---
sourceDocument: Xanadu IT Service Management
sourceDocumentLink: https://www.servicenow.com/docs/r/xanadu/it-service-management

 Release :

    - xanadu

ft:locale :

    - en-US

ft:publication_title :

    - Xanadu IT Service Management

ft:clusterId :

    - itsm

bundleId :

    - itsm

workflow :

    - Technology


---

# Asset and CI management

# Asset and CI management {#ariaid-title1}

* Release version: Xanadu
* 
* Updated August 1, 2024
* 
* ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 15 minutes to read

Asset and configuration item (CI) management refers to creating assets, setting
appropriate states and substates, synchronizing assets and CIs, managing consumables, and retiring
assets.

## Relationship between asset and CI

It's important to manage the relationship between assets and associated CIs. Assets are
tracked with the Asset Management application, which focuses on the financial aspects
of owning property. Configuration items are stored in the CMDB, which is used to track items and
make them available to users.

When an asset has a corresponding configuration item, the asset record and the configuration
item record are kept synchronized with two business rules.

* Update CI fields on change (on the Asset \[alm_asset\] table)
* Update Asset fields on change (on the Configuration Item \[cmdb_ci\] table)

{#c_ManagingAssets__ul_yzm_sxb_3p}  
Note:  
Assets and CIs can be synchronized only if they're logically mapped.

## Asset-CI mapping and synchronization

The State field of asset record and Status field of CI record are synchronized so that changes
made on one form trigger the same update on the corresponding form, ensuring consistent
reporting.  
Note:  
The ServiceNow AI Platform synchronizes updates between assets and configuration items only if the asset and configuration item are pointed toward each other.

The following diagram illustrates the concept of Asset-CI mapping and synchronization.  
Figure 1. Overview of Asset-CI mapping and synchronization

This synchronization and mapping is based on the following factors:

* Asset state and CI status aren't mapped on one-to-one basis. Rather they're mapped to the most logical counterpart on the other table. For example, for a hardware asset set to state In Stock - Pending disposal, the corresponding CI is set to In Disposition with no substate.
* This synchronization happens between the asset's State field and the following CI fields:
  * Install Status field: Install Status doesn't have a sub status and must be used for non-hardware CIs.
  * Hardware Status and Sub status field: Hardware Status is visible only for Hardware CI.
  {#c_ManagingAssets__ul_akp_tc4_xv}
* Drive changes by updating the state on the Asset form. The Asset-CI synchronization can be
  driven in the following ways:

  * Asset to CI synchronization: Change to the asset's status updates the logically mapped CI's Install Status or Hardware Status and sub status.
  * CI to Asset: Change to the CIs Install Status or Hardware Status updates the logically mapped asset's states and sub states.
  {#c_ManagingAssets__ul_bkp_tc4_xv}
* For a CMDB hardware CI, if both Hardware Status and Install Status is updated, the Hardware Status change is considered for mapping the corresponding state of the asset.
* CIs Install Status and Hardware Status work independently, so the two fields aren't related. CI's Hardware Status change doesn't change CIs Install Status and vice versa. To avoid confusion, keeping both status for CMDB CI Hardware isn't recommended.
{#c_ManagingAssets__ul_zjp_tc4_xv}

## List of the fields that get synced between Asset and CI

When changing any of the following fields on the asset or CI record, the same field on the
corresponding record is automatically updated (except for the Cost field,
which is informational-only on the CI record).

The following is a list of fields that are synchronized.

