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Aexum User Manual

website·Indexed 31 days ago

https://app-manual.aexum.com

Documentation for Aexum, a system for tracking physical and digital assets. It includes guides on organization and environment administration, asset catalog management, vendor tracking, permission roles, and system features such as activity logs, version history, and email templates.

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What's inside Aexum

  1. Overview of the Organization Recycle Bin

    The Organization Recycle Bin acts as a safety net for soft-deleted entities managed at the organization level. When environments or users are deleted, they are moved to a recoverable state (DeletedState = Organization) rather than being permanently removed. Authorized administrators can browse and restore these records to return them to an active state (DeletedState = None).

  2. Overview of Permission Groups

    Permission Groups provide a centralized mechanism for managing user access rights and system permissions using Role-Based Access Control (RBAC). They allow administrators to bundle users and permission roles together, enabling the assignment of permissions to multiple users simultaneously. Both users and permission roles can belong to multiple groups at the same time.

  3. Understand the Location hierarchical structure

    Locations provide a hierarchical organizational structure used to categorize and track the physical placement of Assets. They support spatial tracking, inventory control, and location-based reporting. Locations can be nested to create parent-child relationships that reflect organizational facility structures (e.g., Headquarters > Building A > Floor 1). Multiple assets can be assigned to a single location.

  4. Update or Delete a Vendor Group

    To modify or remove a vendor group:

    Updating:

    1. Select the vendor group in the tree view to open its detail page.
    2. Navigate to the Overview section.
    3. Modify the fields and submit the form.

    Deleting:

    1. Navigate to the vendor group's detail page.
    2. Go to the Overview section and select Delete.
    3. Confirm deletion by entering the vendor group name.

    Caveat: Ensure the group is not associated with active vendors before deletion. Child groups must be reassigned or deleted before removing a parent group.

  5. Understand Permission Roles and RBAC

    Permission Roles are the building blocks for Role-Based Access Control (RBAC). They define sets of system permissions that control access to features, functions, and data. Roles can be assigned to either Permission Groups or individual users. A single role can contain multiple permissions, and a single role can be assigned to multiple users or groups.

  6. Integrate Aexum with Microsoft Copilot Agent

    Aexum provides the ability to use Microsoft Copilot to query information and ask questions about Aexum data and services.

  7. Understand the purpose of Asset Catalogs

    An Asset Catalog serves as a template that defines the specifications and properties for a category of assets. It establishes essential attributes (such as Asset Type, manufacturer, and SKU) to ensure consistent reporting and inventory management. Asset Catalogs must be created before individual asset records can be generated in the system.

  8. Update or Delete a Location

    To modify or remove a location:

    Updating:

    1. Select the location in the tree view to open its detail page.
    2. Navigate to the Overview section.
    3. Modify the fields and submit the form.

    Deleting:

    1. Navigate to the location's detail page.
    2. Go to the Overview section and select Delete.
    3. Confirm deletion by entering the location name.

    Warning: Ensure the location is not associated with active assets before deletion. Child locations must be reassigned or deleted before removing a parent location.

  9. Connect Aexum to Microsoft Power Automate, Azure Logic Apps, and Copilot Studio

    Aexum provides dedicated connectors for the following Microsoft ecosystem tools to enable automation and workflow integration:

    • Azure Logic App
    • Power Automate Flow
    • Microsoft Copilot Studio

  10. Update or delete an asset

    To modify an asset, locate it in the grid view, open its detail page, navigate to the Overview section, modify the fields, and submit.

    To remove an asset, navigate to the Overview section of the asset's detail page and select Delete. You must confirm the deletion by entering the asset name.

    Caveats:

    • Ensure the asset has no active assignments or critical connections before deleting.
    • It is recommended to set the status to "Retired" instead of deleting to maintain historical records.
    • Deleted assets are moved to the Environment Recycle Bin for potential restoration.

  11. Update an existing Permission Role

    To modify a permission role:

    1. Locate the role in the grid view and select it to open the detail page.
    2. Navigate to the Overview section.
    3. Modify the fields as required and submit the form.

    Note: Permission Roles do not support deletion. To retire a role, document it as inactive in the description field and remove it from all permission groups.

  12. Understand Asset Types in Aexum

    Asset types in Aexum are used to define additional fields and functions specific to a particular Asset, extending the basic asset capabilities to meet the requirements of different asset categories.