About the Asset Management Module

Asset Management is a convenient way to store and manage asset items. With minimal setup and configuration, this valuable tool gives you the power to track and maintain asset items quickly and easily. Asset Management may be used to store information about many types of asset items. The ability to report and search for items in order to uncover trends, as well as the ability to track expenses, are at your fingertips. Asset items may be linked to specific issues, facilitating identification of equipment that may be generating unusually high or low numbers of issues. Asset Management also offers you the flexibility to use automated auditing, manual inventory maintenance, or the choice to use a combination of both methods.

Asset Management was created as a straightforward way to record and maintain asset information for your company. This module allows a wide variety of information to be stored about each item. Items may be cloned to speed data entry. Asset items may be linked to a user or associated with non-users. Extensive search capability is provided to easily locate items and detect trends. Reports are built-in for immediate feedback and include drill-down functionality allowing you to move from summary information to detailed information with a simple click of your mouse.

TrakPC runs via a network login script and returns the configuration and software information for each PC. You may also optionally choose to run TrakPC locally on each machine. If no asset item record exists, a new record will automatically be created. If a matching asset item record already exists, the existing item will be updated with the information discovered by the current audit. There is also the option to review audit information prior to applying it or have it update automatically.


 

Activating Asset Management

This section will guide you through the basic setup required to begin using Asset Management. 

Steps:

  1. Sign into issuetrak as a Sys Admin.
  2. Go to the Gear icon in the upper right corner of Issuetrak.
  3. Along the lefthand menu, choose Features.
  4. Place a check in the Activate Asset Management checkbox and then click the Update button.

There should now be an Asset Management menu option on the Home Menu. If you also wish to utilize ScanPC functionality, place a check in the Use ScanPC – On Demand Audits checkbox.


 

Managing Asset Types

Asset Types are used to determine an item classification. Two asset types are created by default in Issuetrak:

  • PC
  • MAC

By default, Assets that are added manually or via TrakPC will use the PC Asset Type. Assets added by TrakMac will default to the MAC Asset Type. These defaults can be changed by going to Modules > Asset Management > Settings.

You can manage the available asset types by navigating to Modules > Asset Management > Asset Tables > Asset Types.  For each type, you may specify whether you want it to include PC-related fields by clicking on the Include PC Fields checkbox.

Optional User Defined Fields can be used if there is additional data you would like to retain for a certain Asset Type that is not already provided in the item record. You can create any number of user-defined text fields and/or list fields to further define each Asset Type by editing the Asset Type after it has been created.


 

Asset Management Settings

The Asset Management Settings page can be found by navigating to Modules > Asset Management > Settings.

This page allows you to set the behavior for matching audits to assets, as well as establish the default values to be used under certain circumstances within the Asset Management module. When audit records come in, they reside in a separate audit table. There is a procedure to apply the audit records to the asset item records. If an asset item record does not exist, one will be created. If an asset item record does exist, then it will be updated with the audit information.

Issuetrak uses a combination of 6 fields to ensure the best match from audit to asset. Fields used with their weights are listed below:

Asset Identifier Weight
Serial Number 6
Motherboard Serial Number 5
MAC Address 4
Computer Name 3
BIOS Version 2
Service Tag 1

In order for an audit to be a valid match to an asset, 4 of the 6 criteria must match. If more than one audit matches an asset, the audit with the highest accumulated weight will be applied.

Asset Setting Description
Assign Asset if matching user found If selected, the system will automatically associate an asset to a particular user if the Issuetrak User ID is the same as the ‘Login Name” returned in an audit.
Update Asset Name with Computer Name Asset will be updated with Computer Name returned by audit.
Reactivate assets if matching audits are received If an asset is inactivated, and an audit matching the asset is applied, then the asset will be reactivated.
Default Asset Types You can specify the Default Asset Type for assets when they are added via each method (TrakPC, TrakMac, or manually added).

 

Access to Asset Management Information

Consider who will have access to Asset Management information. There are two user attributes related to Asset Management. These attributes control whether users can view asset item records or whether users can manage and maintain asset item information. You will assign these attributes in Administration under Edit User, or via Group membership.

  • Can view and select from Assets when submitting and maintaining issues — Allows users to view or select assets from the Issue screens. This permission does not grant the user access to the Modules > Asset Management menu item.
  • Can access and maintain Asset Management Module functions — Allows users to administrate asset item information. These users will have permission to view, create, maintain, and delete Asset Management information. This permission does grant the user access to the Modules > Asset Management menu item.
  • Allowed Read Only access to Asset Management information - Allows users read-only access to all asset item information. This permission does grant the user access to the Modules > Asset Management menu item.