# Creating and managing assets

> Add an asset, fill in its details, roles and information types, link it to the controls, plans and risks that apply, and archive it when it goes out of use.

Source: https://tidalcontrol.com/docs/assets/creating-and-managing-assets

This article covers the full life of an asset record: creating it, filling in its details and roles, linking it to the controls, plans, and risks that apply, and archiving it when it goes out of use.

## Adding assets

Add an asset from the Assets page. Common systems are available from a predefined list that fills in the description for you.

### Starting to add an asset

1. **Go to the Assets page** via the main menu
2. **Click "Add asset"** at the top right of the overview
3. **The add form opens** where you can fill in asset information

![Add asset](/images/help/assets_add_asset.png)

### Filling in asset information

- **Asset name** - Choose a clear, recognisable name
- **Custom ID** - Your own reference number (useful for linking with other systems)
- **Asset owner** - Select the responsible person from the dropdown
- **Description** - Explain what this asset does and why it's important

> **tip:**

**Choosing clear names**: Use names that everyone in your organisation understands. Instead of "SRV-01" use "Microsoft 365 Email Server" or "Customer Database Production".

### Using the predefined list

For common assets, Tidal offers a predefined list:

**Searching the list:**
1. **Type in the search field** of the add form
2. **Suggestions appear automatically** based on your input
3. **Select a suggestion** to automatically fill in relevant information

**Benefits of predefined assets:**
For these assets, the **description** field is already filled with useful information needed for assessing this vendor

> **info:**

Work is being done on a separate Vendors module with built-in vendor assessment. 

Once this is introduced, information from predefined vendors will already be filled in advance. 

**Commonly used predefined assets:**
- **SaaS solutions** - Microsoft 365, Google Workspace, Slack, Zoom
- **Cloud platforms** - AWS, Azure, Google Cloud
- **Security tools** - Antivirus, firewalls, backup systems
- **Business software** - CRM, ERP, HR systems

> **tip:**

**Not found in the list?** No problem! You can add the asset to your list by pressing 'enter'. 

### Saving the asset

1. **Check all filled information** 
2. **Click "Create"** to create the asset
3. **The new asset appears** in your overview
4. **The impact rating is still empty** - see [Performing asset assessments](/docs/assets/assessing-assets)

## Editing and managing asset information

Everything after creation happens in the asset's **Details** tab: its basic fields, the information types it holds, its attributes, the three roles, and archiving.

### Opening asset details

1. **Click on an asset name** in the overview
2. **Select the "Details" tab** 
3. **Here you see all asset information** and editing options

![Asset details view](/images/help/assets_details_page.png)

### Editing basic information

Click any field to edit it directly, then confirm with Update to save.

**How to edit information:**
1. **Click on the input field**
2. **Adjust the text** in the input field
3. **An 'Update' button appears** - click this button to save changes

### Setting information types

**What are information types?**
Information types register what kinds of data this asset contains or processes.

**Adding information types:**
1. **Find "Information types" section** in the Details tab
2. **Click on the dropdown menu** 
3. **Select relevant types** such as:
   - **Customer Information** - For CRM and sales tools
   - **Financial Records** - For accounting systems
   - **Software Source Code** - For development environments
   - **Application Secrets** - For (cloud) infrastructure

> **tip:**

**Multiple information types**: Most assets contain different types of information. An HR system can contain both "Employee Information" and "Financial Records".

### Adding attributes

**What are attributes?**
Attributes are labels that help categorize and filter assets.

**Adding an attribute:**
1. **Find "Attributes" section** in the Details tab
2. **Click "Add attribute"**
3. **Fill in a title** such as 'category'
4. **Fill in a description** such as:
   - **Critical** - For business-critical systems
   - **Cloud** - For cloud-based assets
   - **Vendor** - For externally managed systems
   - **Test** - For development and test environments

> **info:**

An attribute is more than a label because it has both a value and a title in addition to a value. 

This allows you to vary infinitely with attributes and group them.

**Managing attributes:**
- **Reuse existing attributes** for consistency
- **Remove attributes** by hovering over the attribute and choosing the trash can
- **Use short, clear labels** for efficient filtering

### Assigning roles

#### Setting owners

**What does an owner do?**
Owners are responsible for the asset and decide on changes, maintenance, and usage. 

Owners are automatically assigned as Task Owner to new tasks for this Asset. 

**Assigning an owner:**
1. **Find "Owners" section** on the right side
2. **Click on the user icon** 
3. **Type a person's name** and select them from the dropdown list
4. **Multiple owners possible** - useful for shared responsibilities

#### Assigning executors

**What does an executor do?**
Executors oversee solving tasks related to the asset.

Executors are automatically assigned as Contributor to new Execution tasks for this Asset. 

