Asset Layouts

    Asset layout creation is available only to Admins and Super Admins within your organization.

 
Asset layouts are the building blocks of information storage and asset documentation within Hudu! They can be used to help standardize your documentation per client, as well as across all clients.
 
Asset layouts allow for structured documentation by supplying customizable 'category templates' to store information; giving your team the ability to:
 
  • Maintain accurate and up-to-date information on client assets and infrastructure;
  • Search asset information globally or filter to a single client;
  • Manage information from multiple integrations (Understanding Integrations) within a single space;
  • and relate device information to relevant knowledge base articles, passwords, websites, processes, and anything else you have contained inside your Hudu environment!
Due to the customization options, asset layouts allow Hudu to be an organization and documentation tool for thousands of MSPs, Internal IT Departments, School Districts, Real Estate Agencies, and anyone else who requires easy, secure, and organized documentation!
 

Guides

The sections below will serve to introduce you to asset layouts; their creation, organization structure, and management.

    For additional information, visit our Assets article!

Creating Asset Layouts

This section will show you how to create and edit the name and basic structure of an asset layout. Creating asset layouts is limited to admin and super-admin roles ONLY.
 
  • Navigate to the Hudu admin area on your Hudu Toolbar.
  • Under the category 'Basic Setup,' click on the Asset Layouts tab.
  • Click ((New Asset Layout)).
  • From here, you'll need to choose how you'd like to build your asset layout. Choose either:
    • Start from Scratch
      • Give the asset layout you're creating a name, and click Create. This will generate an asset layout with your given name that contains no existing fields.
    • Start from Template
      • Our asset layout templates come pre-built with some generic fields that may be useful for documenting the chosen asset type. These fields are just a starting point, as they can be edited or deleted at any time, and additional fields can be added.

    Regardless of how you choose to create your asset layouts; nearly every feature and function of asset layouts will still be customizable!

  • Ensure that you click ((Update Asset Layout)) before navigating away from this page to save your changes.
  • Refer to the sections below for additional information.
Adding Custom Fields
This section will walk you through creating custom field types for your created asset layout. Creating fields for asset layouts is limited to admin or super-admin roles ONLY.
 
  • Navigate to the Hudu admin area on your Hudu Toolbar.
  • Under the category 'Basic Setup,' click on the Asset Layouts tab.
  • From the list, click on the asset layout that you'd like to add fields.
  • Click New Field. From this window, you can also rearrange existing fields.
  • Choose the type of field that you'd like to create.
    • Customization options vary for each field type. Ensure that you read the options carefully.
  • Click Create Field at the bottom of the page to save your changes.
Custom Field Types

Fields allow you to organize client information in a similar fashion to a spreadsheet, as well as store information in a way that is specific to the information that you're storing.

Types of fields:

  • Text: Basic text box.
  • Rich Text: Store long, formatted text.
  • Heading: Display a header to separate information.
  • Check Box: For boolean info; yes/no, on/off, etc.
  • Link: Link to external websites and IP addresses.
  • Confidential Text: Store confidential information that is hidden by default and audited. Not available in password lists.
  • Number: Store numerical info.
  • Date: Display a date calendar. Optionally, add items to expiration lists.
  • List Select: Select from a pre-created list. For additional information, visit the Admin guide "Lists".
  • Embed: Store custom HTML (YouTube videos, LucidCharts, Draw.io, etc.)
  • Copyable Text: Store basic text that can also be copied to the clipboard.
  • Phone: Store phone numbers.
  • Asset Link: Link to other assets from within the 'card' of another asset.
  • Dropdown - Legacy: Non-functional if on version 2.28.0 or later. Replaced by List Select field.
  • Asset Link - Legacy: Non-functional if on version 2.1.5.5 or later.

Example
  • To organize client and end-user contact information, we'd likely want to create an asset layout and call it something along the lines of People (this could, however, be named anything you'd like).
    • Hudu comes equipped with asset layout templates for some common asset layouts you may want to use; with fields pre-populated.
  • Once created, we'll want to add structure to this asset layout. We can do this by clicking into the asset layout and clicking New Field.
    • You can name fields whatever you'd like, update the abilities of the fields and change various other options; BUT you must choose a field type from the list.

    Remember! Asset layouts are cross-client templates, therefore fields added to an asset layout will always be present when adding an asset to this layout (regardless of which client space you're within); non-populated fields will not show up in the assets' custom card though.

