Digital assets

The company's vault of online accounts and subscriptions: who owns each account, what it costs, who may use it, and what happens to it when somebody leaves.

Menu path HR › Digital assets › List

Address https://hub.cnvconnect.com/digital-assets

Permission digital_assets_list:view

Who uses it IT, office managers, finance

The screen

1. Title and description — the vault of accounts and passwords: track fees, assign owners, and lock automatically when someone leaves.
2. Add account — register an account.
3. Tabs — All, Shared (accounts several people use) and Individually granted (one named holder). The + adds your own view; the funnel and magnifier filter and search.

How to…

Register an account

1. Select Add account.
2. Record the service, the login identifier, the owner and whether it is shared or granted to one person.
3. Add the cost and billing cycle if you pay for it — that feeds Fee tracking.
4. Save.

Decide shared versus individual

Kind	Use it for
Shared	Team mailboxes, social accounts, vendor portals used by several people
Individually granted	Named seats — one licence, one person

When somebody leaves

Open Alerts and scan for former employees. Accounts they held are exactly the ones that must be reassigned or locked before their last day.

Notes

• Treat the vault as an inventory of which accounts exist and who is responsible, and keep credentials in a dedicated password manager. Do not paste passwords into notes here.
• The cost recorded on each account is what makes the total in fee tracking meaningful — an account with no cost is invisible in the budget view.
• Digital assets are separate from physical assets, and appear in their own alerts rather than in the stock count.