IRIS Assets Mobile App

The IRIS Assets app allows users to work with the IRIS Assets system on the go, with or without WIFI or phone signal. It is a basic version of IRIS Assets Online, allowing you to:

  • Scan — Add, edit, and review Assets
  • Helpdesk — Create and manage helpdesk tickets
  • Audits — Set up and conduct audits (or stock takes)
  • Sync — Sign in, activate, and transfer data to IRIS Assets
  • 1:1 — Manage the paperwork associated with the loaning of assets

It is strongly recommended that you always synchronise the app prior to using the device each day, save the changes to any asset and synchronise again at the end of the day. Where a video has been recorded, we also recommend that you synchronise after each video — all videos must be limited to a maximum of 30 seconds each to ensure that the video can be transferred to the website.

Downloading and Activating the IRIS Assets App

Do the following:

  1. Download the IRIS Assets app from the Apple App Store or Google Play Store and install.
  2. Open the IRIS Assets app, go to Sync in the menu.
  3. Select Settings.
  4. Enter your Email Address and create a Password.
  5. If required, add a Passcode. This adds PIN protection to your IRIS Assets app — you must enter the pin every time you log in.
  6. Select Save Settings.
  7. Select Sync. A message advising your device is not approved is displayed.
  8. Log into your main IRIS Assets account and go to Mobile AM > Devices to approve your device. If you do not have access to this module, contact your IRIS Assets system administrator.
  9. Once approved, select Sync.

    The first synchronisation takes longer to synchronise as all data is being pulled down. Later synchronises are faster. You must synchronise you IRIS Assets app every time you open and close it to keep your IRIS Assets system up-to-date.

    If you are in an area with no mobile data or WiFi when synchronising, the IRIS Assets app allows you to choose when to transfer synchronised data.

    You can set the IRIS Assets app to automatically synchronise data when you save a transaction or asset change — select Enable Autosync in Settings.

Or, if you prefer, play the video.

Use the Scan Feature

Select Scan to do the following:

  • Scan a QR code— Activates your device's camera to scan an asset tag's QR code to add new assets or edit existing assets
  • Search for an asset — Search for an asset using asset ID, asset name, or answer to a question (answers require a minimum of 4 characters to search).
  • Manual Add — Enter a bespoke asset ID (without an asset tag), for example, use a vehicle's registration number as the asset ID

Add an Asset

To add an asset, do the following:

  1. You must synchronise your app with IRIS Assets.
  2. Go to Scan then select either Scan a QR code to scan an asset tag's QR code or Manual Add to type in a bespoke asset ID.Both options take you to the Add Asset window.
  3. Check the scanned asset ID or enter a bespoke ID.
  4. Enter the Asset Name. Select Save.
  5. The Assets page is displayed. Complete the following:
    • Asset ID — A unique identifying number.
    • Asset Name — A meaningful name of the asset.
    • Current Status — Typically, choose Active or Disposed Asset (assets are never deleted from IRIS Assets). However, Current Status can be used more widely to identify various statuses and usage.
    • Location — Where to find the asset.
    • Department — Identifies the department the asset belongs to or whose budget it was bought with.
    • Asset Type — Any other useful information about the asset.
    • All other questions are optional. If a question is underlined, use your device's camera to scan the answer from a barcode or QR code.
  6. Select Save.
  7. If required, to add an image or video to your asset, do the following:
    • For Apple devices — Select Media 
      • If no media added — Select either Add Photo and Add Video*
      • If media present — Displays a list of current asset photos and videos as well as Add Photo and Add Video*
    • For Android devices — Select Add Photo or go into the menu to Add Video* or View Media

      • * When adding a video, it is recommended that all videos are limited to a maximum of 30 seconds each to ensure that the video can be transferred to the website. You must synchronise after each video upload.

  8. Select Save.
  9. When all details are entered, synchronise the app.

Or, if you prefer, play the video.

Review and Edit an Asset

To edit an existing asset, make sure you synchronise your app first.

