This getting started article will help users to understand and manage assets in TeamDynamix using the TDNext and TDAdmin interfaces. The user must have the assets application in TDAdmin.
Overview
Asset management in TeamDynamix is done primarily via the Assets/CIs Application. CIs stands for configuration items, which is a term used in the service asset and configuration management process of the Information Technology Infrastructure Library (ITIL). TeamDynamix supports configuration items and configuration management, and the asset management professional services module is more focused on traditional hardware or software asset management.
Transcript
Using the Assets and CI's Application within TDNext, the Asset Management module will go over configuring the application to track assets and key data associated with those assets, such as vendors, product types, and product models, along with any custom attribute you define. You will also learn how to use the asset import process to create new asset records or update matched asset records.
Features
Where to Find This
Asset/CI Applications are managed within TDAdmin under Applications > [Asset/CI Application Name]. Deleted assets and CIs show up within the Asset Application.
For users in TDNext, Asset/CI Applications will appear in the Applications menu. Within each Asset/CI Application, any searches or lookups will be limited to Assets/CIs in that application. Outside the Asset/CI Applications, searches and lookups will apply to all Asset/CI Applications the user can access.
Client Portal users without TDNext access will only see assets based on their own ownership. A link between services and Asset/CI is defined. When creating or editing a service, the user will need to choose which Asset/CI Application is applicable.
Where to Start
Record Types
There are a few key types of records in asset management such as:
- Vendors – Companies who may manufacture, supply, or provide contracts related to assets.
- Product types – Groupings of product models, for example Laptop and Desktop.
- Product models – Specific product models that come from a manufacturer, such as Precision 7510. Product models have a manufacturer which is a vendor record.
- Locations – Physical locations, usually modeled as organizational buildings and rooms in those buildings.
- Acct/Depts – Departments that may own or have requested assets.
- Assets – The core record. Assets may have serial numbers, asset tags, purchase prices, and other information, drawing from all the above records.
- Contracts – Assets may have one or more contracts attached to them, for example a support contract.
Using Asset Import
The TeamDynamix asset import process is accessible and easy to use within the Assets/CIs Application. Learn how to use the Asset Importer. You’ll be able to download an Excel asset template file which can be used to create new asset records or update matched asset records.
Enterprise Asset Management
Enterprise asset management in TeamDynamix is the creation of additional Asset Applications. Assets can be related across multiple Asset Applications if the person building the relationship has the appropriate permissions.
Duplicate Asset Entry Permissions
Duplicate asset entry is all about trying to prevent multiple entries for the same asset in TDX. Sometimes this may be desirable, but sometimes it may not, so TDX gives permissions to try to help control this.
TeamDynamix administrators can set permissions to allow or prohibit duplicate asset entry within Assets/CI Applications. This only impacts asset creation and updates within TDNext and does not impact assets via an import. The Allow Duplicates security role permission is only used when the duplicate asset entry mode is set to Do Not Allow. Allow Duplicates. It is an override for users to be able to add duplicates even when Do Not Allow is set.
To review and modify asset duplication permission settings:
- In TDAdmin, navigate to Applications > [Assets application] > Asset Form Settings.
- Review and configure the Asset Settings page.
The duplicate asset entry mode permissions are:
- Allow – Allows duplicate asset entry.
- Do Not Allow – Does not allow duplicate asset entry.
- Allow with Confirmation – Allows duplicate asset entry but only after the user acknowledges the duplicate entry via a popup window.
Matching Fields Selection
The system can be configured to check any or all the following asset fields for duplicate values:
- Serial Number
- Service Tag
- External ID
*The matching logic is an OR expression. Example: Matching Fields is set to match on Serial Number, Service Tag. When keying in a new Asset record in TDNext > Assets application, I type in the Serial # it picked up the duplicate flag for Serial # and I key in the Service Tag, it flagged it for both matching fields.
Gotchas & Pitfalls
The following are module-specific issues that may affect how quickly you can implement this:
- Loading assets from existing systems can make this module take longer. If it's a one-time load, there are several tools to do this, most of which require knowledge of Excel.
- Synchronizing assets using the asset importer tool can make this module take longer.
- If several asset imports are needed (e.g. because there is no asset freeze during the implementation and/or the schedule slips), this module will take longer.
- Creating too many asset applications.
- Unclear ownership for each asset application.
Examples
Asset Management Frequently Asked Questions
Q. Should I use the Locations field?
A. If you have a controlled vocabulary of locations and rooms, you should use the out-of-the-box Locations field. If you do not have a good list of locations and rooms, you may want to create text box attributes instead so that people can type in any value. However, if you use text boxes instead of the Locations field, location-based reporting can be difficult or impossible.
Q. How can I synchronize asset data from other sources into TeamDynamix?
A. We provide an asset importer utility. This utility is a Windows application controlled by an XML file. It can be configured to connect to any MS SQL or ODBC-accessible database. The XML file allows you to map a SELECT statement to TeamDynamix asset columns. The External ID field on the asset record is normally used to reconcile the external system's assets to the TeamDynamix assets. Additionally, TeamDynamix has a partnership with Kaseya and a tool for synchronizing Kaseya assets.
Q. How does asset data link to other data within TeamDynamix?
A. Assets can be related to people (e.g., to the person who owns the asset), to Acct/Dept records (e.g., to the department that owns the asset), to Location records, to contracts, and to tickets (e.g., incidents related to an asset may show when an asset has broken down).
Q. How do I see how many tickets there have been for a given asset?
A. When reporting on ticket-to-asset relationships, consider whether you want a ticket-based report or an asset-based report. Often, people want a ticket-based report so that you can filter on tickets. For an asset-based report, you can pull the total ticket count; for a ticket-based report, you can pull more details about for example tickets for an asset by classification. Also, you can look directly at the asset record to see the related tickets for that asset.
Q. What is Kaseya and what is the Kaseya integration?
A. Kaseya is an endpoint management tool that includes tools to discover computers and computer information. Kaseya tracks very detailed information such as CPU utilization. Many times, clients want summary asset data (e.g., asset serial number) in TeamDynamix so that tickets and people can be related to these assets. TeamDynamix support asset integration with Kaseya via the Kaseya Asset Source. This integration also lets technicians open Kaseya LiveConnect from the TeamDynamix asset record.
Enterprise Asset Management Frequently Asked Questions
Q. Can assets be related across multiple asset applications?
A. Yes, if you have the correct permissions you can build relationships across asset applications.
Q. Can users see asset data in the client portal?
A. Yes, if assets are related to a user, they can potentially see those assets. For example, they can see assets associated with them in a ticketing Asset/CI form field.