* Asset tag
* Assigned
* Assigned to
* Checked in
* Checked out
* Company
* Cost (synchronizes in only one direction: asset to CI)
* Cost center
* Delivery date
* Department
* Due in
* Due
* GL account
* Install date
* Invoice number
* Justification
* Lease id
* Location
* Managed by
* Model (model_id in CI)
* Order date
* Order received
* Ordered
* Owned by
* PO number
* Purchase date
* Purchased
* Serial number
* Support group
* Supported by
* Vendor
* Warranty expiration
{#c_ManagingAssets__ul_ckp_tc4_xv}

## Asset, CI, and IBI synchronization {#c_ManagingAssets__section_zty_tj4_vzb}

Any item that is provided as a service or sold to your customer is tracked as an Install Base Item (IBI). The Model category table associates Asset, CI, and Install Base Item (IBI). The synchronization between the asset and IBI
is through the CSDM Life Cycle Stage and Status fields.  
When the CSDM (csdm.lifecycle.migration.activated) plugin is activated on your ServiceNow instance, synchronization of the CSDM Lifecycle fields between the asset and CI depends on the csdm.lifecycle.sync.between.ci.and.asset.activated system property. If you are upgrading to the Xanadu release, this system property is set to false by default. Synchronization between the asset and CI happens in one of the following ways:

* When the system property is set to false, synchronization of the CSDM Lifecycle fields is through the legacy State and Substate fields.
* When the system property is set to true, the CSDM Life Cycle Stage and Status fields are directly synchronized.
{#c_ManagingAssets__ul_cqc_wmn_vbc}  
Note:  
If you are activating the CSDM (csdm.lifecycle.migration.activated) plugin on your ServiceNow instance for the first time, and you have custom States and Substates for the asset or CI, then make sure to configure mapping between the legacy fields and the CSDM Lifecycle fields. For more information, see [Enabling CSDM life-cycle sync between legacy fields and related assets](https://www.servicenow.com/docs/access?context=csdm-life-cycle-standard-values&version=xanadu&pubname=xanadu-servicenow-platform&ft:locale=en-US).
Figure 2. Asset, CI, and IBI synchronization when the csdm.lifecycle.sync.between.ci.and.asset.activated system property is set to false

Synchronization of updates from asset to IBI and CI
:   Updates made to the State or Substate field of an asset are synchronized with the associated IBI and CI. For example, when the State field of the asset is updated to In use, synchronization happens as follows.

    * The Life Cycle Stage and Life Cycle Stage Status of the asset are set to Operational and In use, these field values are then synchronized with Stage and Status fields of IBI asset.
    * The Status and Substatus fields of the CI change to Installed and In use.
    {#c_ManagingAssets__ul_h4j_hn4_vzb}

Synchronization of updates from IBI to asset and CI
:   Updates made to the Life Cycle Stage and Life Cycle Stage Status fields of an IBI asset are synchronized with the legacy State and Substate fields of the asset through the CSDM fields. The legacy fields of the asset are then synchronized with the associated CI. For example, when the life Life Cycle Stage and Life Cycle Stage Status fields of an IBI asset are updated
    to Defective and In Stock, synchronization happens as follows.

    1. The Life Cycle Stage and Life Cycle Stage Status of the asset change to In Stock and Defective. These field values are synchronized with the State and Substate fields of the asset.
    2. The State and Substate fields of the asset are then synchronized with the corresponding fields of the associated CI.
    {#c_ManagingAssets__ol_gwn_wm4_vzb}

Synchronization of updates from CI to asset and IBI
:   Updates made to the Status and Substatus fields of a CI are synchronized with the corresponding fields of the asset. The legacy fields of the asset are then synchronized with the Life Cycle Stage and Life Cycle Stage
    Status fields of the IBI asset through the CSDM fields. For example, when the Status and Substatus fields of a CI are updated to Retired and Donated, the corresponding fields of the asset change. The changes from the asset are synchronized
    with the IBI asset and the Life Cycle Stage and Life Cycle Stage Status fields change to End of Life and Retired.
Figure 3. Asset, CI, and IBI synchronization when the csdm.lifecycle.sync.between.ci.and.asset.activated system property is set to true

Synchronization of updates from asset to CI and IBI
:   Updates made to the legacy State and Substate fields of the asset are synchronized between the asset and CI as follows:

    * The Life Cycle Stage and Life Cycle Stage Status fields of the asset are updated with values corresponding to the legacy State and Substate fields of the asset.
    * The State and Substate fields of the asset are then directly synchronized with the corresponding legacy fields of the associated CI.
    * The Life Cycle Stage and Life Cycle Stage Status fields of the asset are then directly synchronized with the corresponding CSDM fields of the associated CI.