  1. Locate and open the relevant asset (select either Scan a QR code or Search for an Asset.
  2. Edit the details as required:
    • Asset ID — A unique identifying number.
    • Asset Name — A meaningful name of the asset.
    • Current Status — Typically, choose Active or Disposed Asset (assets are never deleted from IRIS Assets). However, Current Status can be used more widely to identify various statuses and usage.
    • Location — Where to find the asset.
    • Department — Identifies the department the asset belongs to or whose budget it was bought with.
    • Asset Type — Any other useful information about the asset.
    • All other questions are optional. If a question is underlined, use your device's camera to scan the answer from a barcode or QR code.
  3. Select Save.
  4. If required, to add an image or video to your asset, do the following:
    • For Apple devices — Select Media 
      • If no media added — Select either Add Photo and Add Video*
      • If media present — Displays a list of current asset photos and videos as well as Add Photo and Add Video*
    • For Android devices — Select Add Photo or go into the menu to Add Video* or View Media

      • * When adding a video, it is recommended that all videos are limited to a maximum of 30 seconds each to ensure that the video can be transferred to the website. You must synchronise after each video upload.

  5. Select Save.
  6. When you have finished editing, synchronise the app.

Helpdesk

Helpdesk allows IRIS Assets users to support colleagues, who can prioritise and deal with raised issues. Tickets can be raised by your colleagues through email (specific to the inbox) and by IRIS Assets users through the IRIS Assets app and IRIS Assets Online.

Open A Ticket

Complete the following:

  • Asset ID — It is recommended to allocate the ticket to an asset if involved, so patterns and persistent issues can be tracked
  • Title — A brief description of the issue
  • Inbox — So you can ensure the Ticket is assigned to the right person/team.
  • Ticket Priority — So you can prioritise workloads and demonstrate that you are on top of urgent or dangerous situations.
  • Description of Problem — Details of the issue.
  • Assign Ticket to Users — If a specific person or people are responsible for resolving the issue you can tick the box next to their name(s) to assign the ticket to them and this will display the ticket in their My Tickets. You do not need to assign a ticket to anyone.

Once you are happy that you have everything in place press the Go button to open you ticket.

Or, if you prefer, play the video.

Active Tickets

Contains two tables Helpdesk Summary and Active Support Tickets. Helpdesk Summary contains a list of all the Helpdesk Inboxes you have access to as a IRIS Assets User. Select the Inbox name to display a list of all the open tickets in the inbox.

Active Support Tickets shows you all the open tickets in all the Helpdesk Inboxes you have access to as a IRIS Assets User. The table displays key information about tickets to give you an effective overview. Select the Ticket Title to manage the ticket.

My Tickets

Contains the same tables, information, and options as Active Tickets but only displays tickets allocated to you as a User. For more information on how to allocate a ticket to a IRIS Assets User, go to the Open A Ticket or Dealing With A Ticket sections.

Dealing With A Ticket

Select the Ticket Title in Active Tickets or My Tickets to open it. In the Ticket page you have multiple sections you can use.

Ticket Information - Holds key ticket information:

  • Ticket Title — Short description of the Issue
  • Ticket Details — Full details of the issue
  • User — The person who raised the ticket
  • Received — Date and time the ticket was raised
  • Ticket Status — The stage in the resolution process the ticket is at
  • Ticket Priority — The urgency of the issue
  • Responsible — View or set if and which IRIS Assets User the ticket is allocated to
  • Ticket Inbox — Set the Inbox the ticket is allocated to
  • Estimated Cost — Track the expected costs of resolving the issue
  • Final Cost — Track the actual costs of resolving the issue

Select Save to confirm any changes.

Asset Information — Displays details of the Asset the ticket is allocated to or allows you to search for an Asset and allocate the ticket to it.

Ticket Replies — Contains two key sub sections, log of the original message and all replies and respond to ticket options to send write and send responses. In Respond to ticket you have the following:

  • Type Response — enter the response details
  • Send Email — sends the response to the person who raised the ticket
  • Also Forward To — send the response to someone by entering their email address (multiple email addresses can be entered by adding a space between each address)
  • Go — send the response. If no one is selected to send the response to it leaves the response as a note in the log, this is very useful for people reviewing ticket progress
  • Close Ticket — Closes the ticket

Or, if you prefer, play the video.

Closed Tickets

Contains a list of your Closed Tickets with information about tickets to give you an effective overview. Select the Ticket Title to open the Ticket. You can view and do the following:

  • The response log
  • Asset Information displaying the Asset, the ticket is logged to, or allocate the ticket to an Asset
  • Re-Open ticket if it is closed in error or reoccurs
  • Delete ticket (use with care)

Audits

Play the video guide.

