Assets

Assets

In ServiceDesk Plus MSP Cloud, the assets are broadly classified into two types:
  1. IT assets
  2. Non-IT assets

IT Assets 

All IP-based devices that are directly involved in delivering IT services are categorized as IT assets.
The default IT product types available in ServiceDesk Plus MSP Cloud are listed below:
  1. Access points
  2. Computers
    1. Servers
    2. Virtual hosts
    3.  Virtual machines
    4. Workstations
  3. Mobile devices
    1. Smartphones
    2. Tablets
  4. Routers
    1. Cisco routers
  5. Switches
    1. Cisco switches
    2. Cisco Catos switches
  6. Printers
 
To create more IT product types, go to Setup > Customization > Asset Management > Product Type.  


Add IT Assets  

Info
Role Required: SDAdmin, SDSiteAdmin, SDAssetManager, and technicians with Add Assets permissions.
You can add assets only for the customers within your scope. 
 
Prerequisite: Configure IT product types and products under Setup > Customization > Asset Management.
  1. Go to Assets.
  2. Choose a specific customer from the drop-down in the header.
  3. On the left pane accordion, expand Assets > IT using and click the required product type.
  4. Click New on the list view toolbar.
  5. Fill out the asset form (*Mandatory) and click Save.
 
Fields
Description
Configuration
Name *
-
Give the asset a name.
Product *
-
Select an available product from the drop-down. Click the plus icon to create a new product.
 Asset  Details
Serial Number
Unique identifier assigned by the manufacturer.
Specify the product serial number.
Asset Tag
Organization-assigned unique identifier for internal tracking.
Specify the asset tag for the asset.
Vendor
Organization from whom the asset is purchased.
Select an available vendor from the drop-down. Click the plus icon to create a new vendor.
Barcode/QR code
1D/2D codes that store asset details.
This field is auto-populated for assets added via barcode/QR code scan. Click here to learn how to generate barcodes/QR codes.
Purchase Cost
The amount paid to acquire the asset.
Specify the purchase cost in the base currency.
Acquisition Date
Date when an asset is officially purchased and added to the organization's inventory. It marks the start of the asset life cycle.
 
 
Select the corresponding dates from the calendar.
Expiry Date
Date when an asset is considered obsolete, fully depreciated, or ready for retirement/replacement.
Warranty Expiry Date
End of the manufacturer's warranty period.
Location
Asset location
Specify the asset location.
 Asset  State
Asset is Currently *
In use – Asset currently used by a user or department

In store – Asset available in the inventory

In repair – Asset under repair or maintenance

Disposed – Asset that is no longer a part of the IT environment

Expired – Asset that surpassed the expiry date
Select an asset state from the drop-down.
Site
Site associated with the asset.
Select the required site from the drop-down. 

 For assets in use, the field retains the site of the associated asset, user, or department.  Disable the Retain Associated Asset/User/Department’s Site check box to choose the required site.
State Comment
Reason for the asset state change.
Describe the state change.
In use asset state only
Associated To
Asset associated with the new asset.
Select an asset from the drop-down.
User
User to whom you want to assign the asset.
Select a user from the drop-down
Department
Department to whom you want to assign the asset.
Select a relevant department from the drop-down.
Network Details
Specify the network details of the new asset, such as IP address, MAC address, NIC, network, network type, default gateway, and DNS hostname. 

If the asset is DHCP enabled, select True and provide the DHCP server details.
 
  1. If the asset state is In Use, select the assigned user of the asset and their department.
  2. You can also choose an alternative asset associated to the user to auto-populate the User and Department fields.
  3. For assets in store and in repair, you can associate the above entities from the assets list view or under Relationships > Add Relationship > Assign/Associate in the asset details page. After the association, the asset state will be changed to In Use.

For Computers and Mobile Devices, in addition to asset details and network details, you can record their software and manufacturer details, such as BIOS version, service tag, IMEI, OS, memory, and other associated components like processors, hard disks, keyboard, mouse, monitor, etc. 

