Offbording Asset Request

[Anubhuti Tiwari]

Hi,

I've a requirement as below related Hardware IT Asset offboarding -

1. HR needs to raise a request for an associate who will leave the organization 

2. Once, HR selects the user, automatically assigned assets should populate. 

3. Then HR can select the last date of the associate on the form itself. 

4. Once, the request is being submitted by HR, 2 tasks should get created - One for User offboarding and other one for Asset Offboarding.

5. Asset needs to be return to the warehouse and check sanity and needs to be decided whether to retire the asset or transfer the asset to any other associate. Accordingly the status of the assets should get updated in the alm_hardware table. This should also reflect corresponding CI in cmdb table.

6. If the asset is returned successfully, the assigned to field should be automatically empty and status will be updated accordingly. 

7. If the asset is not for use (like it's expire or warranty issue), then status should be retire. If it's in good condition and can be transfer to anyother associate, then the status will be updated accordingly. 

Main purpose to initiate of this process to track our IT assets which are currently in use, with whom those are currently, mainly if anyone leaves the organization, there should be a tracking method of all associated assets. 

Please suggest how I can implement it. Whether to use order guide or whether to use single catalog item or any other process. 

Thanks in advance.  

[pr8172510]

Hi @Anubhuti Tiwari,

I would suggest going with a single Catalog Item + Flow Designer, instead of an Order Guide.

Reason:

• Your use case is a single process (offboarding)
• Order Guide is more suitable when you need to bundle multiple independent requests

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🔹 How you can implement this

1. Catalog Item (HR initiates)

• Create a catalog item: “Employee Offboarding with Asset Return”
• Fields:
  • User (Reference to sys_user)
  • Last working date
• Use a Reference qualifier / GlideAjax to fetch assets dynamically

---

2. Auto-populate assigned assets

• Fetch assets from:
  • alm_asset / alm_hardware
• Condition:
  • assigned_to = selected user
• Display as:
  • Multi-select list OR related list (preferred for better UX)

---

3. Flow Designer (Main logic)

Trigger: Catalog item request submitted

Then:

Step 1: Create Tasks

• Task 1 → User Offboarding (HR / IT)
• Task 2 → Asset Offboarding (IT Asset team)

---

Step 2: Asset Handling Logic
For each asset linked:

• If returned:
  • Clear assigned_to
  • Update state → In Stock / Available
• If damaged / expired:
  • Update state → Retired
• If reusable:
  • Keep as In Stock → ready for reassignment

Update happens in:

• alm_hardware
• Corresponding CI (cmdb_ci) gets updated automatically via asset-CMDB sync

---

4. Warehouse / Validation step

• Add approval or task for:
  • Asset verification
  • Condition check

---

5. Automation (Important)

• Use Flow Designer actions:
  • Look Up Records
  • For Each
  • Update Record

---

🔹 Important Notes

• Asset ↔ CI sync is OOB, so no heavy customization needed
• Avoid hardcoding → use conditions & reusable logic
• Keep asset decision (retire / reuse) as task-based input, not automatic

---

🔹 Why this works well

• Clean separation of:
  • HR process
  • Asset lifecycle
• Scalable for future (bulk offboarding, audits, etc.)
• Uses mostly OOB capabilities

[Tanushree Maiti]

Refer: Automating the employee offboarding experience 

Automate User Offboarding with Flow Designer 

Retire Asset: Streamlining the Off-Boarding and Reclamation Process

To know the process better:

https://nowlearning.servicenow.com/nowcreate?id=nc_asset&asset_id=96bc7b7287e4199c52417445dabb3520

https://nowlearning.servicenow.com/nowcreate?id=nc_asset&asset_id=39e2b0d91b9ec5d0520b6adb234bcbac

Check this stored app ReadyCloud IT Asset Retrieval  :

Key features

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