Difference between revisions of "Manage Assets"

Latest revision as of 20:31, 8 February 2024

This document can now be found at its new location in the Hornbill Document Library.

@@ Line 1: / Line 1: @@
+This document can now be found at its new location in the [https://docs.hornbill.com/servicemanager-user-guide/asset-management/manage-assets/ Hornbill Document Library].
+[[file:hornbill-document-library.png|Manage Assets|link=https://docs.hornbill.com/servicemanager-user-guide/asset-management/manage-assets/]]
+<!--
 <div style="border:1px solid #90C0FF; background:#D0E0FF; width:99%; padding:4px; margin-bottom:10px;">
 __NOTOC__
@@ Line 16: / Line 21: @@
 == Related Articles ==
-:* [[Asset Types]]
+:* [[Asset Types|Manage Asset Types]]
+:* [[Assets]]
+:* [[Software Asset Management]]
 :* [[Configuration_Manager|Enable Timeline & Activities]]
 :* [[Custom Buttons]]
@@ Line 22: / Line 29: @@
 ==Assets Landing Page==
-[[File:Assets_Landing_Page.png|right|350px|link=https://wiki.hornbill.com/images/c/c3/Assets_Landing_Page.png|Asset Landing Page]]
+[[File:Asset_Class_Landing_Page.png|right|500px|link=https://wiki.hornbill.com/index.php?title=File:Asset_Class_Landing_Page.png|Asset Landing Page]]
 When you first select the Manage Assets option a tiled Assets Landing Page is displayed, showing the different available Asset Classes.  Clicking on any of the tiles will display an asset list with all the assets belonging to that class.
-The avialable Classes include:
+The available Classes include:
 :* '''All Assets'''
 :: This will display all assets, independent of there class. The available information in this view will be generic to all asset classes.
@@ Line 44: / Line 51: @@
 :* '''Telecoms'''
 :: Phone systems, desk phones, and other communication assets
+:* '''Systems'''
+::* Business information, ownership and authorizing contacts across the business
+:* '''Data Processing Record'''
+::* Record of Processing Activity (ROPA)
 <br>
 <br>
@@ Line 49: / Line 60: @@
 == Asset List ==
-The Asset List lets you access all the available assets.  A number of features on the Asset List are available to help you locate your assets and view information about these assets.
+The Asset List lets you access all the available assets.  A number of features on the Asset List are available to help you locate your assets and view and export information about these assets.
 [[File:Asset_List_Download.png|500px]]
-<br>
-<br>
-<br>
-<br>
-<br>
-<br>
-<br>
 ===Tool Bar Features===
-<div class="mw-collapsible mw-collapsed" data-collapsetext="Show Less" data-expandtext="Read More" style="width:1000px">
+{{bullet1|Add a New Asset|The New Asset button allows for the manual creation of an asset. This button is located on both the Asset Landing Page and the Asset List. [[Adding an Asset Manually]]
-* Quick Filter
-<div class="mw-collapsible-content">
-The filter can be used to quickly focus on those asset records that are important to you. The filter will operate on the asset records that  appear in the current list and will return records where a match is found in any of the asset attributes.
-<br>
-<br>
-'''Please Note''' - The Quick Filter adheres to a number of rules:<br>
-) To search on the Class-specific attributes of an asset record, you must be viewing a Class-specific list.<br>
-) It will search all asset attributes regardless of whether or not the attribute is displayed in your list view.<br>
-) The filter does not operate on attributes containing a date-time value, state, location type, acq. method, or depreciation method (however sorting on these columns should allow effective identification of the records of interest).
-<br>
-<br>
-</div>
-</div>
-<div class="mw-collapsible mw-collapsed" data-collapsetext="Show Less" data-expandtext="Read More" style="width:1000px">
-* Class Selector
-<div class="mw-collapsible-content">
-:: Switch between Asset Classes or All assets by selecting the relevant option (Note the list columns will change to reflect those configured for each Asset Class).
-</div>
-</div>
-<div class="mw-collapsible mw-collapsed" data-collapsetext="Show Less" data-expandtext="Read More" style="width:1000px">
-* Add a New Asset
-<div class="mw-collapsible-content">
-:: The New Asset button allows for the manual creation of an asset. This button is located on both the Asset Landing Page and the Asset List. [[Adding an Asset Manually]]
 :: [[File:Information.png|14px|text-top|Information]] Batch processing or the adding of multiple assets can also be achieved by using the [[Upload Assets CSV]]
 :: [[File:Information.png|14px|text-top|Information]] Automated processing using an external data source can be achieved by using the [[Database Asset Import]]
-</div>
+}}
-</div>
-<div class="mw-collapsible mw-collapsed" data-collapsetext="Show Less" data-expandtext="Read More" style="width:1000px">
+{{bullet1|Quick Filter|The filter can be used to quickly focus on those asset records that are important to you. The filter will operate on the asset records that  appear in the current list and will return records where a match is found in any of the asset attributes.
-* Export Assets
+{{infobox|1.) To search on the Class-specific attributes of an asset record, you must be viewing a Class-specific list.<br>
-<div class="mw-collapsible-content">
+::2.) It will search all asset attributes regardless of whether or not the attribute is displayed in your list view.<br>
-:: Export the contents of the Asset list to CSV
+::3.) The filter does not operate on attributes containing a date-time value, state, location type, acq. method, or depreciation method (however sorting on these columns should allow effective identification of the records of interest).}}}}
-::* Choose which of the available columns on the list you wish to export (the available options will be specific to the asset class)
-</div>
-</div>
-<div class="mw-collapsible mw-collapsed" data-collapsetext="Show Less" data-expandtext="Read More" style="width:1000px">
+{{bullet1|Advanced Search|Use the advanced search option to filter assets based on multiple definable conditions. Before adding your first ''Condition'' make sure you select the appropriate Asset Class from the Class Selector.  Once you start adding the first ''Condition'', the Asset Class will be locked to the current Asset Class and the matching fields for that Asset Class will be available when adding conditions. Once Conditions are set use either the search option to filter the results and or saved the search as one of your views. }}
