Relcaiming software assets associated with terminated employees

[Ryan Lee2]

I'm trying to help one of my customers figure how to automatically create software reclamation candidates for an employee once they've departed the organization.   As part of their departure, ServiceNow receives an update from Workday that marks the user as Inactive within the HR Profile.   I want to use that as a trigger to grab all of their software assets.   My customer has SAM Pro, ITOM Visibility, ITSM Pro, HRSD Enterprise, and IntegrationHub.

I'm guessing I need to call Reclaim Asset catalog item but can't figure out how to have it run automatically and pull in details from the user record via Flow Designer or Business Rule.  There's just so many scripts and references with that catalog item. 

Is there an out of the box way to do this?

[mikew_samexpert]

Hi Ryan - the OOTB workflow/catalogue item you refer to - IT Asset Offboarding>Reclaim Asset - automatically reclaims subscriptions, revokes device/user allocations and removes software installations records once a hardware asset is returned to a stockroom.

[Ryan Lee2]

Hi Mike, 

I've been playing with the Reclaim Asset catalog item/workflow but i'm challenged to get it to execute without manual intervention.  My customer would like to populate the user name and reclaim date but w can't figure out how to do that in Flow Designer or whatever so it just fires upon the user being marked inactive.   

[Ryan Lee2]

Adding a better screenshot: 

 

[Claire Ashdown1]

Hi Ryan,

I haven't used this in a production context, just done some personal research and testing. From my findings on that page, it doesn't appear to have an automated trigger OOB. However, since it's a simple record producer, it should be easy to build a script (like a scheduled job or similar process in a flow) that queries for terminated users in the way the customer identifies terminated users, then submits the record producer via script/action for each terminated user. You can set and submit a catalog item via script using the Cart API. I haven't tried it with a record producer or in a flow, but I think record producers are still part of the catalog item table, just a different class, so it's worth a try. Please let me know if you hear of a better way to do it though! I'd love to learn.