Overview

The Vivantio Asset Management system area can be used to record and manage a wide variety of Assets across their lifecycle. Assets can be anything: computers, servers, phones, software licenses, building facilities, contracts or anything else. Using the Integration Service Component you can automatically import assets from other applications such as SCCM. 

Assets are able to be linked to Tickets, Clients, Callers, Locations, Articles and other Assets.

It is recommended that careful consideration be given to the scope of Assets which are to be recorded within Vivantio, since, inevitably, there will be an administrative overhead in maintaining a database of Assets.

Using the Custom Report Builder, Assets can be reported on by Asset Type, each asset type can contain different custom fields which can be reported on individually.

Asset Management 

Guidance

Navigate to the Admin Area > System Areas > Asset > Features

Please see below the screen shot for details of the impact of each option.

Auto generate Unique Reference– Tick the box to enable the automatic generation of a Unique Reference (Referred to as ‘Asset Tag’ in the data import section).

Asset Category Required – Tick the box to make the Asset Category mandatory, this can be very useful in creating lists of different types of asset

Mark attachments as private by default – Tick to prevent any attached files showing on the Self Service Portal

Attachment Category Required – A Category must be selected when uploading a file

Make Serial Number Unique – The Serial Number (also known as the Friendly Name in data import) must be unique

Allow the Creation of duplicate records from difference sources – As it states.

Unique Reference – Enter the Unique Reference Name into the box

Friendly Name – Enter the Friendly Name into the box

Mode – You can choose whether it’s possible for Assets to:

• Always be linked to multiple Clients / Callers
• Optionally be linked to multiple Clients / Callers, with a default of linked to multiple
• Optionally be linked to multiple Clients / Callers, with a default of linked to single
• Always be linked to a single Client / Caller

Please Note: This setting only affects newly added or updated records; changes made won’t affect existing Assets.

Example

Below is an example of how to create a new Asset manually in Vivantio.

Navigate to Assets > New Asset:

Complete all the required details:

You can view the Assets in the technicians area through the lists. Click here to find out how to create a list. 

Reviewed: 28 March 2023