Phase 4 - Orders and workflow

Your asset system is almost ready! 🎉In this phase,you will automate and optimize the entire flowof requests, approvals, and movements, connecting all the dots for truly efficient management.

Step 1: Go to the orders section on the platform

🖇️(📑 Sidebar menu > 📋 Administrative > 🖥️ Asset Management > ⚙️ Orders)

In this view,you will see the list of centralized orders that arrive through different channels.Based on the "Date to assign", the table will show the Status of each order.

 Step 2: Learn how to use the features of the section

⚙️ Orders >Tab "Pending"

1. Create order
    

1. Click the "Create order" button

2. A form will open that you must complete; in it you can create an order for one or more products.

2. Assign assets

1. Click on the "Assign" action:This button will only be active if there are assets available to assign.

2. Select the asset and add an assignment comment, then click the "Assign" button

3. Invalid assignment

3. Reject requests

The administrator has the authority to reject the request by sending an email notification to the requester with the reason for rejection.

1. Click on the "Reject" action

2. The administrator can leave a comment justifying the rejection of the request; afterwards an email is sent to the requester notifying them of the reason.

4. View supporting document

The administrator can view the attachment that was uploaded when creating the request

1. Click on the "View supporting document" action

2. They will be able to view the supporting document if it exists

• Example:Case where a supporting document exists for the request

• Example:Case where there is no supporting document for the request, button inactive.

⚙️ Orders >Tab "History"

1. View request history

This tab contains all past requests, indicating how they were resolved.

Step 3: Learn how to integrate with Workflow

In Buk, you can centralize and automate asset requests (equipment, devices, etc.) through two options:

1. Use the default template (for customers without Workflow).
2. Create a custom Workflow (for customers with Flexible Workflow).

Below, we explain step by step how to configure each option.

1. Customers WITHOUT Workflow: Default template

If your company does not have Workflow, Buk includes a preconfigured template called "Solicitud de Activo" that automates the process from request to assignment. To start, go to:

📑 Sidebar menu > 📋 Administrative > ↘️ Requests > Select the default template named "Solicitud de Activo" in Buk.

Automatic flow:

1. Start: Any employee can submit a request.

2. Approval: Their direct supervisor reviews and approves it.
3. Assignment: The order automatically goes to the Asset Management Admin (in the Orders > Pending tab).

The default request includes basic data such as: Product requested for [employee] and date to assign.

2. Customers WITH Workflow: Advanced options

If your company already uses Flexible Workflow, you have two alternatives:

📌 Option A: Use the Default Template

Same flow as customers without WF (request → supervisor approval → assignment).

Ideal if you want simplicity and don't need extra steps.

📌 Option B: Create a Custom Workflow

Design a flow tailored to your needs (example: multiple approvals by IT + Finance).

Steps to configure it:

1. Create a new Workflow template:

Sidebar menu > 📋 Administrative > ↘️ Requests > "Settings" > "Create template".

Create a "flexible" type template

2. When creating the template, the stages will appear. For this case, you should start at the final stage of the flexible flow, add an action, and based on the integration points you choose, the fields that you can add in the initial stage of the request are defined.

3. End of the flexible flow / Add action

5. Add action / Choose integration point and action to perform

✨Recommendation: Don't forget to add an approval stage

Now, you can view and use your template when making a request from the portal

When you do, you will see it in the orders center

And view a summary of the request

To learn more about how workflows work, we invite you to go to the Article here

Notifications

In the Asset Management module, notifications are sent on two occasions:

1. When the administratorassigns an asset,an email is sent to the employee. It's good to note that a maximum of one email is sent per day and that the employee can view their assigned assets in their profile.

2. When the administratorrejects an asset request, sending the comment that justifies that rejection.

📌 Continue learning about the Integration with Document Management

Almost ready! 🎉 With these steps you have the Asset Management module configured and operational in Buk.From the automated request to assignment and notifications, everything iscentralized and optimizedso that your team and collaborators manage assets in aefficient, transparent, and error-free.

Now all that's left is to enjoy an integrated workflow, where every asset, document, and approval is under control. In the nextarticle, you will learn about integration with the Documents module. Do you need to adjust any details?We're here to help! 🚀

👉Go to Phase 5: Integration with Documents(link here)

Remember, if you need help you can contact us through our support channels.

Chat | Phone | Email.

We're happy to help!

🤖 This article was translated using artificial intelligence. View original article.