Audits is an audit or stocktaking tool allowing you to quickly scan to confirm you have viewed/inspected any logged Asset on your IRIS Assets system. Audits on the IRIS Assets App is one part of a two part tool, Audits are set and completed on the IRIS Assets App and the results can be reviews and exported through IRIS Assets Online in Reports, Mobile Audit.

Audits gives you two options, create an audit by tapping on Asset type, Department, or Location, or View Audits to display the uncompleted audits that have been created on this device.

To create an Audit, select Sync, then Sync your data. When your device has updated, select Audits, then Asset type, Department, or Location depending on what the audit is to be based upon. Select the relevant folder. A list of Assets that are in the Asset type, Location, or Department are displayed with an orange clock face.

Select Scan to activate the camera on the device. Scan the relevant QR code and the device replaces the clock face with a green tick if this Asset is on the list of Assets within this audit.

If the Asset does not meet the parameters of the audit, the device displays the full details of the Asset. This indicates that the QR code scanned is not expected within the chosen Audit and should be amended.

If a scanned Asset ID does not appear anywhere on the database at all, then it is displayed on the Add Asset screen with just the Asset ID completed. The User can choose to fill in all of the details of the new Asset or select Back to go back to the Audit and continue.

At any stage, the screen can be closed and other features used. The audit is displayed in Audits > View Audits, where it can be selected and the audit can be continued. If the User has set up multiple audits on the device, then all open audits can be found under Audits > View Audits.

If a QR code cannot be scanned, e.g., due to its position on the Asset, then the User can select the Asset on the audit and select to either View the Details of the Asset or Mark as Scanned.

Mark as Complete allows the User to close the audit, whether it has been completed or not. Once the audit has been marked as completed it cannot be reopened.

To finish, select Sync, then Sync your data, your device transfers all of the audit information to the website (whether the audits are open or closed). To review, select Reports > Mobile Audit. For more information, go to Reports.

Sync

Sync allows you to sign into the IRIS Assets App, activate it, and transfer data to your IRIS Assets Database. After Downloading and Activating the IRIS Assets App, this section is primarily to synchronise your IRIS Assets App with the IRIS Assets Database.

You need to sync your IRIS Assets App because it is not live with the IRIS Assets database but instead stores any changes on your device until you sync. This is allows you to use IRIS Assets anywhere you can access your device (e.g. Boiler Rooms, the far end of a field, in internet outages), you just need to remember to sync your IRIS Assets App when you open and before you close it to keep it and your IRIS Assets database up to date.

If you forget to sync and there are records on your device that have not been uploaded to the IRIS Assets database, a little red number is displayed above your IRIS Assets App icon (like that used in other Apps for unread messages).

1:1

Search for an Asset

Select Go to search for an existing Asset using the Asset ID, Name, or Serial Number.

Any matching Assets are displayed. Select View to display the details of the Assets. In Search for a Contact, enter in the name or email address of the person who you want to add to this Asset. Select Go to select the name displayed. Select View Asset to display the details of the Asset. Select Assign Asset to add the Contact to the Asset and add details or update the transaction, including the ability for the Contact to sign for the Asset on the device.

The 1:1 Transactions screen displayes the Contact Information, the Asset Information,1:1 Key Dates (where the return date and next action may be entered), Transaction Information displays any current transactions for this Asset, and the Add Transaction section where the User can add the date and type of transaction, give a description, add an existing Terms and Conditions template or enter a new one. Select Add Transaction to add this to the Asset in 1:1.

Search for a Contact

Enter the name or email address of the Contact that you want to find, then select Go. Select View to display the details about the Contact, which can be edited. Select Update to save the changes.

Assets that are associated with this Contact are shown below this section. Transactions can be viewed, added, or edited in this section.

Add new Contact

Complete the fields, then select Go. Complete the rest of the relevant information, then select Update. This Contact can now be used within 1:1.

1:1 Settings

This section allows the User to edit the main parts of 1:1 including, the Contact Details Template, Transaction Types, and Terms and Conditions Templates. Select Update to save the changes.

1:1 Reporting

View all the transactions that have taken place by transaction type between two dates. In Report Type, select the Transaction Type or Key Date. Set the date range using the Start Date and End Date, then select Go.

This generates a list of Transactions with Assets, Contact, and Transaction Information.

