Asset requests

Use the Asset Requests workspace to assign standard Product Catalog items to customers. The Procurement Manager and Storage Manager user roles have access to this workspace, as do the Asset Administrator and Asset Manager roles.

Users with the Asset Mobile role also have the ability to place an asset request for themselves or others from the Self-Service Portal website.

You can keep track of all active asset requests by viewing them in the Home workspace > Asset Manager Analyst dashboard.

For details about creating purchase orders to fulfill an asset request, see Procurement.

1.Open the Asset Requests workspace and click New.

2.Enter the Customer this request is for, Status, Team, and Owner. Team and Owner refer to the team and team member responsible for fulfilling this request on behalf of the customer.

3.Under the Parameters tab, open the template for the Product Catalog. If the template isn't displayed, you may have to search for it. There may also be multiple Product Catalog templates, one for each asset type—if so, click the one that's relevant for this request.

4.Scroll down the template fields and enter the required information.

5.Fill out the other tabs as needed:

•Details – Add emails, notes, or attachments to the request.

•Approval – If an approval process is in place for asset requests, this tab shows the names of the approvers.

•Task – Add and manage any tasks that are part of fulfilling this request. When adding a task to a request, you assign it to a team. The task status is set to Logged, and an email is sent to the team owner. As the task progresses, you can update the status from this tab. Asset Administrators can also manage outstanding tasks in the Tasks workspace.

•Fulfillment Item – Add new fulfillment items to this request.

•Cost Item – Add new price cost items that are associated with any task that's part of this request.

•Purchase Order – If the asset request has been associated with a purchase order, select it and click Go to to view that purchase order.

6.Upon completion, click Save. The process advances as follows:

•The asset request is submitted and will display in the requests list view. In systems integrated with Ivanti Service Manager, this list also displays service requests.

•An email is automatically sent to the customer stating that the request has been submitted and is awaiting approval.

•Upon approval, you must manually assign the item to the customer from the Hardware Assets workspace. The assigned asset will transfer to the customer's record under the Employee workspace > Asset tab. Once that occurs, another email is automatically sent stating that the request has been fulfilled.

•Note that a record of this transfer displays under the Inventory Transactions tab for both the storage space (in the Stock Management workspace) and the asset (in the Hardware Assets workspace).

Users assigned the Asset Mobile role can request items for themselves or others. It's recommended that they request standard catalog items only. When requesting a non-standard item (one not currently available in the Product Catalog), the approval process takes longer, and the request may be rejected.

1.Access the portal website using the URL given to you by the Asset Administrator.

2.In the left menu panel, click the icon to open the Service Catalog.

3.In the left navigation pane, click the General Services check box.

4.Select the appropriate Product Catalog form for the item you want to request—options can include bundle, computer, consumable, general asset, infrastructure, mobile device, or peripheral device. In the resulting dialog, click Request. A request form displays.

5.In the User information > Requested for drop-down, select the user this item is for. The rest of the fields in this section will auto-populate.

6.In the Request details > Request type drop-down, select the asset type you're requesting. All catalog items of this asset type will display below. Enter the quantity needed, then click the check box next to the asset being requested.

7.If you want an item not listed in the catalog, scroll down and click the Non-Standard Request? check box, then fill out the comment box with a detailed description of the item. If known, include details such as manufacturer and model number.

8.At the bottom of the form, click Review & Submit. Review that your request details are accurate, then click Submit. If an approval process is in place, a contact group will first need to approve this request before asset fulfillment begins.

If you don't want to submit the request right away, you can click Save for Later, which creates a Draft of the request in the upper-right corner of the portal website. You can open the Draft at any point, make changes as needed, then submit it when ready.

9.In the upper-right corner, click the button and confirm the order.