Working with Assets

Guide Overview

The following guide covers general asset information, viewing assets in Incident IQ, filtering asset views, editing assets, deleting and restoring deleted assets, as well as how to print asset labels.

Not what you were looking for? Perhaps one of these other guides will help:

  • Asset Check-In / Check-Out - A guide that provides step-by-step instructions on how to check-in / check-out an asset in Incident IQ.
  • Creating Custom Views - A guide that provides detailed step by step information on creating, editing, and deleting custom views for both your tickets and assets.
  • Working Tickets - A guide designed to give an overview of adding and editing resolution actions in tickets, commenting on tickets, accessing and editing general information on tickets, as well as assigning tickets to an agent.

 

Guide Index

You can use the following links below to quickly navigate to a specific section in this document. To quickly return to this index simply use the Return to Index link located at the end of any section.

  1. General Asset Information
  2. Assets Explorer
  3. Assets in Global Search
  4. Filtering Asset Views
  5. Managing Assets and Asset Data
    1. Creating Assets
    2. Importing Assets
    3. Editing an Asset
    4. Deleting an Asset
    5. Restoring Deleted Assets
    6. Exporting Asset Data
  6. Bulk Asset Operations
    1. Moving Locations
    2. Updating Statuses
    3. Cloning Assets
    4. Changing Asset Information
    5. Submit Tickets in Bulk
  7. Printing Asset Labels

 

General Asset Information

Assets are the hardware, software, and other types of equipment in your school. Incident IQ is designed to allow districts the ability to quickly and efficiently track not only basic information but also an asset's full ticket history. Currently, the system is set up to accommodate the following types of assets:

Hardware: 

Any physical piece of technology. This includes the following categories and their respective subcategories:

  • Computers
  • Electronics
  • Networking
  • Phones
  • Printers & Scanners
Software:

Any program that is locally installed on a computing device. This includes examples like operating systems, anti-virus software, media players.

Online Systems:

These are cloud-based software services. Examples of this type of software include Student Information Systems (e.g., Infinite Campus), Learning Management Systems (e.g., Blackboard) Office 365, G-Suite for Education, etc.

Other:

Any other type of asset listed in this category. Custom assets can be included in this category.

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Assets Explorer

The Assets Explorer page provides agents and administrators with a single location to search for and view all assets across the entire district. You can access this page by selecting Assets > Assets Explorer on the left navigation menu.

Assets_Explorer_1.png 

You will now find yourself on the Assets Explorer main page. From here, you'll have the option of quickly viewing assets using the following filtered views:

  • Asset Type: Displays all assets in your district stored under the selected type of asset (i.e. Devices, Software, Online Systems, Facility Equipment, Networking, Other)
  • By Category: Displays all assets stored under the selected category of asset (i.e. Desktops, Chromebooks, Copiers, etc.)
  • By Location: Displays all assets stored at the selected location

Assets_Explorer_2.png

Alternatively, if you want to search for a specific asset, you can enter the asset ID tag or serial number into the search box located near the top-right of the page.

Assets_Explorer_3.png

tips.pngTip: If you cannot locate an asset using the asset ID, try entering the serial number instead, or vice versa. Sometimes an asset's information may not be updated to reflect physical changes outside of Incident IQ such as a new asset tag or a unit replacement.

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Assets in the Global Search

You can search for any asset that has not been deleted in the system by using the Search button located at the top of any page.

Assets_Global_Search_1.png

This will open up the Global Search window. From here, you can narrow down any search you make to assets only by selecting the Assets tab. You can also select from any of your most recent searches using the suggestions in the bottom left corner of the window.

Assets_Global_Search_2.png

Any assets that match your search criteria will be listed alongside their basic asset information. This includes the model, asset tag, serial number, and location. Additionally, you can select from the Quick Filters options to open a filtered asset view based on your selection.

Assets_Global_Search_3.png

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Filtering Asset Views

Aside from using the default asset views, you can further refine what assets you want to view by setting one or multiple filters. Filters allow you to perform advanced searches by agent, model, ticket type, location, and other parameters.

To begin using a filter simply select the Filter button in the top right of any assets view page.

Asset_FIlters_1.png

This will open up the filter selection window. From here, you can use the left and right columns to quickly select what filter category you would like to search by.

Asset_FIlters_2.png

Next, you'll be asked to select the specific data you'd like to display from the chosen filter category. Alternatively, you can select the Exclude checkbox to search for all users that do not match your selected criteria.

Asset_FIlters_3.png

After hitting Save Selection, you'll see your filter displayed above the list of users in your view.

Asset_FIlters_4.png

You can use the Add Filter button to apply multiple filters to your view, allowing you to be as broad or as specific as needed.

Asset_FIlters_5.png

tips.pngTip: If you find yourself using the same search filters often, consider saving them as a new custom view using the Save as New View option. For more information on Custom Views and their uses in Incident IQ feel free to check out our Creating Custom Views article for more details.

