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Business Asset Tracking Guide

Let’s get started with using AnyDB to track your business assets.

AnyDB makes it easy to catalog, monitor, and manage physical and digital assets across your organization—from IT equipment and fleet vehicles to software licenses and real estate. With flexible templates, smart linking, and structured forms, you can build a robust, relational asset management system tailored to your business needs.

Step 1: Use or Create an Asset Template​

Start by choosing an existing asset tracking template from the Templates Library (like “IT Asset Management” or “Fleet Tracker”), or create your own from scratch.

Here is how:

Your asset template should typically include fields like:

  • Asset Name
  • Category or Type
  • Purchase Date
  • Assigned Owner or Department
  • Location
  • Serial Number or Asset Tag
  • Warranty Expiry
  • Status (In Use, In Repair, Retired, etc.)
  • Attachments (invoices, photos, certificates)

You can customize this structure to reflect the types of assets in your organization.

Step 2: Create an Asset Database​

Organize your assets by creating a dedicated Database, such as:

  • IT Assets
  • Company Equipment
  • Real Estate Portfolio

Within each database, use folders or tags to segment different types of assets (e.g., Laptops, Servers, Vehicles, Buildings).

Step 3: Add Assets as Records​

Each individual asset becomes a Record. Create a new document using the asset template and fill in its unique details.

You can:

  • Add assets manually
  • Use an internal or public Form to collect asset data from others
  • Bulk import assets using CSV or Excel files

Add formulas, badges, and conditional styles to make the status and urgency of each asset visually obvious.

Instead of mixing all asset-related info in a single document, create separate record types for related records:

  • Maintenance Log – Track repairs, inspections, and service events
  • License Details – Track software or compliance licenses
  • Vendor Records – Store supplier and warranty information

Use the “+ Attach” action inside each asset document to connect these related items. This keeps each asset's record clean, modular, and scalable.

Benefits of attaching related records:

  • Related data is grouped visually and functionally
  • You can add multiple related entries per asset
  • Forms and automation can be applied to sub-records independently

As an example:

Step 5: Share, Track, and Report​

With AnyDB, you can:

  • Share asset records securely with team members or external vendors
  • Use Views to track “Out-of-Warranty Assets” or “Assigned to Team X”
  • Export records as Excel or PDF for reports
  • View full version history of every edit and update
  • Set reminders for audits, service, and license renewals

Pro Tip: Automate Asset Entry with Forms​

Set up a public or internal form to let team members or vendors submit new assets directly. Use sub-forms to collect attachments like purchase invoices or photos alongside the asset details.

  • IT Asset Management
  • Equipment Tracker
  • Maintenance Log
  • License Tracker
  • Vendor Records
  • Fleet Management

Need help modeling your asset system? Contact our solutions team for help setting up a tailored asset database.

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