Asset Manager Essentials

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Workspaces defined

Asset Manager Essentials has 40-plus workspaces that comprise the product user interface. Each workspace performs a separate function that enables you to manage your organization's assets.

The Asset Administrator user role has access to all of the available workspaces, while a subset is available to the other user roles.

The alphabetically ordered list below describes what each of these workspaces is used for and the Asset Manager Essentials user roles that have access to them.

If your Asset Manager Essentials system is integrated with Ivanti Service Manager, you'll notice that most of these workspaces are used in that product as well and are explained in detail in the Ivanti Service Manager Admin Online Help at https://help.ivanti.com.

Address Country – Add countries to a master list that are part of your records for asset storage locations, vendor contacts, and so on.
Available to Asset Administrators

Approvals – View a list of purchase orders that need approval before fulfillment can occur. By default, purchase orders do not need approval.
Available to Asset Administrators, Asset Managers, Contract Managers, Procurement Managers

Asset Data Mapping – Use as an advanced function to specify how asset data is mapped during data discovery.
Available to Asset Administrators

Asset Requests – Place requests on behalf of customers for Product Catalog items such as hardware, software, and consumables. Also manage those requests from here.
Available to Asset Administrators, Asset Managers, Procurement Managers, Storage Managers

Asset Processor Configuration – Configure the platforms that will be imported into the Asset Manager Essentials database.
Available to Asset Administrators

Asset Sub Type – Create a new globally-available asset subtype that goes under one of the predefined parent types of General, Computer, Infrastructure, Mobile, Peripheral, and Software in the Hardware Assets workspace.
Available to Asset Administrators

CI Named Constraints – Define logical relationships between parent and child configuration items.
Available to Asset Administrators

CI Named Rel Data – Add the items that populate the lists found in the CI Named Rel Constraints workspace.
Available to Asset Administrators

Contact Group – Create groups of employees to be contacted as part of an approval process for setting up contracts, purchase orders, and Product Catalog items. In doing so, the process advances only after the majority of a group has approved the item.
Available to Asset Administrators

Contracts – Set up the vendor contracts needed for purchasing assets. For Contract Managers, this workspace is called Contract Management.
Available to Asset Administrators, Asset Managers, Contract Managers

Contract Line Items – Set up specific line items for vendor contracts (such as entitlements, maintenance, extended warranties, and so on), that you can link to a specific contract and reuse for other contracts.
Available to Asset Administrators, Asset Managers, Contract Managers

Currency – Add currencies to a master list that are part of your records for Product Catalog items, purchase orders, and so on.
Available to Asset Administrators

Department – Define the departments in your organization that will be used in your employee records. Define departments before importing employee records, so they’re ready for selection.
Available to Asset Administrators

Disposals – Create disposal records for assets no longer needed.
Available to Asset Administrators, Asset Managers, Storage Managers

Email – View all outbound email records that are manually created by users, or automatically created via triggered actions or work flows. Inbound emails created by the HEAT Email Listener are shown here as well. (The HEAT Email Listener is a component of Ivanti Service Manager.) All email records in this workspace are initially configured in the Email Config and Inbox workspaces, which are available to Asset Administrators only.
Available to Asset Managers, Procurement Managers, Contract Managers, and Storage Managers

Email Config – Configure all settings for outbound Asset Manager Essentials email.
Available to Asset Administrators

Employee – Manage employee records that have been imported into or manually created in the Asset Manager Essentials database. Employees are both users of Asset Manager Essentials and customers who can request assets (similar to the Service Manager customers who can request services).
Available to Asset Administrators
Available as read-only to Asset Managers, Contract Managers, Procurement Managers, Storage Managers

External Contact – Create a list of external contacts that weren't imported from your primary data source, such as new vendor contacts that you can associate with vendors in the Vendors workspace. Note that any vendor contacts added via the Vendors workspace > Contacts tab also appear in this list. If your system is integrated with Service Manager, external contact records will include fields and tabs that are only relevant for that product.
Available to Asset Administrators, Asset Managers, Contract Managers, Procurement Managers

Financial Owner Allocation – Use as a quick way to allocate unassigned asset records to certain organizational units (financial owners). To do so, expand the organizational units tree, as well as the Unassigned CIs, then drag and drop CI items onto a specific owner.
Available to Asset Administrators

Financial Owners – Create new organizational units and any hierarchies associated with them. Org units are departments in your organization that are assigned as the financial owners of the assets tracked in Asset Manager Essentials. Also link asset records to these owners from this workspace.
Available to Asset Administrators

Hardware Assets – Access and manage all asset records that have been imported into or manually created in the Asset Manager Essentials database—this is one of the most widely-used and important workspaces.
Available to Asset Administrators, Asset Managers, Contract Managers, Procurement Managers, Storage Managers

Inbox – Configure all settings for inbound email that will be created by the HEAT Email Listener, which is a component of Ivanti Service Manager. Use this workspace in conjunction with the Email Config workspace.
Available to Asset Administrators

Integration – Set up and maintain your data across two systems, such as Service Manager and Asset Manager Essentials, after data discovery.
Available to Asset Administrators

Integration History – View all data-discovery jobs related to system integration, including canceled jobs.
Available to Asset Administrators

Integration Log – Use to spot systems-integration errors that may have occurred during data discovery.
Available to Asset Administrators