 

Alternate ways to create IT assets 

  1. Click New on the All Assets list view toolbar and select an IT product type in the asset creation form.
  2. On the left pane accordion, expand Assets and click IT to open the assets card view. Click the plus icon in the required product type card.  
  3. Add IT Assets via Barcode/QR Code
    1.  You can also generate or scan barcodes to add asset records in the module. To do that,
      1. On the assets list view, click Manage Barcode / QR code > Generate barcode/QR code and add assets.
      2. Alternatively, you can go to Barcode / QR code on the left pane and click Generate Code.
  1.  Import IT Assets
    1.  To bulk add IT assets, you can import asset details from a CSV file.
      1. On the IT assets list view, click Import from CSV.
      2. Alternatively, you can go to Setup > Data Administration > Import Data and choose the Assets module. For more information, click here.
  2. Add IT Assets via Purchase Order
  3. You can add assets using scanning options available when receiving items from a purchase order.
 

Non-IT Assets 

All non-IP based devices that are indirectly tied to IT services are categorized as non-IT assets. They may or may not depend on IT assets and can function as a standalone item.
The default non-IT product types available in ServiceDesk Plus MPS Cloud are listed below:
  1. Projectors
  2. Scanners
To create more non-IT product types, go to Setup > Customization > Asset Management > Product Type.

Add Non-IT Assets 

Prerequisite: Configure non-IT product types and products under Setup > Customization > Asset Management.
  1. Go to Assets.
  2. Choose all or a specific customer from the drop-down in the header.
  3. On the left pane accordion, expand Assets > Non-IT using and click the required product type.
  4. Click New on the list view toolbar.
  5. Fill out the asset form (*Mandatory) and click Save.
Fields
Description
Configuration
Name *
-
Give the asset a name.
Product *
-
Select an available product from the drop-down. Click the plus icon to create a new product record.
Asset Details
Serial Number
Unique identifier assigned by the manufacturer.
Specify the product serial number.
Asset Tag
Organization-assigned unique identifier for internal tracking.
Specify the asset tag for the asset.
Vendor
Organization from whom the asset is purchased.
Select an available vendor from the drop-down. Click the plus icon to create a new vendor record.
Barcode/QR code
1D/2D codes that store asset details.
This field is auto-populated for assets added via barcode/QR code scan. Click here to learn how to generate barcodes/QR codes.
Purchase Cost
The amount paid to acquire the asset.
Specify the purchase cost in the base currency.
Acquisition Date
Date when an asset is officially purchased and added to the organization's inventory. It marks the start of the asset life cycle.
 
 
Select the corresponding dates from the calendar.
Expiry Date
Date when an asset is considered obsolete, fully depreciated, or ready for retirement/replacement.
Warranty Expiry Date
End of the manufacturer's warranty period.
Location
Asset location
Specify the asset location.
Asset State
Asset is Currently *
In use – Asset currently used by a user or department

In store – Asset available in the inventory

In repair – Asset under repair or maintenance

Disposed – Asset that is no longer a part of the IT environment

Expired – Asset that surpassed the expiry date
Select an asset state from the drop-down.
Site
Site associated with the asset.
Select the required site from the drop-down. 

For assets in use, the field retains the site of the associated asset, user, or department.  Disable the check box to choose the required site.
State Comment
Reason for the asset state change.
Describe the reason for asset state change.
In use asset state only
Associated To
Asset linked to the new asset.
Select an asset from the drop-down.
User
User to whom you want to assign the asset.
Select a user from the drop-down
Department
Department to whom you want to assign the asset.
Select a relevant department from the drop-down.
If the asset state is In Use, select the assigned user of the asset and their department.
You can also choose an alternative asset associated to the user to auto-populate the User and Department fields.
For assets in store and in repair, you can associate the above entities from the assets list view or under Relationships > Add Relationship > Assign/Associate in the asset details page. After the association, the asset state will be changed to In Use.

