Computer Asset Inventory
This article outlines the IT Department process for maintaining our computer asset inventory in Freshservice. IT Field Technicians are accountable for ensuring the accuracy of our inventory for the assets in the offices they support. We rely on this information and its accuracy for planning hardware replacements and supporting our end-users.
Computer Asset Inventory Overview
Add assets using the plus sign > Asset.
Listed below are the asset properties for Computers.
Computer Properties
Description
Display Name
Use naming convention - see site code list (e.g., [site code]-SRV01, [site code]-FD01, [site code]-PM01, [site code]-LT-[username])
Asset Tag
Freshservice will create this automatically, or you can manually enter a unique asset tag
Asset Type
Computer
Desktop
Laptop
Server
Vmware
Impact
Server = High, user computers = Medium
Description
Optional field for notes about the asset
End of Life
Set to the Warranty Expiry Date or 5 years from the Acquisition Date, whichever is later
Location
End-user's primary work location
Department
End-user's department
Managed By
Optional field to note which IT Agent is in possession of the asset when asset state is "In Stock"
Used By
Auto-populated or set to user the asset is issued to
Product
Asset's model name
Vendor
Asset's vendor or manufacturer
Cost
Cost of asset
Warranty
Enter the number of months covered by warranty (e.g., 5 years = 60)
Acquisition Date
Date the asset was acquired (e.g., purchase date)
Warranty Expiry Date
Date warranty expires
Domain
Example: lightwavedental.com
Asset State
In Use
In Stock = available to be deployed
Reserved = preparing to deploy to a user
In Transit = on its way to user
Missing
Stolen
Retired = decommissioned and/or destroyed
Serial Number
Unique identifier provided by manufacturer
OS
Operating System
OS Version
Operating System version
OS Service Pack
Operating System service pack
Memory(GB)
Memory capacity
Disk Space(GB)
Disk capacity
CPU Speed(GHz)
CPU Core Count
Number of CPU cores
MAC Address
UUID
Hostname
IP Address
Last login by
Auto-populates the last user to log into the asset
Access Points (APs) and Switches
https://help.lightwavedental.com/support/solutions/articles/21003039208
Maintaining Inventory
To view, update, export or import asset information in Freshservice, go to Assets > Inventory.
Use the filters on the right-hand side. Select the IT Services Workspace, Asset Type (select "Computer" to display all Computer assets such as laptops, desktops, and servers), and select the Location(s) (optional).
Select the Display Name of the asset you wish to view and/or update. Then select the Edit button in the upper right to make changes to the asset information.
Click here to read about how to export asset information.
How to locate the asset's Acquisition Date and Warranty Expiry Date
- Select the asset and find the vendor name and serial number.
- Go to the manufacturer's support website and search for the asset by serial number.
- The website should display the start date (acquisition date) and warranty information, including the expiration date.
- Update the Acquisition Date and Warranty Expiry Date fields for the asset in Freshservice.
Below are examples of how to find this information for Dell and Lenovo products.
Dell
- Go to https://www.dell.com/support/home/en-us
- Enter the serial number in the search bar and click Search.
- Then select "Manage Services" to view the Acquisition Date and Warranty Expiry Date. This ensures you are viewing the most accurate Acquisition Date in the event that the warranty had been extended previously.
Lenovo
- Go to https://pcsupport.lenovo.com/us/en/
- Enter the serial number in the search bar and click Search.
- Select "View Warranty Details" to view the Acquisition Date and Warranty Expiry Date. This ensures you are viewing the most accurate Acquisition Date in the event that the warranty had been extended previously.
