How can I create the ability to track the OEM's end of life or end of support for an asset and notify the owner or the associated ServiceNow group 6 months in advance that the asset is going end of life? Can a similar capability be created to track support contracts on an asset. I would like to have the ability to alert the relevant manager of the fact that a maintenance contract is going to expire in a given amount of time.
How can enforce that this data be submitted for each asset.
If you want a specific field for keyboard layout, I would recommend modifying the form and adding your own field. Beyond the scope of this class, but very easy to do.
Verifying process on Consumables, if you buy 10 mice today and 15 mice the following month you need to create a new Consumable for both purchases? You cannot update the Consumable created that referenced the 10 mice?
Okay, I'm 99% sure of this. If, in this scenario, you had Asset records that indeed did have accurate Serial #'s (i..e. you are sure that they are accurate and have been used to track / identify assets correctly before), AND you have Asset CI field mapping turned on for that serial # field, then, when you create new CI records (create them with the accurate Serial #), then auto mapping should link those two together.
All of the functionality you desire can be done. You can enforce any field to be mandatory on submit or another condition you set. If you want to notify users off of a date field, you'll have to create a scheduled job to run to trigger the notification on the desired date.
Correct. My understanding is you want to track each purchase as a separate event. Even more so if you have multiple stockrooms. Each consumable record can only be assigned to one stockroom.
Good deal thanks- I will double check our mappings and am pretty sure its turned on but maybe need to have the sync in both directions. I think we only have it from asset to CI.
My recommendation is using two different models for this. For example, create a model called "Apple iPhone - Company Owned" and "Apple iPhone - BYOD." On "Apple iPhone - BYOD", update "Asset Tracking Strategy" to "Don't create assets."
I believe this question was already answered in class by Kailey. As you create an asset, first you have to select your model category - this is where you would choose "server" or "computer" (based on Kailey's example). Then you would select the Model (in this case the model "Lenovo ThinkStation S20" is both computer OR server), then save the record, and the CI of "ThinkStation S20" is created. In our demo environment, we set up the CIs to be a singular connection from CI to Asset. But, by selecting different model categories when creating the asset, you have two configurations of the same asset. - Does that make sense?
There are multiple options/ways to track such information. You may consider using Contracts application to track EOL/EOS(end of life/end of support) and associate each qualified assets with the contract. Notifications are already configured to notify 90, 60, and 30 days in advance but can be easily changed to 6 months. Another option would be to add End of Support date to the Model record and configure notifications to alert when the date is in range.
Even thou you create a new consumable record to track the new order, however, if the same model already exists in the stockroom, the two records get merged and the quantity updated to reflect the new purchase.
why is there a check on TO receive "Quantity received cannot be greater than quantity remaining"?
The sender may have sent 10 boxes instead of 10 items (over-sent), so we need the ability to receive the correct qty and possibly return the rest on a new TO. I'm assuming that the receiver is being honest and won't simply take the 9 boxes home.
Several people have been asking for features/capabilities that are more advanced than what is offered in "base" installations of Hardware Asset Management (as evidenced above w/ the bulk 200 workstation transfer question).
If you have these types of needs, you have some options:
1) It is possible to modify SN via workflows, orchestration, IntegrationHub, etc. to create these features. If you are more of a developer type, you can make those changes yourself. If you aren't, you can hire the expertise from SN or other partners.
2) These types of enhancements / features are great to post about in Community. Ask if others have encountered the same problem. Often you will find others have already solved it.
3) Talk with your SN account rep, who will put you in contact with a SN Solutions Consultant who can help you determine what level of effort is needed to create the functionality for you.
The answer I got today was that we need to go through the pain of adding and identifying each CI so that we know which Asset is moved.
However, at the Asset level we don't really care about the Serial/Asset Tag - only the model and if it's available. We would only track this detail when the Asset is assigned to a user. It's almost like the Asset is consumable but the CI is not :s
The check is there to ensure trustworthy data. In your given scenario, an error was made and (let's say 10 items per box) instead of 10 items, 100 items were sent. That means that departing stockroom has 90 fewer items than is showing in the system. The correct way to handle this - is to create another transfer order for the 90 items that got accidentally shipped so that they can be received in the destination stockroom and the departing stockroom would show a correct number of 100 items transferred and not 10.
Here are examples of things I encounter that would make using serial numbers as asset numbers impractical.
Depending on the variation and amount of equipment you manage, serial numbers won't always be unique. With enough pieces of hardware you will eventually get duplicates. I see them in our CMMS.
