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SharePoint asset management web part

SPHub's asset management module is a SharePoint asset management web part that keeps a company's equipment inventory in one SharePoint list, inside your own Microsoft 365 tenant. A setup wizard creates that list, its 15 fields and six pages; staff then add, find, update and retire assets through a two-step form and a set of views.

This page describes what the module's code does and, where it matters, what it does not do. It is the SharePoint asset management template that ships inside SPHub.

The list and fields the setup wizard creates

The setup wizard creates one SharePoint list for asset management, named SPHubAssetManager, with 15 custom fields.

Fields in the asset list

type and values
  • StatusChoice, required: Available, Reserved, In use, In repair, Retired
  • Asset TypeChoice, required: Smartphone, Laptop, Tablet, Printer, Accessory
  • ModelText, required
  • ManufacturerChoice, with a list of values you manage on the Settings page
  • ColorChoice: Space gray, White, Black, Silver, Dark blue, Pink, Red
  • Serial numberText
  • Purchase dateDate
  • Purchase priceCurrency, two decimals, never below zero
  • Order #Text
  • Current ownerPerson
  • Previous ownerPerson
  • Due dateDate; the list holds it, but the New and Update forms do not show it
  • Condition notesMulti-line text
  • Approval StatusChoice: Pending, Approved, Rejected; new items start as Pending
  • Is ActiveYes or No, defaulting to Yes; the flag behind deletion, covered below

Every item also has SharePoint's own Title field, which the form labels Asset Title. The column names and choice values are created in English. On an empty list the wizard adds one sample record, so the views are not blank on day one.

The New Asset and Update Asset forms

The New Asset form has two steps, Identity & Ownership and Purchase & Media, and the Update Asset form uses the same two.

  • Step 1: Identity & Ownership

    The first step asks for Asset Title, Asset Type, Current Status, Model, Manufacturer, Color, Current Owner and Previous Owner. Title, type, status, model and manufacturer are required, and the form does not move on without them.

  • Step 2: Purchase & Media

    The second step takes Purchase Date, Purchase Price, Order Number, Serial Number and Condition Notes, plus a photo upload. None of it is required. Photos are saved as attachments on the asset's list item.

  • Progress and safeguards

    A progress indicator rises as fields are filled in, with Asset Type, Status and Model counting double. Leaving with unsaved changes asks you to confirm, and after a save the form offers Add another asset or Return to list.

  • Editing an asset

    Update Asset opens from the edit icon on a row and shows the same two steps for an existing asset. Saving writes the changes back to the same list item.

Views: all assets, your own, and assets by type

Setup creates six pages for asset management, and four of them appear in the site menu: All Assets, My Assets, Assets by Types and New Asset.

Asset pages

what each shows
  • All AssetsEvery active asset, 50 rows to a page, with search, column filters, sorting, a detail panel, delete for selected rows and CSV export
  • My AssetsThe assets whose Current Owner is you, with CSV export
  • Assets by TypesOne tab per Asset Type value, read from the list itself, so a type you add gets its own tab
  • New AssetThe two-step form above
  • Update AssetNot in the menu; opened from the edit icon on a row
  • Assets Recycle BinNot in the menu; opened from the Recycle Bin button on All Assets

A Choose columns panel lets a person show or hide columns on each view. That choice is saved in the browser, so it follows the browser rather than the account.

Approval, email and deletion

Asset records carry an approval status, can notify a contact person by email, and are deleted softly so that they can be restored.

  • Approval

    A new asset starts as Pending. Members of a SharePoint group named SPHub Approvers see Approve and Reject icons on the All Assets and Assets by Types rows; everyone else sees none. The setup code does not create that group.

  • Email

    SPHub emails the contact person set for the module on the Settings page whenever an asset is created or updated, using a template from the email templates list. If no contact person is set, nothing is sent. The message goes through Microsoft Graph as the person who saved, and it lands in that person's Sent Items.

  • Soft delete and restore

    Deleting an asset sets Is Active to No and leaves the item in the list. The Recycle Bin view lists those items and restores them. This is SPHub's own recycle bin, not SharePoint's, and neither view deletes an item for good.

  • What it does not do

    The module has no check-in or check-out, no depreciation schedule and no QR or barcode feature. Status, Current Owner and Previous Owner are how it records who has what.

Where the data lives and who can see it

Asset data lives in the SPHubAssetManager list on your own SharePoint site, an ordinary list you can open, export, back up and audit; where SPHub stores your data covers the whole product.

  • Your permissions apply

    SPHub adds no permission model of its own, so SharePoint's permissions on the list decide who can read and change assets. The only SPHub-specific gate is the approver group described above.

  • Graph permissions

    Two of the three Graph permissions touch this module. Mail.Send sends the notification email, and People.Read powers the owner pickers. Neither reads your employee directory.

  • Microsoft Teams

    The web part can be added as a Teams tab. In a Teams tab it always opens the All Assets view, not the other pages.

  • Settings page

    The choice values above, such as asset types and statuses, are edited on the SPHub Settings page, which updates the list's choice fields directly. The same page sets the module's contact person.

How you get it

Asset management ships inside SPHub, and every SPHub plan includes every web part.

  • Created by the setup wizard

    Enable the asset management module when you run setup and the wizard creates the list and pages. Lists are created only for the modules you enable; the install page has the steps.

  • One licence, every web part

    No plan ships fewer web parts. Pricing is per user and falls with headcount, and the pricing page lists the five bands.

  • The other modules

    Asset management is one of the 27 web parts; the web parts page names the rest.

Questions about SPHub asset management

The asset module's types, exports and email recipients are the three details answered below.

  • Can I add my own asset types?

    You can add your own asset types on the SPHub Settings page; the New Asset form and the Assets by Types tabs read the choices from the list.

  • Can I export the inventory?

    The inventory exports to CSV from All Assets and My Assets, and the file holds ID, title, status, type, manufacturer, model, color, serial number, purchase date and purchase price.

  • Does the asset's owner get an email?

    The creation and update emails go to the contact person set on the Settings page, not to the owner named on the asset.

Other SPHub module pages

Asset management is not the only SPHub module with a page of its own: annual leave, expenses, travel requests and issue tracking each have one.

Module pages

what it is
  • Annual leaveA SharePoint leave request web part: employees submit leave through a two-step form and approvers review the requests in a list.
  • ExpensesA SharePoint Online web part for expense requests: an employee submits an expense with its receipt, and an approver accepts or rejects it.
  • Travel requestsA SharePoint Online web part for business travel requests: an employee describes a trip with its dates and estimated costs, and an approver accepts or rejects it.
  • Issue trackingA SharePoint issue tracking web part that logs problems in one SharePoint list; each issue can carry a priority, a status, an assignee and attachments.

See asset management in your own tenant

Enable the module on a development site and watch the wizard create the list and its pages.

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