Lookup Tables are provided to allow you to establish pre-defined lists of common values for certain fields in order to standardize your data.
To add values to Lookup Tables, navigate to Asset Management > Asset Tables. The tables will then be in the submenu. Choose the table that you would like to work with, and you will be presented with the list of current values with the “edit” or “delete” option, and an Add left hand menu option. The mechanics of maintaining these tables are the same for all Lookup Tables.
Asset Status can be used to describe whether the asset item is currently in use, available, reserved, undergoing maintenance, etc.
Asset Types are used to classify asset items by identifying specific types such as “Router”, “Printer”, “PC”, etc.
When creating Asset Types, you’ll have the option of whether you want PC fields to be included within each type. “PC” and “Laptop”, for example, will need PC related fields included. Other asset types such as “Printer”, “Cell Phone”, etc, will not need PC related fields and can be excluded from the definition.
Asset Locations allow you to be very specific about where a particular asset item is located. This location value may be used in conjunction with Issuetrak Locations if desired.
User Defined Lists
The location table includes five optional text fields that allow you to retain more specific location information if desired, such as Room or Floor. Once a label has been defined for an optional field, the field will appear on the add/edit screens for each entry. You may use as few or as many of these fields as you wish. If no label value exists for an optional field, the field will not appear.
The Manufacturers table is a list of hardware manufacturers furnished for standardization and ease of data entry. An Asset Management Report is available called, “Asset Counts By Manufacturer”.
Enter your most common Operating Systems values in this table. This table provides a list of values for data entry only; automated audits will not read or add to this information.
Examples of software companies would be “Microsoft”, “Adobe”, “Borland”, etc. When adding a software title to the system, you can specify the software company. While not required, you do have the ability to manually add items to the Software Companies table.
When the audit program returns the software that is installed on a PC, it retrieves the name of the software from the PC's registry. This is the same name you see when you go to your PC’s Control Panel and click ‘Add/Remove Programs’.
You do not need to enter Software Registry manually. The registry names will be loaded automatically from the audit program. However, this table serves as a way to link registry names to Software Titles. For some software, you might want to link a registry name to a software title that is worded differently. For example, there could be dozens of hotfixes from Microsoft. You might want to associate all those to one Software Title called “Microsoft Hotfix” for reporting purposes. Or you might have different service releases of Microsoft Office 2000, and you want them to appear on the software compliance report as just one software package. You would accomplish this by associating the various registry wordings of “Microsoft Office” to one Software Title. See the “Software Management” section of this manual for more information.
The Software Registry table has two additional menu items.
Link Titles is a handy way to quickly associate several registry names with one software title. For example, suppose you audit all the PCs in your company, and you end up with five different wordings for Microsoft Office 2010. Link Titles allows you to easily list just those registry entries, and link all of them to one software title such as “Microsoft Office 2010”.
Copy to Titles
Copy to Titles is especially useful in the beginning of your inventory process. Choosing Copy to Titles will populate the Software Titles table with information from the software registry relating. More information is available under the “Software Management” section of this manual.
Examples of software titles would be “Adobe Creative Suite 6.0”, “Microsoft Office 2010”, or “Amazon Cloud Player”. Software titles comprise the data that show up on the software compliance report. For each software title, you can enter information such as support phone number, support hours, and support Web site address.
It will save you data entry time if you run the audits first, and build the Software Titles table from what the audit returns. See the “Software Management” of this manual for more information.
While viewing the list of software titles, you may want to attach certain files to a software title record. To do this, choose the “attachments” link located to the right of each existing software title. Browse to the file that is to be attached, then click “Save Selected Attachments”.
Add Vendor names to this table along with company and contact information for reference and ease of data entry. An Asset Management Report is available called, “Asset Counts By Vendor”.