Not all types of hardware that need tracked and maintained have serial numbers.
Depending on how a piece of hardware is installed, the serial number might become inaccessible.
Once the data is populated in ServiceNow it gets normalized based on your instance normalization configuration. If you have an ability to "clean up" the data before importing to ServiceNow, that's definitely a good practice to ensure that correct data is brought it.
Hi Brad, how would you know which of the workstations was being sent to the new location if you didn't transfer them individually. Keep in mind that in the recommended process, once the workstation is received into your inventory, an asset record is created so every time is changes state, it will need to be tracked.
Are there any plugins or prepackaged solutions to integrate ServiceNow with CDW, Dell or HP to create asset records based upon what they have shipped? The idea being to automate the creation of the asset record so it does not have to be manually created.
I've found that some vendors or VARs have integrations on the ServiceNow store. The VAR my organization uses is frequently asking us to use their integration so orders can be made straight from the service catalog.
re: transform map Choice Action and example of user import - if use "ignore" Choice Action on department or some other reference field, is it possible to then trigger some type of action (create a task?) when an import occurs and a field was ignored. i.e. create a task when on import a user is imported without a Department value (straight from the transform)?
In my department table there is not a record for Salt Lake City
ON import I don't want a new department record created for Salt Lake City but I do want to receive some sort of alert or task that an unidentified Department attempted to import.
Procurement receival process automatically creates the assets when they arrive. Integrations can be built to populate asset information such as the serial number and/or asset tag.
This is a situation I encounter frequently while maintaining data at my organization. Here are the primary things I take into consideration when determining how data will be entered and organized in our system.
1. What method of data collection allows for the least amount of ambiguity?
2. What method of data collection requires the least amount of topical knowledge to document correctly?
3. What are the reporting needs of my organization?
So to follow out your example, my system would have 3 entries at the artist level; John Cougar, John Cougar Mellencamp and John Mellencamp. While this may seem redundant it serves a really important function. I cannot make the assumption that everyone who will be responsible for cataloging my records knows enough about music to realize that John Cougar and John Mellancamp are the same person. Instead I give them a very distinct way of cataloging the records. Whatever artist information is contained in the album credits is exactly what goes into the system. If there is a recall that states that all John Cougar albums purchased in the last year are defective, my new copy of Scarecrow won't get trashed because it's under the artist John Cougar Mellencamp.
But what if I really want to create a playlist of everything John has ever recorded? Then I create a higher level of organization called Discography. There again, I chose a definitive way to title this so I will pick birth name, John J Mellencamp. Then I can link all the various artist entries as being included in the discography for John J Mellencamp. I, as the playlist creator, know the requirements and goals of creating the playlist so I have the topical knowledge to know these things need grouped.
What you end up with is a structure like this.
Discography > Artist > Album > Song
John J. Mellencamp > John Cougar Mellencamp > Scarecrow > R.O.C.K. In the USA
If I purchase 10 On Prem Servers, until it is not provisioned we would not know whether it is going to be Windows or Linux Server. If I create assets for these 10 Servers, what should I choose for Model Category ? Since with the help of Model Category it would create a CI in CMDB in a class which could change later ( Windows or Linux Class)
If periodically I add additional storage to Storage Devices which could cost over 100K. So from an Accounting perspective, it is an capital asset in our organization but I do not think we would tag the individual disks with Asset Tags. How would we track such assets so that Accounting has all the information to run reports without an operational nightmare?
Do we need to use the "workflow" when creating contracts, or if I am am Asset / Contract Admin can i just create and skip that step to make it Active? I guess what I am asking is can i change the underlying workflow to note require that step?
You would create an asset with the category - Server. Once the machine is online and scanned, it would classify the CI to the most current type, such as Windows or Linux
It's my understanding from when we were setting up our contracts module (I don't get into it often) that you can create a group for the contract owners and set the automated notifications to send to the group instead of a single individual.
Yes. You can set the workflow to inactive via the workflow editor or make a copy of the workflow, remove the steps you don't need and make that one active instead of the original.
Thanks. I guess but that is only applicable if one is using the cmdb_ci_server class in CMDB and the Operating System Field is updated based on discovery. How would it work if we are using the Windows or Linux Class in CMDB ?
Your question may have multiple solutions, based on your internal processes, maturity, policies. But here are some things for consideration. Serial numbers can be used instead of asset tags. Assets can be bundled, so in your scenario, you may want to consider adding the Storage Device asset to the Server asset under the related lists when the storage is increased. However, an effective process is key in this situation.
