Asset Management Project Administration Setup

In addition to the system setup, Asset Management must be configured on a Project-by-Project basis.  In this way, you can control which Projects use asset data (e.g, you may want it in the Help Desk Project, but disabled in the Development Project) and which Project or Address Book field to use as a reference to the asset database.

Asset Management is configured for a Project under Administration | Project | Other Options | Asset Management.  If Asset Management is not listed as an option, then it has not been configured correctly by the System Administrator.  Refer to Asset Management System Administration Setup if you have this problem.

The options on the Project Administration Asset Management page are:

1. Enable Asset Management—This setting enables or disables Asset Management for the Project.   It is disabled by default for new Projects.
2. Assets Field—Asset data is displayed as a multi-line Project field (permissions: internal/optional) in the Create Issue and Edit Issue pages.  Specify the field name.  You can enter the name of a new field to create or select from the list of existing multi-line Project fields.
3. Excluded Asset Data (optional)—Each asset description can contain a large amount of data. If you are only interested in part of it, you may wish to exclude the rest.  For example, if you only want to see Hardware data, you can exclude all of the Software, Custom, and other data. Enter the names of the field or categories to exclude in the box provided.  All sub-fields of an excluded category field are excluded.  

You can exclude whole categories of fields, including: Summary, Hardware, Software, Files, Custom Data, Notes, and History.

Note

This exclusion only applies to the data when it is imported into an Issue by the Select Asset link; all fields are still visible in the Numara Asset Managerwindow.

4. Choose Key Field (optional)—Assets can be selected from the Create Issue and Edit Issuepages by Agents and administrators.  If a key field is defined here, clicking the Select Asset link automatically displays search results based on the data for the key field in the current Issue.  For example, if the FootPrints Address Book contains a User ID field and that field is mapped here to the SysUserName field, the asset data for the customer contact in the current Issue should automatically display when the Select Asset link is selected.
5. Define the key field by selecting a FootPrints field from the list and then selecting the corresponding field.  The data in both fields must match.  If you don't have matching fields that contain the same data and you would like to use this feature, you can either create a new FootPrints field or create a custom field.  For help on creating a custom field, open up the Discovery Control Center Help and search for userinp.dat.
6. If no key field is defined, by default, clicking the Select Asset button displays a window with all assets for the listed network.  From there you can browse or search for the correct asset.
7. If a key field in defined but a matching asset is not found, you can show all assets or to display a message stating that no results were found from this page.
8. Automatically Select Asset Data—This section allows you to use an option to automatically fill the Asset field without having to click the Select Assetbutton.  The first two options attempt to populate this field at the time the Select Contactbutton is used on the Create Issue and Edit Issue pages.  Right after the contact information gets automatically filled out, FootPrints attempts to search on the Key field and populate the Asset field.  The next option attempts to automatically populate the Asset field after a customer has submitted a request from the Customer Self-service interface.  The last two options attempt to automatically populate the Asset field after a new issue has been created through an email submission.
9. Choose which columns should be displayed—This section allows you to choose what asset information will show up when a list of assets are shown.  The first checked option will be a hyperlink allowing further access to the details of that asset.

5. Once you finish configuring Asset Management, enter your password and click GO.  An Asset Management link should now appear on the toolbar for this Project, and the Select Asset option is available from the Create Issue and Edit Issue pages.  Refer to Asset Management Integration Features for more information.