Alternate Ways to Create Non-IT Assets  

  1. Click All Assets on the left pane, click New on the list view toolbar, and select a non-IT product type in the asset creation form.
  2. Click Non-IT under Assets on the left pane. This opens the asset card view. Click the plus icon in the required product type card.  
  3. Add non-IT Assets via Barcode/QR Code
    1.  You can also generate or scan barcodes to add asset records in the module. To do that,
      1. On the assets list view, click Manage Barcode / QR code > Generate barcode/QR code and add assets.
      2. Alternatively, you can go to Barcode / QR code on the left pane and click Generate Code.
Learn how to manage barcodes/QR codes for new and existing assets.
 
  1.  Import IT Assets
    1. To bulk add IT assets, you can import asset details from a CSV file.
      1. On the IT assets list view, click Import from CSV.
      2. Alternatively, you can go to Setup > Data Administration > Import Data and choose the Assets module.
For more information, click here.

View Asset Details  

Click the required asset name in the list to view its details. Technicians with Edit permission to the asset can spot-edit field values in the details page. 


The following entities are listed as tabs:
Tab
Description
Available For (product types)
Details
Lists all the details provided in the asset form.
All product types
Relationships
Shows a flowchart containing assets, components, and business services that are associated with the asset.
You can also add new dependencies in this tab.
All product types
Contracts
Lists the contract details associated with the asset.
All product types
Financials
View and calculate the total cost of ownership and depreciation value for the asset.
All product types
Inventory Details
Displays the OS and interface details.
Printers, Routers, Switches, and their child types.
Mobile Details
Displays the mobile-related attributes provided in the asset form.
Mobile Devices and their child types.
Virtual Machines
Displays the details of the virtual machines associated with the virtual host.
Virtual Hosts
Hardware
Hardware-related details.
Computers
Software
Software-related details.
Computers
History
View a log of operations performed on the asset record.
All product types
 
For more information, refer to Asset Details.

Edit Assets 

You can edit asset details from the list view and asset details page.

Edit via List View 

  1. Go to Assets.
  2. Click the required asset product type on the left pane accordion.
  3. Choose a customer from the drop-down in the header.
  4. Click the gear icon next to the required asset in the list and click Edit.
  5. Edit the necessary details and click Save.
 
You can also bulk select assets from the list using the check box and update specific fields for the chosen assets. This is useful to update common information for multiple assets. 

To do that,
  1. Go to Assets.
  2. Click the required asset product type on the left pane accordion.
  3. Choose a customer from the drop-down in the header.
  4. Select the required assets from the list using the check box.
  5. Click Edit on the toolbar and edit the necessary fields in the Bulk Edit pop-up.
Info
 You cannot bulk edit the name, unique identifiers, and site/user/department association. 


Edit via Details Page 

  1. Go to Assets and click the required asset product type on the left pane accordion.
  2. Choose the required customer from the drop-down in the header.
  3. Click the required asset in the list. This opens the details page.
  4. Click Edit on the toolbar.
  5. Edit the necessary details and save.

Technicians with Edit Assets permissions can inline-edit fields in the details page.

Delete Assets 

  1. Go to Assets.
  2. Click the required asset product type on the left pane accordion.
  3. Choose a customer from the drop-down in the header.
  4. Select the required assets from the list using the check box.
  5. Click Delete on the toolbar.
Info
Deleting an asset will delete all its financial details and historical records.  
  1. Click Confirm to proceed with the deletion.
 

Asset Expiry Notifications 

Via email, you can notify technicians a certain period before the asset warranty or license is about to expire. To do that, you must enable the notification in the admin configuration.
  1. Go to Setup > Automation > Notification Rules > Asset.
  2. Under the Asset Expiry Notifications section, enable the required notifications and set a period before which the technicians must be notified about the expiration.
  3. Hover over the required notification and click the edit icon to customize the notification template.
 

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