Integration Queue – View active systems-integration jobs that are part of data discovery. Once the import is completed or aborted, the job disappears from the list. To view newly imported data, open either the Hardware Assets workspace or Software Assets workspace and refresh the page.
Available to Asset Administrators

Invoices – Track vendor invoices that are associated with asset purchase orders.
Available to Asset Administrators, Asset Managers, Procurement Managers, Storage Managers

Journal Category – Create a new category for the journal notes or emails that may be part of an asset record. Categories further explain why an email was sent or a note was added to a record.
Available to Asset Administrators

Journal Notes Sources – Create a source for journal notes (such as email, voice mail, and so on) that may be part of an asset record.
Available to Asset Administrators

Locations – Define the inventory locations that correspond to the different sites your organization has, as well as the storage spaces of your in-stock items. We recommend that you set up locations before you begin managing in-stock assets with the Stock Management workspace.
Available to Asset Administrators, Asset Managers

Logs – View Service Manager-related logs that have occurred for various events. Logs appear here after being configured in the Logging Configuration workspace. Asset Manager Essentials barcode scans are logged in the Scan Log workspace, not here.
Available to Asset Administrators

Logging Configuration – Configure logging services for Service Manager-related events that may occur. Asset Manager Essentials barcode scans are not configured here.
Available to Asset Administrators

Manufacturer – Add manufacturers to a master list for use in asset records.
Available to Asset Administrators
Available as read-only to Asset Managers, Contract Managers, Procurement Managers, Storage Managers

Message Queue Journal – View information about Service Manager-related email messages that have timed out or had errors. You can also view archived messages if you configured the message queue to do so.
Available to Asset Administrators

Product Catalog – Define Product Catalog items for purchase that have agreed costs from approved vendors; also assess stock levels and active orders. Make items available for request by adding them to the catalog's user interface via the Request Offerings workspace. Once the Product Catalog is online, Asset Mobile users can request items via the Self-Service Portal, and managers can request items on behalf of a customer via the Asset Requests workspace.
Available to Asset Administrators, Asset Managers, Procurement Managers

Purchase Line Item – Add and manage the purchase line items that are part of a purchase order.
Available to Asset Administrators, Asset Managers, Contract Managers, Procurement Managers, Storage Managers

Purchase Orders – Order an asset as a custom purchase that's not one of the approved items of the Product Catalog. Manage invoices, shipments, and associated contracts here, as well as update vendor scorecards.
Available to Asset Administrators, Asset Managers, Procurement Managers, Storage Managers

Reports – View a full list of supplied reports and what they display about your assets. These are SQL Server Reporting Services (SSRS) reports that provide in-depth reporting information about your assets.
Available to Asset Administrators, Asset Managers, Report Managers

Request Offerings – Design the Product Catalog form, which is the catalog's user interface. You design the form after defining the items for purchase in the Product Catalog workspace. Once the Product Catalog is online, Asset Mobile users can request items via the Self-Service Portal, and managers can request items on behalf of a customer via the Asset Requests workspace.
Available to Asset Administrators, Asset Managers, Procurement Managers

Roles – Assign one or more of the 8 Asset Manager Essentials roles to employees in the system. The roles are then made available to that person upon logging in. When a role is selected, it determines the default set of workspaces (forms and dashboards) available to a user.
Available to Asset Administrators

Scan Log – View a record of all barcode scans made with the Asset Manager Essentials barcode scanner app. The barcode scanner identifies assets by scanning barcodes that contain the asset tag. Users with the Asset Scanner role typically do the scanning.
Available to Asset Administrators

Schedule Entry – Create a variety of Service Manager-related schedules to be used for different functions. These schedules will then appear in a drop-down list within the corresponding workspaces.
Available to Asset Administrators

Self-Service Portal – A website that enables Asset Mobile users to place an asset request for themselves from the Product Catalog, as well as review any recently submitted requests and their approval status. Users can also view their currently assigned assets. It's up to managers to make this URL available to users.
Available to Asset Mobile users

Service Catalog – Order from a variety of Service Manager-related request offerings and services.
Available to Asset Administrators, Asset Managers, Contract Managers, Procurement Managers, Storage Managers

Shipments – Associate one or more shipments with a purchase-order invoice.
Available to Asset Administrators, Asset Managers, Procurement Managers, Storage Managers

Software Assets – View which software products exist in your system, and what your current level of entitlement is for those products. This workspace is most effectively used in an environment integrated with Ivanti License Optimizer.
Available to Asset Administrators, Asset Managers, Contract Managers, Procurement Managers

Stock Management – Manage in-stock assets and the storage spaces where they're stored.
Available to Asset Administrators, Asset Managers, Storage Managers

Subnet Mapping – Compare the assigned subnet of an asset with its discovered subnet to produce a corresponding exception report that helps you identify where it's located.
Available to Asset Administrators, Asset Managers

Task – Manage tasks that are part of an asset request. All associated tasks must be completed before an asset request can be resolved. The Task workspace also includes any Service Manager-related tasks that may be part of your integrated system.
Available to Asset Administrators

Teams – Define the teams of employees who will be responsible for adding items to the Product Catalog and fulfilling asset requests.
Available to Asset Administrators

Vendors – Define the vendors you use, as well as details about current vendor contracts and performance to get the best out of your ongoing relationships.
Available to Asset Administrators, Asset Managers, Procurement Managers


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