Configuring asset actions
When your company purchases assets in bulk, some standard tasks are performed on them. After your company receives a consignment of assets, assets go through different stages of an asset lifecycle. They are transferred from one department to other, information is noted and updated until the assets are deployed and become functional. As an Asset Administrator, you are responsible for keeping track of these events.
In Smart IT, the Asset Action feature has been designed to help you perform most of these routine and repetitive tasks, especially for bulk assets, with a few clicks. Asset actions are configured and run in Smart IT. You can configure them only on the Universal Client (UC), and run them on the UC, Google Android, and Apple iOS devices with Smart IT installed on them. You can configure the following types of asset actions:
- Relate assets with other assets
- Relate assets with people type
- Update asset information
Depending on the type of asset action specified when configuring asset actions, the actions are run on the assets selected in the Asset console.
You can configure asset actions with various combinations of asset type and subtype, and the necessary type of asset action.
- You can select multiple asset subtypes from a single asset type or multiple asset types.
- When you select an asset type, all subtypes in it are automatically selected.
- You can configure one, two, or all three types of asset actions at the same time.
- Under Select Fields to Update, you can select from the predefined fields to update information in the asset profile. These fields are common to all asset types.
The Update Asset option allows you to add the CMDB fields and AST:Attribute fields to the asset profile.CMDB fields and AST:Attribute fields
The CMDB fields and the AST:Attribute fields are given in this table:
CMDB fields AST:Attribute fields CI Name Status Manufacturer Status Reason Company Part Number Product Name Supplier Model Installation Date Tier 1 Categorization Floor Tier 2 Categorization Tier 3 Categorization Site Room Primary Capability
Note that when you select the AST:Attribute fields, you must also select at least one CMDB field. This is to avoid a situation where even Smart IT users with only viewer permission can run the asset action and update the asset.
Before you begin
Before you configure asset actions, perform the following tasks or verification:
- Verify that you have Asset Administrator and System Administrator permissions.
- Determine a common action. Considering that the asset action you configure is run on the assets selected in the Asset console, you must select specific asset type and subtype.
For example, you can update only those fields you selected when configuring asset action in all selected assets. For some assets, if you want to update additional fields that are listed under Update Asset, you must configure another asset action.
- Check for custom fields.
You cannot update custom fields by using asset action; however, you can add custom fields in asset profile by using field customization.
- Verify whether Smart IT supports the languages to which you want to localize asset actions.
To configure an asset action
- From the Configuration menu, select Screen Configuration.
- In the Configuration window, click Add/Remove Actions to the right of the Asset view.
- In the Add/Remove Actions pane, select Custom Order to specify the order of actions listed in the Asset Action and the More menus.
- To configure actions, click Add Action.
- Under Action Type, click Asset Action.
- To enable access to the action through desktop and mobile platforms, select the Desktop Web (UC) and Mobile Platforms (iOS, Android) check boxes.
- Under Apply to Asset Types, select an asset type.
- Depending on the type of action you want to configure, under Collect User Input, select one or more of the check boxes.
If you selected the Update Asset check box in step 8, select fields that you want to update in the asset profile.
- The field Primary Capability is specific only to the Computer System asset type.
- When you want to update categorization fields, ensure that you select their dependent fields: Tier 1 Categorization, Tier 2 Categorization, and Tier 3 Categorization.
- To update the Site field, you must also select the Company field, because the menu for the Site field is dependent on value of the selected company.
- Under Localized Labels to Show, type a label for the action.
- Click Save.
To edit or delete an asset action
At any time, you can edit or delete asset actions, but only from the UC platform.
- To edit an asset action, click the Add/Remove Actions option for the Asset view, open the asset action, make the necessary changes, and save the asset action.
- To delete an asset action, click the Delete option of the specific asset action, and confirm your deletion.
Scenario for configuring asset actions
The following scenario is based on a fictional company, Petramco. To upgrade the server cluster of the R&D Perforce servers, the Petramco R&D Cloud Management team submitted a procurement request to its IT Infrastructure team to purchase three servers, one rack, and one chassis. After receiving the consignment, the IT Infrastructure team added the assets to the inventory and placed them in the ground floor inventory room. Allen Allbrook, the manager of the IT Infrastructure team, wants to perform the following routine actions on the assets:
- Update details to move the assets to the in-house R&D Cloud Data Center located on the seventh floor.
- Transfer the ownership of assets from the IT Infrastructure team to the manager of the R&D Cloud Management team.
- Relate the assets to the Perforce Business Service assets, because any downtime will impact the Perforce business service.
To configure the asset actions, Allen performs the following steps:
- From the Configuration menu, Allen selects Screen Configuration.
- In the Configuration window, he clicks Add/Remove Actions to the right of the Asset view.
- In the Add/Remove Actions pane, he selects Custom Order to specify the order of actions listed in the Asset Action and the More menu.
- To configure actions, he clicks Add Action.
- Under Action Type, he clicks Asset Action.
- To access the action through desktop and mobile platforms, Allen selects the Desktop Web (UC) and Mobile Platforms (iOS, Android) check boxes.
- To apply the action to all the asset subtypes under computer system, and rack and chassis under Hardware asset type, Allen does the following:
- Under Apply to Asset Types, Allen opens the list of assets.
- He clears the Select All check box.
- To select all the asset subtypes listed under computer system, he selects the Computer System check box.
- To select asset subtypes under Hardware, he clicks Hardware, and then selects the Rack and Chassis check boxes.
- To specify actions, Allen selects the Create Asset Relationships, Create People Relationships, and Update Asset check boxes available under Collect User Input.
When Allen selects the Update Asset check box, fields that can be updated in any asset profile using asset actions are displayed.
- To update the location and status of the received assets, Allen selects the following check boxes:
- Under Localized Labels to Show, Allen types R&D Cloud Setup as the label.
- He clicks Save.