Configuring and running asset actions
Overview of configuring and running asset actions
When your company purchases assets in bulk, often there are certain standard tasks to perform on them. After your company receives a consignment of assets, the assets go through different stages of asset lifecycle, they are transferred from one department to other, and information is noted and updated until the assets are deployed and become functional. As an Asset Administrator, you are responsible to keep track of all 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 just 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.
For example, your company has purchased 25 assets: 5 laptops, 10 UPS, and 10 processors. These assets have been added to the inventory and are now with the Procurement team. You must assign these assets to the manager of the IT Services team, change their location, and relate them to Email Business Service. Instead of manually filling in the details of each asset, you configure an asset action to create the people relationship, update the asset's location, and relate the asset with other assets. In the Asset console, you then select all 25 assets and run the asset action. In a few simple steps, you can assign the assets to the right person and specify the people role, enter the location details, and relate them with specific assets.
Configuring asset actions
You can configure asset actions with various combinations of asset type and subtype, and the necessary type of asset action. The Smart IT UI provides the flexibility you need to configure asset actions:
- 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 verifications:
- Verify that you have Asset Administrator and System Administrator permissions.
- Define 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. See "Adding custom fields to your views using Smart IT" in Related topics.
- 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 that you want to edit, 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.
Running asset actions
You can run asset actions on the UC, Android, and iOS platforms. On mobile devices, tap Actions on the Asset console screen to run asset actions.
Asset action UI behavior
The following points explain how the asset action UI has been designed to run asset actions.
- The Asset Actions list with the configured action in it becomes visible only when you select the check box corresponding to the asset on the Asset console.
- When you open an asset, asset actions configured for that asset are included in the More list. You can run the asset action on the asset.
- By default, all assets have a predefined action in the More list:Put into Inventory.
- You can specify multiple search options when searching for related assets.
- Depending on the asset type specified when configuring asset actions, the Asset Action list is displayed only for those specific assets on the Asset console and on the asset profile.
Before you run an asset action, you must consider the following points about assets on which you want to run the asset action.
- To run asset actions, you must have the Asset user permission.
- You can run asset actions only on the asset types you specified when you configured the asset actions.
- On the Asset console, you can select a single or multiple assets of the specified asset type and run the action.
- You cannot run multiple actions of an asset action type. For example:
- You can relate selected assets with only one people type and one role at a time. For example, out of 10 processors, if you want to assign 8 processors to George and 2 processors to Nancy, and specify different roles, then you must run the same asset action twice to relate the 2 sets of processors to different people.
- You can relate assets selected in the Asset console with assets you have selected in a search result, and specify only one asset-to-asset relationship type. For example, if you have five laptops and you want to relate two of them to a color printer, two to a black-and-white printer, and one to a color printer and a remote file system asset, you must run the same asset action three times to relate all five laptops to their specific assets and specify the necessary asset relationships.
To run an asset action
- On the Asset console, specify filters to search for assets that you want to update.
- Select check boxes for assets in the search result.
- From the Asset Actions list, select an asset action to run.
- The Update Assignment pane is displayed.
- To update the profile of the selected assets, enter details in the appropriate fields.
- To create a relationship between the selected assets and other assets, click Create Asset Relationships. Alternatively, you can also click the Next Step button.
- To search for assets to relate, use the basic or advanced search.
- From the search result, select the check boxes for assets, and then select the relationship type and subtype.
- To create a relationship between the selected assets and a person, click the Create People Relationships tab, and select a people type from the list.
- Search for the person, and select the person's name from the search result, and then select the person's role from the role list.
- Click Save.
A message confirming the successful running of the asset action is displayed.
Scenario for configuring and running an asset action
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.
Steps to configure the asset action
- 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.
Mary is in Allen's team, and she has the Asset user permission. Allen has assigned her the task of transferring the received servers, rack, and chassis to the R&D Cloud Management team. She must run the asset action R&D Cloud Setup and perform the following updates:
- Relate the assets to the following items:
- Asset-Perforce Business Service
- Relationship type-Impact
- Relationship subtype-Starting asset is child
- Transfer the ownership of assets to Bob Baxter, the manager of the R&D Cloud Management team, and specify the Managed by role.
Update the asset profile with the following details:
- Company - Petramco
- Site - R&D Cloud Data Center
- Room - 701 Server room
- Floor - 7
- Status - Deployed
Steps to run the asset action
- Mary opens the Asset console, and applies the Computer System, Chassis, and Rack filters to search for specific assets.
- From the list of displayed assets, Mary selects the check boxes for the newly received three servers, one rack, and one chassis.
- After selecting the check boxes, the Asset Actions list is displayed.
- From the Asset Actions list, Mary selects the R&D Cloud Setup action.
- The Update Assignment pane is displayed.
- To update the record of the selected assets with the new location and asset status, Mary enters the company, site, room, floor, and status details in specified fields.
- To create a relationship between the selected assets and the Perforce Business Service assets, Mary clicks Create Asset Relationships. Alternatively, she can also click the Next Step button.
- Mary uses the basic search to search for Perforce business service assets.
- From the search result, she selects the check boxes of the necessary Perforce business service assets, and selects Impact as the relationship type, and Starting asset is child as the relationship subtype.
- To create a relationship between the selected assets and the Manager of the R&D Cloud Management team, Mary clicks Create People Relationships.
- In the People Type list, by default Person is selected.
- She searches for Bob Baxter, selects his name from the search result, and selects Managed by from the role list.
- Mary clicks Save. A message confirming the successful running of the asset action is displayed.
To verify the result of the asset action that Mary ran, she opens one of the selected assets and finds the added fields and values in the asset profile. In the Assets and People tabs, she finds the related assets and person.