--- sourceDocument: Australia Enable AI sourceDocumentLink: https://www.servicenow.com/docs/r/intelligent-experiences Release : - australia ft:locale : - en-US ft:publication_title : - Australia Enable AI ft:clusterId : - platai bundleId : - platai workflow : - Platform --- # Hardware Asset Management sourcing AI agent # Hardware Asset Management sourcing AI agent {#ariaid-title1} Release version: Australia Updated August 14, 2026 ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 2 minutes to read Summarize ![AI sparkle icon](https://servicenow.com/docs/portal-asset/ai-sparkle-icon) Summarized using AI This content was generated using new OpenAI-powered functionality. Results are provided on an as is basis and are not guaranteed to be accurate or complete. ## Summary of Hardware Asset Management sourcing AI agent The Hardware Asset Management sourcing AI agent in ServiceNow Australia release automates the sourcing process for hardware items. It assists users in consuming, transferring, and purchasing hardware assets efficiently by guiding them through a structured workflow. This agent streamlines the hardware sourcing lifecycle, ensuring accurate quantity validation and sourcing plan approvals. Show full answer Show less ## Workflow * The agent prompts the user for the hardware item number if not provided. * It fetches detailed information about the requested item using a dedicated tool. * Upon successful retrieval, it informs the user of the required quantity. * Workflow A sources the item automatically, validating sourcing if auto-consume, auto-transfer, and auto-purchase flags are enabled. * Workflow B generates a guided sourcing plan requiring user approval. * Workflow C creates a user input sourcing plan, also requiring approval, before completing the process. ## Configuration and Access * **Third-party access:** Disabled by default; can be enabled to allow external AI agents to use this agent. * **AI specialist access:** Disabled by default; enabling it unlocks additional tool configuration options for AI specialists. * **Long-term memory:** Disabled by default; when enabled, previous user interactions are used for context to improve responses. These settings are managed through system properties and the AI Agent configs table. ## Tools and Roles * The agent uses multiple tools, including scripts to consume assets, fetch item details, generate sourcing plans, and validate sourcing status. * Only users with the **procurementuser** role can access the agent, with data access controlled by **procurementuser** and **itil** roles. ## Additional Features * The agent can be enabled in the ServiceNow Otto AI panel for enhanced user interaction. * Administrators can configure optional triggers to automate agent activation. * This AI agent supports agentic workflows to efficiently manage hardware asset requests within ServiceNow. This AI agent helps to source a requested hardware item through consume, transfer, and purchase. ## Workflow {#ham-hardware-asset-management-sourcing-ai-agent__zsmdlwierhjt} The agent helps users complete tasks related to hardware asset management sourcing. 1. Prompt the user for an item number, if not already provided. 2. Use the Fetch the details of the requested item tool to retrieve information for the requested item number. 3. If there's no error, inform the user of the required quantity. 4. Execute workflow A, which sources the item. If auto_consume, auto_transfer, and auto_purchase are true, and there are no problems, validate the sourcing for the user. If successful, continue to the next step. 5. Execute workflow B, which generates a guided source plan for the requested hardware. The user must approve this plan. If successful, continue to the next step. 6. Execute workflow C, which generates the input plan for the requested hardware. The user must approve this plan. 7. End workflow when C completes. {#ham-hardware-asset-management-sourcing-ai-agent__ol_hcp_qwx_njc} {#ham-hardware-asset-management-sourcing-ai-agent__zsmdlwierhjt__entry__2} | Field | Description | |-|-| | Allow third party to access this AI agent | When enabled, third-party AI agents can use this agent. This value is off (false) by default. This setting is defined in the AI Agent configs \[sn_aia_agent_config\] table on the External discoverable field. | | Allow AI specialists to access this AI agent | When enabled, AI specialists can use this agent. This value is off (false) by default. When set to true, more configuration options for tools become available so that an AI specialist can map inputs and response templates to tool outputs. This setting is defined in the AI Agent configs \[sn_aia_agent_config\] table on the Specialist enabled field. | | Manage long-term memory | When enabled, all previous user interactions are used as context for the LLM. This value is off (false) by default. This setting is defined by the sn_aia.ltm.enable_long_term_memory system property. For more information, see [ServiceNow Otto AI agents reference](https://www.servicenow.com/docs/MUqSU8rHp3ao~q3QEWgHkA "Find more information about user roles, tables, and the different properties that are installed in ServiceNow Otto AI agents."). | | Tools | Scripts : Auto consume the assets for the requested hardware items : Consume the assets for the requested hardware items : Fetch the details of the requested item : Generate auto source plan for the requested hardware item : Generate guided source plan for the requested hardware item : Generate user input plan for the requested hardware item : Validate the source plan : Validate the sourcing status of requested item | | Allowed user roles The specific user roles that can access this AI agent. | procurement_user | | Data access roles The specific user identity roles that determine which data the AI agent can access and what actions it can take. | procurement_user, itil | | Triggers | Optional. None defined by default. An admin can specify triggers if desired. For more information, see [Add a trigger to an AI agent](https://www.servicenow.com/docs/NXqRJBQV_Vw00FEzklcAJw "In the guided setup for an AI agent, add triggers to run the AI agent automatically when certain conditions are met."). | | Channels | Enable the AI agent for the ServiceNow Otto panel. | | Used in agentic workflows | Help manage hardware asset requests | [Table 1. Configuration] Learn more about Hardware Asset Management at [Hardware Asset Management](https://www.servicenow.com/docs/access?context=ham-landing-page&version=australia&pubname=australia-it-asset-management&ft:locale=en-US).