**Setting an executor:**
1. **Find "Executors" section**
2. **Select people** who perform operational tasks
3. **Often IT teams** or system administrators

#### Assigning assessors  

**What does an assessor do?**
Assessors evaluate the work of executors and report to owners.

Assessors are automatically assigned as Contributor to new Assessment tasks for this Asset. 

**Assigning an assessor:**
1. **Find "Assessors" section**
2. **Select people** with control responsibilities
3. **Often managers** or quality assurance teams

> **info:**

**Authorizations**: Read more about user roles and permissions in the 'Authorizations' section. 

### Archiving or deleting assets

Delete an asset only when it should be gone entirely; archive it instead if you want to keep the history.

**When to delete:**
- Asset is no longer used
- System has been phased out or replaced  
- Vendor stopped providing services
- Hardware permanently taken out of use

**When to archive:**
- Asset is (temporarily) no longer in scope for compliance
- Deletion is not possible or desirable because historical data needs to be preserved

**Archiving / Deletion process:**
1. **Select one or more assets** with the checkboxes on the left in the overview
2. **"Archive" and "Delete" buttons appear** at the top of the table
3. **Click "Archive" or "Delete"** to archive or delete all selected Assets

**What happens during archiving:**
- **Asset disappears** from daily overviews
- **Links are made invisible** but remain for audit trails
- **Historical data preserved** for compliance
- **Can be restored later** if needed

**What happens during deletion:**
- **Asset disappears** from the entire application

> **warning:**

**Archiving vs deleting**: Archiving preserves all data for reporting and audit purposes. 

When deleting, the Asset can only be restored via a restore request to the helpdesk.

## Creating and managing links

Each asset has, in its Details tab, a section for Controls, Plans, and Risks that you set yourself, plus separate Issues and Tasks tabs that show what has accumulated against the asset. Changes save automatically.

### Linking controls

**Why link controls?**
By linking controls to assets, you establish which security measures apply.

**Linking controls:**
1. **Open an asset** and go to the **"Controls"** section in the Details tab
2. **Select relevant controls** from the available list
3. **Updates are automatically processed**

![Controls linked to an Asset](/images/help/assets_details_controls.png)

> **tip:**

**Relevant linking**: Only link controls that actually apply to this specific asset. Too many links make the overview unclear.

### Assigning plans

**What are plans?**
Plans are predefined schedules that enable automatic task creation for testing assets.

Assigning a Plan ensures that tasks are automatically created on this schedule for all controls linked to this Asset. 
These tasks are assigned to the Asset owners and contributors.

**Linking a plan:**
1. **Go to the "Plans" section** in the Details tab of the asset
2. **Select relevant plans** from the available list
3. **Updates are automatically processed**

![Plans linked to an Asset](/images/help/assets_details_plans.png)

> **warning:**

Although it's possible to assign multiple plans to an Asset, this often leads to too many tasks.

### Connecting risks

**What are risk links?**
Risk links indicate which risks are relevant for this Asset. 

This again helps determine the controls that should apply to the asset.

**Managing risk links:**
1. **Open the "Risks" section** in the Details tab of the asset
2. **Select relevant risks** from the available list
3. **Updates are automatically processed**

![Risks linked to an Asset](/images/help/assets_details_risks.png)

### Monitoring issues

The Issues tab shows every open problem linked to this specific asset.

**Issue tracking:**
1. **Go to the "Issues" tab**
2. **View open problems** related to this asset
3. **Follow up on issue status** and resolution

![Issues linked to an Asset](/images/help/assets_details_issues.png)

### Tracking tasks and progress

The Tasks tab shows every task linked to this asset and where each one stands.

**Viewing tasks:**
1. **Open the "Tasks" tab** of the asset
2. **See linked tasks** and their status
3. **Monitor progress** of tasks assigned for this asset

![Tasks linked to an Asset](/images/help/assets_details_tasks.png)

## Best practices for asset management

An asset register stays useful when names and ownership are predictable, and when someone reviews it on a schedule rather than only when something breaks.

### Organisational structure

Clear, consistent names and at least one owner per asset are what keep a large register navigable.

**Consistent naming:**
- Use clear, descriptive names
- Apply standard prefixes for categories
- Avoid technical abbreviations that not everyone understands

**Owner assignment:**
- Assign at least one owner per asset
- Ensure backup owners for critical assets
- Update ownership during organisational changes

### Maintenance workflows

An asset register stays accurate only with a regular review cadence, not just when something changes.

**Regular reviews:**
- Plan annual asset reviews
- Check link relevance
- Update asset information when changes occur
- Archive unused assets

**Documentation consistency:**
- Keep descriptions current
- Document important changes
- Link to external documentation where relevant

> **tip:**

**Start small, build out**: Begin with your most critical assets and gradually build your asset register. Completeness comes with time, accuracy is important from day one.

## Next steps

Now that you can create and manage assets:
- **Perform assessments** for impact and risk assessment
- **Monitor compliance status** via linked controls
- **Track performance** through tasks and issues
- **Generate reports** for management and auditors