Assets

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Index

Introduction The Asset record will display the configured asset attributes for the given asset type, users with the appropriate rights can edit the attributes of the asset. It is possible to link assets to other assets, services and documents, add attachments, and with Configuration Manager installed, it is also possible schedule activities against the asset, collaborate on the asset timeline, follow the asset and graphically view the relationships the asset has to other entities.

Related Articles Manage Assets Asset Types Enable Timeline & Activities Asset History Shared Assets Custom Buttons iBridge

Asset Actions

• Update

The update action will be visible if Configuration Manager has been installed on your instance and the asset is marked as In Policy

Use the update action to post to the assets timeline, and collaborate on the asset with other users.

• Link

This Action Item lets you search and link this asset with an existing request within Service Manager

• Assets

Link this asset to other related or connected assets

• Attachments

Upload files and documents from your local file system

• Service

Link to a service that is supported by this asset

Associating which Services an asset supports or underpins can support quicker Incident and or Problem resolutions by making it quick and easy to understand what infrastructure is directly used to provide each service. Change management can benefit from visualising which Services will be impacted when implementing changes to an asset, where the asset is linked to and supports / underpins one or multiple services.

• Documents

Link to documents that are stored in Hornbill Document Manager

Asset History

View all changes to the asset's attributes, by whom and when.

Summary

A Summary section maybe visible on the right hand side of the asset details view. The attributes displayed in the summary section are configurable per asset type, and can be managed by the asset administrator, alongside deciding which asset attributes to make visible per asset type, and which asset attributes are mandatory. This is covered in more detail under Asset Types

Asset Details

View the assets attributes.

The Assets are broken down into logical groupings, which will be specific to the Asset Type and Asset class the asset belongs too.

Updating/Editing an Asset

To edit an asset's attributes or asset image, select Edit, Make the changes you need and then select the Save button to confirm the changes.

• Asset Attribute Lookups

Certain Attribute fields will be free text, others will be lookup fields, guidance is given on the key lookup fields below:

• Used by

An asset can either be used by a single active user (not contacts), or if the Enable Sharing option is enabled, the used by will display as Shared and a new Shared With option will appear allowing the asset to be shared with multiple users, contacts, internal groupings and external organisations. If an asset is shared, it will appear as a selectable asset on requests and progressive capture asset forms for those it has been shared with.

• Owned by

User look up based on active user accounts (not contacts). The users returned in the Owned By look-up will be based on the Company Group specified in the Company field if this is already populated.

• Site

List of sites defined in the administration console, the list will be filtered by sites linked to a Company Group, if the Company field is already populated.

• Company

List of defined Company Groups set up in the administration console, under Organisation Data.

• Vendor

Software Class specific, lookup is defined from Vendors created from the Manage Asset Types and Manage Vendors, Products, Versions button on the Software Asset Class

• Product

Software Class specific, lookup is filtered based on the previously chosen Vendor field. Products are created from the Manage Asset Types and Manage Vendors, Products, Versions button on the Software Asset Class

• Version

Software Class specific, lookup is filtered based on the previously chosen Product field. Versions are created from the Manage Asset Types and Manage Vendors, Products, Versions button on the Software Asset Class

Attachments

View, edit the description of, or remove any attachments associated to the asset

Linked Entities

If the asset has been linked to other entities in Hornbill, they will be visible in the linked entities section

• Linked Requests

View all requests the asset has been linked too

• Assets

View any other linked assets (launch a graphical view if configuration manager is installed)

• Services

View any services the asset is linked too

• Documents

View, Download or unlink any documents the asset is linked too

Timeline

Collaborate on and follow assets. The Timeline will be visible on an asset view if Configuration Manager is installed and the asset is marked as under policy.

Tags

Tags provide a way to specify key words or attributes on an Asset for easy searching for this asset and any other asset using the same tag.

• Adding a Tag

To add a tag, simply start typing the tag that you wish to add. As you type, existing tags that match will be displayed and can be selected. There are two modes available that control if a user can add their own tags or if the predefined tags must be used.

• Conditions

Within both the Advanced Filter and the View Criteria on the Asset List, you can add a condition to filter your asset list based on one or more tags

• Global Search

The Global Search contains two search options. Search by Name and Description (default) or by Tags. Selecting the Tag search will provide a list of results based on the tags provided.

Activities

Schedule and Manage asset activities such as reviews and PAT testing. The Activities option will be visible if Configuration Manager is installed and the asset is marked as under policy.

Custom Buttons

It Maybe useful to link to external content, or launch 3rd party solutions from asset forms. Custom buttons can be added to asset forms to facilitate this by the asset administrators.

Add, Edit or Remove custom Buttons on the Asset form by using the Custom Buttons option.

• Add a New Custom Button by giving the Custom Button a name, invoke an iBridge option or define a URL to launch from the button by adding an asset attribute field as a variable you want to pass to the the URL.
• Example uses for Asset Custom Buttons may include launching a 3rd party online remote control application, or viewing further asset information held in a 3rd party discovery tool, or simply a link to the vendors website for more information on the asset.
• Custom Buttons can be set to only show if certain conditions are met i.e if the asset form being viewed is of a certain type or class, or if an attribute of the asset manages the given condition.