-* Customize Columns
-<div class="mw-collapsible-content">
-:: The available columns will be specific to the Asset Type the list is using. The available columns will be a combination of the common attributes which all Asset Types share, and the Type Specific attributes for the selected Asset Type. If choosing to display All Assets only the shared asset attributes will be available to select from.
-</div>
-</div>
+{{bullet1|Class Selector|Switch between Asset Classes or All assets by selecting the relevant option (Note the list columns will change to reflect those configured for each Asset Class).}}
+{{bullet1|Add a New Asset|The New Asset button allows for the manual creation of an asset. This button is located on both the Asset Landing Page and the Asset List. [[Adding an Asset Manually]]
+:: [[File:Information.png|14px|text-top|Information]] Batch processing or the adding of multiple assets can also be achieved by using the [[Upload Assets CSV]]
+:: [[File:Information.png|14px|text-top|Information]] Automated processing using an external data source can be achieved by using the [[Database Asset Import]] }}
-===List Features===
+{{bullet1|Views|The Views provide a way of defining and storing a number of different views of the assets. The criteria builder lets you specify conditions based on information held in the asset records, giving you quick access to particular sets of important data. You can quickly change your Views by selecting from your list of defined views on the Asset List toolbar.}}
-<div class="mw-collapsible mw-collapsed" data-collapsetext="Show Less" data-expandtext="Read More" style="width:1000px">
-* Column Sorting
-<div class="mw-collapsible-content">
-:: Each column header allows the order of the list to be changed by clicking on the title of each column
-</div>
-</div>
-<div class="mw-collapsible mw-collapsed" data-collapsetext="Show Less" data-expandtext="Read More" style="width:1000px">
-* View an Asset
-<div class="mw-collapsible-content">
-:: Each Asset in the list contains links to open the Asset Details form
-</div>
-</div>
-<div class="mw-collapsible mw-collapsed" data-collapsetext="Show Less" data-expandtext="Read More" style="width:1000px">
-* Delete an Asset
-<div class="mw-collapsible-content">
-:: Using the multi-select check boxes, one or more assets can be selected.  Once selected the ''Delete'' button becomes available in the Asset List tool bar.  Multiple assets can be selected by clicking on one asset, and then while holding down the Shift key and select another asset.  All assets between these two assets will be selected and available for deleting.
-</div>
-</div>
-== Asset Details ==
+{{bullet1|Export Assets|Export the contents of the Asset list to CSV
+::* Choose which of the available columns on the list you wish to export (the available options will be specific to the asset class)}}
-:* '''Link Requests'''
+{{bullet1|Home View|The Home View allows you to create a preferred or default view of your Asset List. Your Home View is displayed when you first visit your Asset List and with a single click you can return to your Home View from any other filter or view which you have applied.}}
-:: This Action Item lets you search and link this asset with an existing request within Service Manager
-:* '''Linking 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
-:* '''Documents'''
-:: Link to documents that are stored in Hornbill Document Manager
-* [[Asset History]]
-* [[Shared Assets|Shared With]]
-==Updating/Editing an Asset==
+{{bullet1|Customize Columns|The available columns will be specific to the Asset Type the list is using. The available columns will be a combination of the common attributes which all Asset Types share, and the Type Specific attributes for the selected Asset Type. If choosing to display All Assets only the shared asset attributes will be available to select from.}}
-To update an asset:-
+===List Features===
-: If you are a Asset Management admin, you can search for an asset using Asset Management [[File:Asset_Manager_-_Setting-5.png‎ |16px ]] on the navigation bar and then Asset Management. Select the asset type or all asset tile to display a list which you can sort by various asset attributes, or use the quick filter to find an Asset by ID, or  AssetName. Select the asset that needs updating.
-* '''Edit Asset Attributes'''
-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_Assets|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
-* '''Custom Buttons'''
-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, defining a URL to launch from the button and 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.
-* '''Linking Assets'''
-Link one Asset to another using the '''Link Asset''' option
-[[File:Link_Assets.png|center|800px]]
-* '''Add Attachments'''
-* Add attachments to an asset by dragging and dropping the files to upload or by browsing your file repository.
-* '''Linking Services'''
-Link the Asset to one or multiple Services using the '''Link Services''' option.
-Link which Services the asset supports or underpins.
-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.
-[[Category: Service Manager]]
+{{bullet1|Column Sorting|Each column header allows the order of the list to be changed by clicking on the title of each column}}
+{{bullet1|View an Asset|Each Asset in the list contains links to open the Asset Details form}}
+{{bullet1|Delete an Asset|Using the multi-select check boxes, one or more assets can be selected.  Once selected the ''Delete'' button becomes available in the Asset List tool bar.  Multiple assets can be selected by clicking on one asset, and then while holding down the Shift key and select another asset.  All assets between these two assets will be selected and available for deleting.}}
+-->
+[[Category:HDOC]]
+<!-- /servicemanager-user-guide/asset-management/manage-assets -->

Difference between revisions of "Manage Assets"

Latest revision as of 20:31, 8 February 2024

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