  • Let's create a username field (text field named "username"), a password field (confidential text field named "password"), and a warranty expiration field (date field named "warranty expiration").
  • Now, if we navigate back to one of our client spaces, we should now have our People asset layout at the bottom of the left-hand side menu (under the custom header).
  • Click ((+ New)), to create a new contact or people asset. The window that opens will contain all of the fields you chose to add in the previous steps, as well as an additional required field at the top for the asset name.
  • Populate the fields with the contacts' information (ex. Gerald Gold), and click ((Create)) [Update if editing an existing asset].
    • Fields not populated will not show up within the assets' custom card.
  • Once created, the information populated will get placed into your custom card within our new Gerald Gold people asset.
    • Information pulled in from your integrations on our Gerald Gold contact would get placed into a separate "card" from the custom card but within the same Gerald Gold contact asset.

 

Editing Asset Layouts

In addition to custom fields, asset layouts can be altered to have unique behaviors, abilities, and icons; further customized to suit the needs of your team.
 
To edit an asset layout:
 
  • Navigate to the Hudu admin area >> Asset Layouts >> and click on an individual asset layout.
    • You’ll need to first have created an asset layout; either from scratch or from a pre-built template.
  • At the top-right, click ((Edit Asset Layout)).
  • Refer to the sections below for additional information.
Customize Basic Info
This section will allow you to update the basic properties associated with the particular asset layout you reside. These are:
 
  • Update the name of the asset layout.
  • Provide a description of what the asset layout should be utilized for.
  • Choose which folder the asset layout should belong to.
  • Check Use For Locations box to associate locations with rack storages.
Customize Default Behavior of Assets
This section allows you to change or customize the default Name field for assets.
 
  • Alternate Name.
    • By default, the only required asset entry field is called Name. Use this section to update what this field is called.
  • Name List.
    • Replace the default name field with a dropdown to standardize the names of assets.
Customize Abilities
Asset abilities live on the right-hand menu when inside of each individual asset. Abilities can be configured per asset layout, and provide useful tools for connecting your documentation. These abilities include:
 
  • Include processes
    • Adds a section for relating processes to assets within this asset layout.
  • Include passwords
    • Adds a section for relating passwords to assets within this asset layout.
  • Include photos
    • Adds a section for uploading photos directly to an asset page.
  • Include files
    • Adds a section for attaching files directly to an asset page.
  • Include comments
    • Adds a section for technicians' comments on the asset.

    By default, all asset layout abilities are enabled; if you'd like to remove the ability, you'll need to customize the asset layout.

Customize Icons
An additional, and visually appealing way of organizing your asset layouts is using standardized icons for asset layout types. From this section, you can:
 
  • Change the main color (icon background color) and icon color.
  • Change the icon;
    • Choose from our large list of pre-loaded icons; or
    • Use a different icon from FontAwesome by providing the code.

 

Managing Asset Layouts

This section will show you how to use the various management tools built into Hudu for stored assets. Author and editor user roles (in addition to admins and super-admins) have varying access to the management tools for assets (see below for permissions).
 
  • Navigate to an asset layout within an individual client space.
  • From here, you can manage all assets stored within this particular asset layout. You can:
    • Export asset list to .CSV format;
    • Bulk Manage allows you to move assets in bulk to other companies or archive in the museum;
    • or Edit Asset Layout, which takes you back to the admin asset creation and editing page.

Bulk_Manage.png

Tools

The sections below will introduce additional tools associated with asset layout creation and management. Expand the sections to learn more about each topic!

Asset Layout Templates

Hudu offers the ability to create asset layouts from one of our templates; these come pre-populated with some generic fields that we deemed helpful to get started with your documentation. The names, icons, and fields generated when starting from a template can still all be changed at any time!

New_Asset_Layouts.png

Folder Organization

To efficiently find and view asset documentation, folders can be created to contain related asset layouts. Folders allow you to quickly expand information regarding a certain attribute and minimize when no longer required.

AL_pw_folders.gif

    Folders for asset layouts work at a global level, this means that folders will be maintained across all of your client spaces.

Hide Blank

Although each of your asset layouts will be available to be populated; within each of your client spaces, at the bottom right of the left-hand side menu; you'll have the ability to ((  )) Hide Blank asset layouts. This will remove any asset layouts that do not contain information for the particular client space you currently reside.

 

FAQ

Why can't I see my asset layouts in my client/company space?

Answer: First verify that the asset layout has been activated (admin >> asset layout >> specific asset layout. This will need to be done by an admin or super-admin).

Next, ensure that the 'hide blank' option is not enabled (this can be found at the bottom of your left-hand sidebar when inside a client space)

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