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How to Transfer an Asset to a Different Custodian

xAssets IT Asset Management User Guide
How To

How to Transfer an Asset to a Different Custodian

Transferring an asset to a different custodian updates the record to reflect the person currently responsible for the equipment. This is common when employees change roles, leave the organisation, or when equipment is reassigned.

Method 1: Edit the Asset Directly (Single Asset)

Use this for a quick custodian change on one asset.

  1. Find the asset using the Search box in the toolbar, or navigate to it through a query.

  2. Click the asset's blue description link to open it in the editing screen.

  3. Locate the Custodian field on the asset form.

  4. Change the Custodian to the new person. You can type part of the name to search the custodian list, or use the lookup button to browse.

  5. Click OK to save. The change is recorded in the asset's History tab with the old and new custodian values.

Method 2: Bulk Update (Multiple Assets)

Use this when transferring several assets to the same new custodian -- for example, when a new employee receives a laptop, monitor, keyboard, and docking station.

  1. Navigate to a query that shows the assets you want to reassign (e.g., Asset List).

  2. Select the assets to transfer:

    • Hold Ctrl and click each asset to select individual records.
    • Click one row, then Shift+Click another to select a contiguous range.
    • Use Ctrl+A to select all visible records.

  3. From the Actions on Selected Records menu, choose Bulk Update Assets in a Single Edit.

  4. The editing screen opens in Bulk Update mode, showing a count of how many assets are selected.

  5. Locate the Custodian field and change it to the new custodian.

  6. Leave all other fields unchanged -- only the Custodian field will be updated.

  7. Click OK to save. All selected assets now show the new custodian.

Method 3: Transfer All Assets from One Custodian to Another

When an employee leaves and all their equipment needs to go to a replacement:

  1. Search for the departing employee's name in the Search box, or use the tree to filter by custodian.

  2. Press Ctrl+A to select all assets assigned to that person.

  3. Use the Bulk Update method (Method 2 above) to change the Custodian field to the replacement employee.

Tips

  • The custodian list is populated from your organisation's user/employee records. If the new custodian does not appear in the drop-down, they may need to be added first (via Admin > Custodians or through an Active Directory integration).
  • Changes to the custodian are always recorded in the asset's History tab, providing a full audit trail of who has been responsible for each asset over time.
  • If you also need to change the location and department when transferring custodians (e.g., the asset is moving to a different office), consider using Asset Transfer or Department Transfer instead to update all classification fields at once.