Asset Management

Weavestream's asset system lets you build structured records for any kind of infrastructure. You define the fields, and every tenant's assets conform to that schema.

Asset Layouts

An Asset Layout is a global template — think of it as a form definition. Each layout has a name, an optional icon, and a list of fields. Layouts are managed by SUPER_ADMIN users and shared across all tenants.

Examples of layouts you might create:

• Server — hostname, IP address, operating system, CPU, RAM, warranty expiry
• Workstation — assigned user, serial number, purchase date, warranty date
• Software License — product name, vendor, seat count, license key, renewal date
• Network Device — make, model, firmware version, management IP, location
• SSL Certificate — domain, issuer, expiry date, notes

Layout management

• Rename layouts in place without affecting existing assets
• Archive layouts to hide them from the creation picker while preserving historical records
• Drag-and-drop field reordering within the layout builder
• Sidebar sections with custom positioning for grouping related fields

Field Types

Each layout can contain any combination of the following field types:

Type	Description	Notes
TEXT	Single-line plain text	—
TEXTAREA	Multi-line plain text	—
RICH_TEXT	Tiptap rich-text editor	Tables, images, code blocks
NUMBER	Numeric value	—
DATE	Calendar date	Supports expiry tracking
DATETIME	Date and time	Supports expiry tracking
EMAIL	Email address	Renders as mailto: link
PHONE	Phone number	—
URL	Hyperlink	—
BOOLEAN	Yes / No toggle	—
DROPDOWN	Single-select from predefined options	Optional free-text "Other…" escape hatch
MULTISELECT	Multiple selections from predefined options	Drag-and-drop option reordering
IP_ADDRESS	IPv4 or IPv6 address, optional CIDR	Groundwork for IPAM
FILE	Document or image upload	—
ASSET_REFERENCE	Cross-link to another asset	Creates a Relation record

Field Options

Each field supports additional configuration:

Option	Description
Primary field	Highlighted in list and table views
Show in table	Controls column visibility in asset list tables
Visible to clients	Whether the field appears in the client portal
Expiry tracking	DATE and DATETIME fields — enables countdown and colour-coded status
Unique per company	Enforces uniqueness of the field value within a tenant

Asset Records

Each Asset is a single instance of a layout within a tenant. Assets support:

• Soft-archive — remove from active lists while preserving the full historical record
• Permanent deletion — requires the asset to be archived first; this is enforced server-side for both single and bulk purge, and purging additionally requires step-up re-authentication. Bulk purge skips still-active assets and reports them so you can archive and retry
• External ID tracking — for synchronising with external systems
• Embedded passwords — link credentials directly to an asset; they archive when the asset is archived
• Cross-references — ASSET_REFERENCE fields create navigable links between assets

Copying and Moving Assets

Copy an asset into another company (or duplicate it in the same one) from the asset's ⋯ → Copy to company… menu, or select several in the asset table and use Copy to…. Tick Move to archive the originals after copying: they are archived, not deleted, so they can be restored.

Asset layouts are global, so a copy keeps its layout and every field value you can see, handled as follows:

What	In the copy
Files (fields and the attachments panel)	Copied into the target company's storage as new files; a deleted file is skipped. A file whose stored content is missing is not copied: the copy is reported as incomplete, and a move keeps the original. A missing thumbnail does not block the copy
Linked assets	Dropped when the company changes; they point at the source company's records. Same-company copies keep links whose target still exists and omit dead ones. A required link field blocks a cross-company copy
Tags	Copied. Old tag values the asset page does not show (from before tags became global) are left out
Linked passwords	Not copied; they stay with the original
Hidden fields you cannot see	Not copied
Integration identity (external id)	Not copied; the copy is a hand-managed asset

Move is refused, with the reason, when it would lose or undo something: the asset is kept in sync by an integration (the next sync would restore the original), it has linked passwords (they would be archived with it), or some of its fields are hidden from you. Copy it instead in those cases.

Copying needs read access to the source company and write access to the target; moving also needs archive access to the source. Read-only users can select several assets in the table to copy them; archive, restore and delete stay hidden. If a bulk run fails part-way, the assets already copied are removed from the selection, so a retry copies only the rest. A field marked unique per company that is already taken in the target makes that copy fail with a clear message; the other copies in a bulk run still go through. Each copy is audited (asset.clone, plus upload.copy per file).

Expiration Tracking

DATE and DATETIME fields with expiry tracking enabled appear in the global Expirations dashboard (/admin/expirations). Cells are colour-coded:

• Green — within a healthy window
• Amber — approaching expiry
• Red — expired

This lets you surface warranty expirations, license renewals, and certificate deadlines across all tenants at a glance.

Dismissing items

Every row on Expiring soon (global and per company) has a Dismiss button, with an optional note such as "client cancelled, letting it lapse". A dismissed item:

• disappears from Expiring soon, stops sending expiry alert emails, and stops counting on the dashboard's domain alerts (unless the domain is also listed there for a low score);
• applies to that due date only. If the date changes, for example a renewal that later lapses again, the item shows up again;
• changes nothing about the asset, domain or password itself.

Use Show dismissed to see dismissed items with their note, and Restore to bring one back. Dismissing needs the same permission as managing the item (domain.manage, asset.write, or password.write plus access to that password), and every dismiss and restore is in the audit log.

Search

All asset field values are indexed in the SearchIndex table for full-text search via the command palette and the /api/search endpoint. Results are scoped to the requesting user's accessible tenants.