Asset load from 3rd party to servicenow instances

[Indira8]

Hello All,

We have a requirement to integrate 3 different systems. The source system (supplier) will contain all the asset master data and this data should be pushed into the middle layer, which is a  vendor ServiceNow instance and hosts the fulfillment tasks to be performed by the vendor engineers.  The source of request is the customer's ServiceNow instance and the assets should be delivered to the users of the customers. Could you please help with the integration checklist and design approach we need to consider for the integration of assets from the supplier system to the vendor and then the customer.  There is existing Intune integration in the customer's ServiceNow and what are the points to be considered w.r.t to the current integration for the new set-up.
The supplier system has a connector and they send the basic attributes to the middle system through schedule data push. Could you help me with what key points we need to identify considering the existing set up and all the 3 systems. 

Thank you.

[pavani_paluri]

Hi Indira,

We have to check below things before we set up integration between 3 syste,s
Security
Use secure API authentication (OAuth2, tokens, etc.).
Decide how the systems will talk to each other safely.
Data
List what asset fields are shared (serial number, model, user, location).
Map the fields between systems – make sure the same field names are used or converted.

Sync
Decide how often data will be sent: Real-time? Daily?

Handle updates vs new records properly.

Testing
Test if bad or missing data is handled without crashing the process.
Check for duplicate records.

Logging
Keep logs and error reports at each step.
Alerts if something fails.

Mark it helpful if this helps you to understand. Accept solution if this give you the answer you're looking for

Kind Regards,

Pavani P

[AJ-TechTrek]

Hi @Indira8 ,

As per my understanding, below will help

High-level integration flow:
Source System (Supplier) → Vendor ServiceNow (Middle Layer) → Customer ServiceNow (Target)
* Supplier owns asset master data (model, serial number, asset tag, etc.).
* Vendor SN hosts fulfillment tasks & manages work assignments.
* Customer SN shows asset assigned to end users + tracks full lifecycle.
* Existing Intune integration updates CIs / asset status in customer SN.

Design approach & checklist (broken into stages):

Stage 1: Supplier → Vendor ServiceNow

Area	What to check / design
Data model	Ensure supplier sends data matching vendor SN alm_hardware / cmdb_ci_computer tables.
Fields	Define must-have attributes: serial number, model, status, asset tag, PO, cost center, etc.
Frequency	How often is data pushed? Daily, near real-time, etc.
Integration method	Supplier connector likely uses REST / scheduled data push. Confirm message format (JSON/XML).
Identification	What uniquely identifies assets? Usually serial number + model.
IRE	Configure Identification & Reconciliation Engine in vendor SN so supplier pushes update existing vs. create duplicates.
Error handling	Vendor SN must log errors for incomplete/malformed data.
Security	API authentication, IP whitelisting, TLS.
Audit	Keep integration logs for compliance.

Stage 2: Vendor SN → Customer SN

Area	What to check / design
Data ownership	Vendor owns fulfillment task / asset delivery data; customer SN owns user assignment, lifecycle.
Data to push	Vendor SN sends updates (e.g., asset state = delivered, assigned to user, shipment info).
Integration method	Use MID Server, REST API, or Service Graph Connector to push data from vendor SN to customer SN.
Fields mapping	Map vendor SN asset data to customer SN alm_hardware / CMDB.
Avoid duplication	Use IRE in customer SN to merge updates based on serial number + model.
Trigger	Decide when data is sent (task closure, daily schedule, real-time).
Acknowledgement	Customer SN to confirm receipt & process status.
Security	OAuth / mutual TLS; secure data in transit.

Stage 3: Customer SN + Intune
Existing Intune integration updates CIs with real-time device data.

Point	What to consider
Source of truth	Asset master from vendor/supplier; operational data from Intune.
Reconciliation	Ensure IRE is configured so Intune updates usage fields (e.g., owner, last logged in), not model / serial number from supplier.
Fields	Avoid overwriting master data fields (purchase date, PO, cost) from supplier with Intune.
Data flow	Intune should enrich, not create duplicate CIs.
Governance	Define what each integration updates: supplier → asset metadata; Intune → operational status.

Key design points & best practices:
Define:
* System of record (SOR) for each data element: e.g., serial number, model, cost → supplier; owner → customer SN; usage data → Intune.
* Data owner for each lifecycle state.
Use:
* IRE (Identification & Reconciliation Engine) in vendor SN & customer SN.
* Separate integration users & credentials per system.
Plan for:
* Data quality checks: e.g., missing serial numbers, wrong models.
* Change control: if supplier adds new fields, test impact.
Build dashboards:
* Integration health (errors, delays).
* Reconciliation status (new vs. updated assets).

Technical implementation checklist:
1. Asset tables: alm_hardware


2. CMDB tables: cmdb_ci_computer / cmdb_ci


3. Identification rules in vendor SN & customer SN


4. REST transform maps / import sets


5. Outbound REST / Scripted REST APIs


6. MID Server (if needed for secure connection)


7. Error handling & logging


8. Security: OAuth, mutual TLS, API keys


9. Data dictionaries & field mapping docs

Prevent duplication:
* Confirm vendor SN pushes data with correct serial numbers / asset tags.
* Enable IRE in customer SN to merge based on identifiers.
* Intune must use serial number + model to update existing CIs.

Field	Source
Serial Number	Supplier
Model	Supplier
Asset Tag	Vendor SN (if tagged at vendor)
Owner	Customer SN
Cost Center	Supplier / Customer SN
State	Vendor SN updates to In Stock / In Use
CI Link	Created in customer SN

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Thank You
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