    {#c_ManagingAssets__ul_phy_yst_vbc}

    However, synchronization of updates from asset to IBI is only through the CSDM Lifecycle fields.

Synchronization of updates from IBI to asset and CI
:   Updates made to the Life Cycle Stage and Life Cycle Stage Status fields of the IBI are synchronized as follows:

    * The legacy State and Substate fields of the asset are synchronized through the CSDM fields.
    * The legacy fields of the asset are synchronized with the legacy fields of the associated CI.
    * The Life Cycle Stage and Status fields of the asset are directly synchronized with the corresponding CSDM fields of the associated CI.
    {#c_ManagingAssets__ul_ryn_nqt_vbc}

Synchronization of updates from CI to asset and IBI
:   Updates made to the Life Cycle Stage and Status fields of a CI are synchronized as follows:

    * The Life Cycle Stage and Status fields of the CI are directly synchronized with the corresponding CSDM fields of the asset.
    * The legacy fields of the asset are then updated with the values corresponding to the CSDM fields.
    * The legacy fields of the asset are then synchronized with the corresponding fields of the CI.
    * The legacy fields of IBI are synchronized with the asset through the CSDM Lifecycle fields.
    {#c_ManagingAssets__ul_ql2_xqt_vbc}

## Asset and CI creation properties {#c_ManagingAssets__section_pmj_tlt_cmb}

glide.create_alm_asset.async

:   The system property glide.create_alm_asset.async controls whether assets are created immediately when a configuration item (CI) is created, or are created after a delay. A delay in asset creation enables large
    numbers of CIs to be created quickly. When this property is set to true, assets are created by the Asset - Create asset delayed sync scheduled job that runs every 15 minutes.
    View the status of the scheduled job in the Asset Job Log table \[asset_job_log\]. To view assets waiting to be created and asset creation errors, navigate to AssetAdministrationAsset Creation Queue. To reprocess an error, update the state from Error to Ready. The next time the scheduled job runs, it reattempts to create the asset.

    When the glide.create_alm_asset.async property is set to false, assets are created immediately from CIs.  
    Note:  
    If you upgrade to Xanadu from Orlando or earlier, the default value of this property is false. Before updating this property, review your processes that depend on an asset value present on a CI and make any necessary changes to account for delayed asset creation.

glide.asset.create_ci_with_ire
:   The system property glide.asset.create_ci_with_ire enables CIs to be created from assets using the ServiceNow® Configuration Management Database (CMDB) Identification and Reconciliation engine (IRE). This property affects CI classes that have an identification rule on serial number and have no dependent relationships with other CI classes.  
    Note:  
    This property is applicable to CI classes that are extended from the hardware CI class \[cmdb_ci_hardware\].
    CIs created with the IRE are named using the format `Serial number - Model
    name` and the source is `SNAssetManagement`. The Serial number field is required on assets with model categories that correspond to these CI classes. Asset creation fails if its serial number is present on an existing CI or asset. The Serial number field is also required to receive purchase order line items for model categories that correspond to these CI classes. The Serial number field isn't required to create pre-allocated assets, but the serial number must be provided when the asset is allocated.
    The default value of this property is false if you
    upgrade to Xanadu from Orlando or earlier. Before updating this property, review the customizations on the Serial number field and any integrations or flows that use an existing serial number to create an asset.

