This documentation supports the 22.1 version of BMC Helix ITSM: Smart IT. To view an earlier version, select the version from the Product version menu.

The documentation for BMC Helix ITSM 23.3.00 has changed. To understand the changed documentation structure see, Where did the Smart IT documentation go? Open link  

Scanning assets in Smart IT using mobile devices

Use BMC Helix ITSM: Smart IT mobile application to scan asset bar codes or QR codes to view asset records. You can then use the asset record to complete multiple processes in Smart IT .

It also provides the capability to scan multiple asset codes and perform actions like receiving the assets. When you scan a barcode to search for an asset, only the asset that is an exact match of the barcode is displayed. 

Asset users with Receiving User permissions can scan items using their mobile devices and view details, edit the details if they have Asset Management permissions, and receive them.


Users without Receiving User permissions can only scan a single asset at a time, and must trigger the barcode scan from the global search menu to scan assets.

To update asset details

When working on tickets on your mobile devices, you may require to update details of the asset you are working on. As an Asset Manager, when you scan an asset using your mobile device, in Smart IT, you can view the asset record and update it.

  1. Open Smart IT mobile application.
  2. From the selection menu, select Search and then tap Search by code scanning.    
    The mobile device camera opens.

  3. Hold the camera over the asset ID bar code.
    The camera reads the bar code, looks up the asset in the system, and displays the relevant asset details. 

  4. After the asset details are displayed, you can update the asset status and save the record.

Scenario for updating asset details 

To receive multiple assets

Smart IT provides the functionality to scan assets that have been delivered, match them to the existing asset record, and then update the status of the line items corresponding to the assets in a purchase order. This provides users the flexibility to update the received status of the asset using their mobile devices when it actually arrives at the warehouse, instead of having to manually search for and update the status of each asset.

  1. Open Smart IT mobile application.
  2. From the selection menu, select Code Scan.  
    The mobile device camera opens.

  3. Hold the camera over an asset ID bar code and scan it. 
    The system looks up the asset in the system, and if found displays the asset name as Found. If however, the scanned code is not found, it is displayed as Not Found, and you must first create the asset record before you can receive it.

  4. Scan the remaining the assets.

  5. Click Continue and select the Relate to PO option.  

  6. On the Search PO window, enter the purchase order number related to the scanned asset or assets, and open the corresponding purchase order. 
    If the part number and CI type of a received asset matches the part number and CI type of a line item in the purchase order, the system displays Match against the line item. 
    If multiple assets are related to the same purchase order, the system displays Match against all assets that match. 

  7. To confirm receipt of the asset, click Save.
    If all line items in the purchase order have been received, their status is updated to Received. If only a part of the purchase order has been received (that is, the received count is less than expected count or the total count or not equal to 0), the status is updated to Partially Received.
    After you save the record, you are prompted to either scan another item or search for another purchase order.

Scenario for updating a purchase order with received assets 

Paresh is an Asset Receiving Manager who has to receive a set of assets that was just delivered. Using his mobile device, he scans each asset, matches it to the existing asset record and updates the status line items corresponding to the asset in the relevant purchase order. 


You can also manually update the asset bar code or QR Code value to receive an asset.

To relate an asset to a record 

Smart IT provides the functionality to scan assets and relate them to an existing record making it easier for field technicians to add related assets from within the tickets they are working on. Instead of manually searching the system for the related asset, when you are editing a ticket, you can scan the asset and link the asset record to the ticket. For assets that do not exist in the system, you require to create the record before relating it to the ticket.

  1. Open Smart IT mobile application.
  2. Open the applicable record, such as an incident record. 

  3. On the record, tap Related Items.

  4. From the Actions menu, tap Add Related Items.
  5. Select Asset as the item type, and then tap Scan codes to find assets.
  6. Using mobile device camera, scan the asset tag. 
    The asset record is pinned to the open record, such as an incident record.
  7. To add the asset record to the Related Items list of the open record, tap Relate  and then save the open record.

Scenario for relating assets to an existing record

Mary is a support specialist working on an incident related to fixing a printer. She realizes that she needs to attach the asset record of the printer to the incident. Using Smart IT on her iPad she can scan the printer asset tag and relate it to the incident record.

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