To display more details for a listed transaction, select View for the transaction. A page is displayed with various useful information including, 1:1 Asset Information, Current Contact Information, and Asset history, from which you can:

Full Contact Information — in Current Contact Information, select any of the contact details. The 1:1 - Contact Information page is displayed, where you can view and edit a contacts details and view their full transition history.

View All / Add a Transaction — in Current Contact Information, find and select View All / Add Transaction to display the 1:1 Transactions page. Add Key dates and new transactions, such as Check In an Asset returned from loan.

Adding a Transaction

This is a quick guide to adding a transaction through the IRIS Assets App, if you need more details, log a support ticket (a Service Cloud account is required) to contact our Support Team.

Before you start, make sure the Asset is registered on your IRIS Assets system, the person you are conducting the transaction with has been added as a Contact, and that you have the relevant Transaction Types and Terms and Conditions in place.

  1. In 1:1, go to 1:1 manager and find Search for an Asset. Enter the relevant Assets details, then select Go. Find the Asset from the list, then select View just below the Asset. The 1:1 Asset Information page is displayed.
  2. Check the Assets details to make sure it is the correct Asset and find Search for an Contact. Enter part or all of the Contact name , then select Go. Find the Contact in the list, then select Assign Asset. The 1:1 Transactions page is displayed.

  3. Check or complete the following information:

    • Contact Information
    • Asset Information
    • 1:1 Key Dates — enter any Expected Return or Next Action dates you want to record, then select Update
    • Transaction Information
    • Add Transaction - Date — change if the current date is not required
    • Time — change if the current time is not required
    • Current Asset Status — change if you track loans through the Reports function
    • Type — set the relevant Transaction Type
    • Value — enter any value you need to associate with the transaction, otherwise leave blank
    • Description — enter any details relevant to the individual transaction for future reference
    • Terms and Conditions Template — set the relevant template
    • Add Transaction

  1. The 1:1 Transaction page is displayed where all previous options are set. Go through the following with the person:

    • Contact Information
    • Asset Information
    • Complete Transaction Section — check they understand the terms and conditions
    • Contact Signature — get the person to sign electronically
    • Complete — select either Complete Transaction or Complete Transaction & Email Receipt

  1. The Transaction has been completed.

Additional Mobile Device Settings

There may be an area on the device, usually in Settings, that allows the system to access certain functions on the device that the system requires. The below is what you can expect displayed on the majority of Apple or Android devices.

This is a guide and the options on your device can differ due to older or newer operating systems, or manufacturer or model specific additions.

Apple Devices

In this section the following access should be granted :

  • Microphone
  • Camera
  • Mobile Data

In addition we suggest that Notifications and Siri & Search are also allowed.

In the App Setup section, make sure that the Region is set to either EU or US (depending on your location).

Talk to me allows the App to verbalise the Asset Type when using Audit (also make sure the volume on the device is set to a reasonable level).

Enable Autosync allows the App to automatically sync changes made on the App to the database when Save is selected. The User should still sync as described earlier to make sure that data is kept up to date on both the website and the attached devices.

Rapid Scan Timeout allows the amount of time that the confirmation message stays on screen and the time between scans when using Audit. We suggest that the indicator should be towards the middle of the scale in most cases.

Android Devices

Notifications — We suggest you Allow Notifications.

Permissions — In this section the following access should be granted:

  • Microphone
  • Camera
  • Storage

Storage — displays how much storage the IRIS Assets App is using on your device. You have the options to clear the data or cache, you should not need to use these as the amount of data stored by the IRIS Assets App is likely to be a tiny faction of any reasonably current smart devices inbuilt memory.

Data Usage — provides a history of the quantity of data transferred and data transfer options to limit the App. For use away from a Wi-Fi network you need the Background data option activated.

Battery — shows you a battery usage history by the IRIS Assets App.

Open by default — Not applicable to this App.

Memory — shows you a memory usage history by the IRIS Assets App.

App Details — takes you to the IRIS Assets App in the Play Store. Beneath this menu option is the IRIS Assets App version number.

It is strongly recommended that the User always syncs the app prior to using the device each day, saves the changes to any Asset and syncs again at the end of the day. Where a video has been recorded we also strongly recommend that the User syncs after each video and that all videos are limited to a maximum of 30 seconds each to make sure that the video can be transferred to the website.

If you need further help using the system, log a support ticket (a Service Cloud account is required) to contact our Support Team.