## Other Asset and CI system properties {#c_ManagingAssets__section_wsg_thf_tzb}

sn_itam_enable_cache_for_asset_ci_mapping
:   The asset and CI fields are synchronized based on the mappings defined in the relevant mapping tables. Fetching these mappings on the update of an asset or CI has an impact on the performance. The
    sn_itam_enable_cache_for_asset_ci_mapping system property enables you to cache the following mappings:

    * Asset and CI fields
    * Asset state and CI install status
    * Asset state and CI hardware status

    {#c_ManagingAssets__ul_x1q_b3f_tzb}

    Unless there isn't any change in the mapping tables, these cached mappings are fetched during the synchronization resulting in the improved system performance.

## Create assets {#ariaid-title2}

Create hardware, software, consumable, bundle, pallet, mobile, and facility assets using the Core UI or the Hardware Asset Workspace.

### Before you begin

Role required: asset

### Procedure

1. Create an asset.

   | Interface | Action |
   | Core UI | 1. Navigate to AllAssetPortfoliosAll Assets. 2. Select the type of asset that you want to create. 3. Select New. {#t_CreatingAssets__ol_p25_4xf_cxb} |
   | Hardware Asset Workspace | 1. Navigate to AllHardware Asset WorkspaceAsset estate. 2. Select New Asset. 3. In the dialog box, select the asset type and then select Create. {#t_CreatingAssets__ol_sjj_xxf_cxb} |
   |-|-|

   {#t_CreatingAssets__choicetable_tcm_zwf_cxb}
2. On the Asset record fields form, fill in the fields.  
   For a description of the field values, see [Asset record fields](https://www.servicenow.com/docs/access?context=asset-record-fields&version=xanadu&pubname=xanadu-it-asset-management&ft:locale=en-US).
3. Submit or save the asset form.

## Retire assets {#ariaid-title3}

You can retire an asset at any time.

### Before you begin

Role required: asset

### About this task

After you change the state of an asset to Retired, the
Substate field is active. When you retire an asset, the
status of related CIs also changes to Retired. Selecting a
substate is not required, but can be helpful for tracking and reporting.  
Note:  
When you manually change the state of the asset from Retired to any other value such as In use the asset becomes active again.

### Procedure

1. Navigate to AllAssetPortfoliosAll Assets.
2. In State, select Retired.
3. **Optional:** In Substate, select Disposed, Sold, Donated, or Vendor Credit.
4. Click Update.

## Delete assets {#ariaid-title4}

You can delete an asset at any time.

### Before you begin

Note:  
If an asset is a part of an asset bundle, the asset cannot be deleted.

Role required: asset

### About this task

A confirmation must be accepted before the asset and components are permanently
deleted. If a CI and asset are linked, deleting one also deletes the other.

Only delete an asset to clean up errors. For tracking purposes, the correct method
for managing an asset that is no longer in use is to change the state of the asset
to Retired.

### Procedure

1. Navigate to AllAssetPortfoliosAll Assets.
2. Select the check box to the left of the asset Name.
3. In the Actions choice list below the list, select Delete.

## Map asset and CI fields {#ariaid-title5}

When you map the asset and CI fields, synchronization happens both ways. Changes to
either the asset or CI record are updated to the logically mapped record. You can
synchronize custom mappings and mappings provided with the base instance.

### Before you begin

Role required: admin or asset  
Note:  
If you upgraded from a prior release and customized the AssetAndCISynchronizer script include before the upgrade, you must overwrite the customization and then recreate the custom mappings.

### About this task

You can conditionally map the fields for synchronization. For example, you can map
the Location field only for a hardware asset and not for a software asset. So when
an asset is updated, the Location field is synchronized only
for the hardware asset.  
Note:  
You can't map the asset and CI fields if the asset value is present only in the Hardware \[alm_hardware\] table and not in the Asset \[alm_asset\] table.

