Setting and removing the location for assets automatically

As an asset administrator, create automation rules to set the location of any newly created asset by using Asset Automation. You can also remove the location from an asset. After you create automation rules, the new asset will automatically have the correct location added. The automation saves manual effort and increases the quality and accuracy of the data.

The location structure for Helix ITSM: Asset Management is a hierarchy that is established in the foundation data of BMC Helix ITSM. This hierarchy is defined as Company, Region, Site Group, and Site. The organizational foundation data must be present in Helix ITSM before you can assign Assets to a location. A BMC Helix ITSM Administrator can view, edit, and create this hierarchy as described in Creating sites and other locations.

Related topics

Automating-tasks-by-using-Asset-automation

Updating-company-and-location-for-CIs

Asset Management user roles and permissions

Before your begin

To create an automation, you must have Asset admin permissions along with the Asset Automation Admin functional role.
To assign the Asset Automation Admin functional role to a user, see Asset Management user roles and permissions.

Important

  • You cannot edit automation rules after you save the rules. Make sure that you review the parameters carefully before saving a rule.
  • If you are using software license management, you must specify the company for Product asset types. If you do not specify the company, the Product will not be related to a software license certificate. Other fields might be required for some license types, for example, the Site field is required for matching with a Site license.
  • Location information is specified at the Company level. Depending on the Company the CI belongs to, the available selections might differ in the subsequent Location fields.
  • If the status of an asset is In Inventory, the asset location is automatically set to the Inventory Location.

To set the location for assets automatically

After you create an automation, the specified rules are applied to any new assets in your organization. You must specify the criteria and relationships when you create the rule. Asset automation assigns the relationships to assets that fall in the specified criteria.

  1. Go to Asset Console and click Asset automation console.
  2. Click Create automation.
  3. Enter a name for the automation.
  4. In Criteria, select the Asset type for which you are configuring the automation. For example, Product.
  5. Add an expression for the criteria. For example, ManufactureName = "Microsoft"
    image-2024-3-26_10-57-20.png
  6. From the Relationship type list, select Set location.

  7. Based on your selection, specify the parameters, such as Company, Region, Site group, Site, Floor and Room.

    1742804423179-168.png

  8. (Optional)Specify the attributes and values that you want to assign to the asset.
  9. Click Save.
    The automation is displayed in the list of automations in Draft state.
  10. After you review the rules for accuracy, select the automation and click Enable.
    The status of the automation changes to Active after you enable.

 

To remove the location from assets automatically

After you create an automation, the specified rules are applied to any new assets in your organization. You must specify the criteria and relationships when you create the rule. Asset automation assigns the relationships to assets that fall in the specified criteria.

  1. Go to Asset Console and click Asset automation console.
  2. Click Create automation.
  3. Enter a name for the automation.
  4. In Criteria, select the Asset type for which you are configuring the automation. For example, Product.
  5. Add an expression for the criteria. For example, ManufactureName = "Microsoft"
    image-2024-3-26_10-57-20.png
  6. From the Relationship type list, select Remove location.1742811419203-220.png
  7. Click Save.
    The automation is displayed in the list of automations in Draft state.
  8. After you review the rules for accuracy, select the automation and click Enable.
    The status of the automation changes to Active after you enable.

 

Tip: For faster searching, add an asterisk to the end of your partial query. Example: cert*