Asset Actions

Archiving an Asset

Besides Statuses, assets can also belong to two additional states:

  • Archived — A permanent state where the asset is removed from active use but remains in the system for historical reference and reporting.
  • Deleted — A temporary state where the asset is moved to Trash for a 7-day grace period before being permanently erased along with all related data.

Quick tip: You can archive or delete an asset at any time, unlike transfer and return actions, which follow a linear process where one must occur before the other.

You can archive an asset through the Asset Details page by scrolling to the bottom and clicking the Archive link located in the bottom-right corner of the page.

A section of the interface displaying two options: 'Archive' in bold black text and 'Delete' in lighter gray text, both underlined, indicating clickable actions.
Archive link at the bottom of the Asset Details page

Archive Asset Modal

The Archive Asset modal provides a few options before archiving the asset.

An 'Archive Asset' modal displaying details for asset A-0004 (Havit H630BT) with an 'Out of Service' status. The modal includes a note field, an option to upload images using the 'Camera' button, and two action buttons: a black 'Archive' button and a gray 'Close' button.
Archive Asset modal

Modal title

To the right of the modal title, the system displays the asset’s current status. In this case, the asset is marked as "Out of Service."

Note field

The Note field allows you to add any relevant details when archiving the asset. This can include information about the asset's condition or any other important notes.

A note field within an asset archiving interface containing the text: 'The asset is being archived because it is currently unrepairable.'
The "Note" text field in the Archive Asset modal

Images

The Images field allows you to capture real-time photos of the asset. Clicking the Camera button activates the camera on your device (laptop or mobile), enabling you to take and upload images instantly.

An 'Images' section displaying three pictures of black over-ear headphones placed on a wooden surface. Each image has a small 'X' button in the top-right corner for removal. A 'Camera' button is positioned in the top-right corner of the section, allowing users to capture and add new images.
The "Image" field in the Archive Asset modal

These images are recorded in the History of the asset, providing a complete view of its lifecycle.

Images can also be snapped upon Transferring or Returning the asset to compare the condition of the asset between the time it was issued and the time it was returned.

Quick tip: When you remove an image, it doesn't get deleted immediately. Instead, it goes to the Trash, where you have 7 days to retrieve it. To learn more about how deleting various elements in AMS works, visit the Trash section in this guide.

Restoring an archived asset

You can restore an archived asset at any time. 

Visit the Restoring an Asset section to learn more.

Next: Learn how to Deleting an Asset