### Procedure

1. Navigate to AllAssetAdministrationAsset-CI Field Mapping and click New.
2. From the Asset field list, select the field.  
   This list refers to the alm_asset table.
3. Select the logically associated field from the Configuration Item fieldlist that refers to the cmdb_ci table.
4. To create conditions for the mapping, click the Advanced view related link.
   * To specify conditions for synchronizing the asset field with the CI field, use the Asset mapping condition builder.
   * To specify conditions for synchronizing the CI field with the asset field, use the Configuration Item mapping condition builder.
   {#t_CreateAssetandCIFieldsMapping__substeps_v1t_vrr_45}
5. Select the Active check box to activate the mapping.
6. Select Submit.

## Map asset state and CI install status {#ariaid-title6}

Map the asset State and Substate fields
to the CI Install Status field. The Substatus
field of the CI Install Status field should not be used for hardware
CIs.

### Before you begin

Role required: admin or asset  
Note:  
If you upgraded from a prior release and customized the AssetAndCISynchronizer script include before the upgrade, you must overwrite the customization and then recreate the custom mappings.

### About this task

Asset synchronization does not update this field when hardware assets are updated.
When you create the mapping, you can set the synchronisation direction from Asset to
CI, but not from CI to Asset. For non-Hardware CI classes, you can set the
synchronisation in both the directions.

The hardware and consumable assets don't have the Build state and Design substate because they are already prepared. Therefore, the Asset CI install status mappings table doesn't have a mapping for the Build state. For more
details on asset states, see [Set asset states and substates](https://www.servicenow.com/docs/aTYz6tSkmC4_rQN~x96yYw "Use asset states and substates to track assets accurately and at a detailed level.").

### Procedure

1. Navigate to AllAssetAdministrationAsset-CI Install Status Mapping.  
   By default, only custom mappings display. The list of mappings uses the filter condition of \[Out of the box\] \[is\] \[False\].
2. Click New.
3. From the Asset State list, select the state you want to map.
4. **Optional:** If available, select a substate from the Asset Substate list.  
   Some of the asset states do not have a substate.
5. From the Configuration Item Status list, select the logically associated CI status you want to map.
6. From the Sync direction list, select the direction you want to drive the synchronization.
7. Select the Active check box to activate the mapping.
8. Click Submit.

## Map asset state and CI hardware status {#ariaid-title7}

Map the asset State and Substate fields to the CI Hardware Status field. Don't use the Substatus field on hardware CIs because the CI
synchronization does not update the field when assets are updated. When you create the mapping, you can set the synchronization direction from the asset, CI, or both.

### Before you begin

Role required: admin or asset  
Note:  
If you upgraded from a prior release and you've customized the AssetAndCISynchronizer script before the upgrade, overwrite the customization and then recreate the custom mappings.

The hardware and consumable assets don't have the Build state and Design substate because they are already prepared. Therefore, the Asset CI hardware state mappings table doesn't have a mapping for the Build state. For more
details on asset states, see [Set asset states and substates](https://www.servicenow.com/docs/aTYz6tSkmC4_rQN~x96yYw "Use asset states and substates to track assets accurately and at a detailed level.").

### About this task

The Install Status and Hardware Status
fields of a CI are independent of each other. There is no correlation between them.
A change to the Hardware Status field does not change the
CI Install Status field and vice versa.

### Procedure

1. Navigate to AllAssetAdministrationAsset-CI Hardware Status Mapping.  
   By default, only custom mappings display. The list of mappings uses the filter condition of \[Out of the box\] \[is\] \[False\].
2. Click New.
3. From the Asset state list, select the state you want to map.
4. **Optional:** If available, select a substate from the Asset substate list.  
   Some of the asset states do not have a substate.
5. From the Configuration Item statuslist, select the logically associated CI state you want to map.
6. **Optional:** If available, select a substate from the Configuration Item substatus list.  
   Some of the CI statuses do not have a substatus.
7. From the Sync direction list, select the direction you want to drive the synchronization.
8. Select the Active check box to activate the mapping.
9. Click Submit.

*[\>]: and then