to manipulate the columns included in the search results by adding or removing Asset Management data fields.
  • Bulk Edit – located at the top of the filter results grid, allows a district administrative user to edit multiple tags at once regarding the following fields.
    • Asset Condition – displays the condition of the asset as defined in the “Asset Condition" table.
    • Custom Field – special field created by user denoting specific information for a tag.
    • Due Date – date the tag must be returned to the site.
    • Funding Source – the source of financial resources used to purchase an item.
    • Installation Info – the location (site and room) of a tag, and the date the tag is received at that location.
    • Purchase Date – date the purchase is submitted to a vendor and it is also used to calculate the item's expiration date (may be the date the item's warranty goes into effect).
    • Purchase Price – amount entered by the district level administrator when adding the product to the respective purchase order (may be different than the product's suggested price).
    • Status – status of the tag.
  • Quick Transfer – located at the top of the filter results grid, allows a district administrative user to move available tags from one location to another without scanning each respective tag.
    • Room to Room – allows the quick transfer of available tags from a room to a destination room within the same site using the “Tags” grid filters to select the desired tags.
    • Site to Site – allows the quick transfer of available tags from a site or multiple sites to a room at a destination site using the “Tags” grid filters to select the desired tags.
  • E-Mail Report - located at the top of the filter results grid, allows users to e-mail the latest copy of the Tag Listing report to specified users.
  • Moving Columns - data fields displayed in the filter results grid can be repositioned by dragging the desired column to a new location with the grid.

Tags Reports

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The “Tags” grid provides reports to be viewed/printed. These reports can be accessed by clicking the dropdown box in the upper right corner of the filter results grid. Filtered results will be displayed within the respective report except for the “Archived Inventory Report” and the “Room Audit Detail” reports.

  • Inventory Quantity Report – displays in PDF format, lists total quantities of tags based on criteria defined by the user.
  • Archived Inventory - downloads, in .CSV format, tags within Asset Management that have been archived, including detailed information regarding each tag (archive date, archive notes, and the district administrative user who performed the respective archive process).
  • Components Listing - downloads, in .CSV format, a listing of all current component tags and parent tags within the district.
  • E-Rate Report – downloads, in .CSV format, a list of the tags displayed in the Tags Grid and their respective ERate related data such as FRN, State Funding %, Federal Funding %, Invoice Number, Invoice Date, Delivery and Installation Site, and Date.
  • Model End of Life – downloads, in .CSV format, a list of the tags displayed in the Tags Grid and their respective data relating to Model end of life, Approaching the end of life, and Past end of life.
  • Room Audit Detail Report - downloads, in .CSV format, tags and their respective audit state for room audit(s) within a respective campus.
  • Status Lifecycle Report - downloads, in .CSV format, a list of the tags displayed (within the Tags grid) every time each tag was in a particular status (user selects the desired Status and Date Range within the Status Lifecycle Report window).
  • Tag Depreciation Report - displays, in .CSV format, information related to the value of tags as determined by select filters and provides the depreciation value of the tags. (When creating a “Tag Depreciation Report”, annual depreciation and depreciated value are calculated only when the purchase price, purchase date, and projected life of a tag are available.)
  • Tag Listing - downloads, in .CSV format, the columns, and tags displayed within the filter results grid.