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Managing Assets and Asset Data

Incident IQ is designed to give districts the ability to capture any data point necessary to effectively manage their assets. Without any customization, this includes the default ability to record the following data points:

  • Asset tag
  • Deployed date
  • Funding source
  • Last inventory date
  • Location
  • Location details
  • Location room
  • Model
  • Notes
  • Owner
  • PO Number
  • Purchased date
  • Purchase price
  • Retired date
  • Serial number
  • Warranty expiration date
  • Warranty information

Additionally, Incident IQ supports capturing data points outside of these default settings through the use of custom fields. Please note that if you are using the bulk asset importer then it is highly recommended that these custom fields should be created prior to any upload. Otherwise, this data will not be captured and will require a second bulk import to update the asset information.

tips.pngTip: Creating custom data fields is a feature available to administrators by default and agents that have the Manage Custom Fields permission. If you are new to custom fields and would like to know more then feel free to check out our comprehensive help document on the topic!

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 Creating Assets

By default, any agent or administrator can create assets for any currently activated model in Incident IQ. To add a new asset, begin by selecting the +New Asset icon located towards the top-right of any asset page.

Create_Asset_1.png

This will take you to the Asset Details page. From here you can assign an asset owner, enter general asset details, as well as input purchase information. At the very minimum, you will have to fill out any field with a red asterisk next in order to save a new asset into Incident IQ.

Create_Asset_2.png

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 Importing Assets

Incident IQ supports importing and updating assets in bulk from an Excel or CSV file. When ready, begin by selecting Assets > Import Assets from the left navigation bar.

warning_2.pngImportant Note: By default, all administrators are able to import assets in bulk. However, agents will need the Import permission checked in order to do so. If you are unable to import assets as an agent and feel this is in error please contact your local iiQ Administrator.

Import_Assets_1.png

At this stage, you will need to ensure that the file being uploaded is formatted correctly and at a minimum includes the following data:

  • Asset Type
  • Model
  • Asset Tag and/or Serial Number

Alternatively, you can download a premade template by selecting the Asset-Import-Template.xlsx link on the Asset Importer page.

Import_Assets_2.png

Once your file is in order, select the Choose File icon, choose the file you want to upload, and then select Upload & Continue at the bottom right corner of the screen.

Import_Assets_3.png

After your file has been uploaded, you will be prompted to review the uploaded information and make any changes. Column names that match an existing field name in iiQ will automatically map to this field. Fields that do not match, either because of their column name or due to being a custom field, will need to be manually selected and mapped accordingly. Once all information verified as correct, select Continue.

Import_Assets_4.png

Step three will ask you to select what Incident IQ models your spreadsheet data should map to. Once you have verified the mapping here, click Continue.

Import_Assets_5.png

If you have locations in your spreadsheet, step four will ask you to confirm what Incident IQ location your devices should be mapped to. Once you have verified the mapping here, click Continue.

Import_Assets_6.png

If you have a funding source indicated, you will also be asked to confirm the mapping for this attribute in step four as well. Once you have verified the mapping here, click Continue.

Import_Assets_7.png

The final step will display how the asset information will look like once imported. Once you have verified the accuracy of the upload information select Begin Import at the bottom right of the screen.

warning.pngImportant Note: Once you select Begin Import, the batch upload cannot be stopped. Please ensure that all mapping settings are correct before continuing with the import.

Import_Assets_8.png

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 Editing an Asset

Incident IQ allows for quick and easy editing of any asset entered into the system. To edit an individual asset, begin by finding and clicking on the asset in question.

Edit_Asset_1.png

This will open the asset's details page. Navigate to Options > Edit Asset to open the asset editor.

Edit_Asset_2.png

From here, most aspects of the selected asset can be edited. This includes the owner, asset tag, serial number, and other default or custom fields. Remember to click Save Changes before navigating away from the page.

Edit_Asset_3.png

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 Deleting an Asset

Incident IQ allows for users to delete any asset entered into the system provided they have the proper permissions to do so. To delete an individual asset simply click the asset tag number on the asset viewing screen. 

Edit_Asset_1.png

On the asset's detail screen, simply select Options > Delete Asset. Please note that assets are not permanently deleted and may be recovered by a district admin if needed.

Delete_Asset.png

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 Restoring Deleted Assets

Administrators and agents with the correct permissions can restore any district asset that has been deleted. To do so, begin by selecting Assets > Deleted Assets from the navigation menu.

Deleted_Assets.png

From here, simply click on the restore icon and confirm the asset restoration when prompted.

Restoring_Deleted_Asset_2.png

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 Exporting Asset Data

To export asset data to an Excel file, begin by selecting More > Export from any Assets view.

Exporting_Assets_1.png

This will open the Exporter window. From here, you can name your export as well as select the data you would like to see by selecting your filters and column data to display. Please note any filter settings your view is currently using will automatically appear in the Exporter window.

Exporting_Assets_5.png

For larger reports, you may have to wait for the export to finish processing. In these cases, you will be provided with a download in your user notifications when the report is ready. Additionally, you will also receive an email with a direct link to the export file as well.

Export_Assets_3.png

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Bulk Asset Operations

When you select one or more assets in any assets view you will see a set of options appear beneath the column titles. These are bulk asset operations and are designed to allow you to quickly perform the following on your select assets:

  • Move locations
  • Change the current asset status
  • Create one or more clones of each selected asset
  • Update asset fields
  • Submit tickets

Bulk_Asset_Options_1.png

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 Moving Locations

To change the locations of your selected assets begin by selecting Move in an assets view.

Bulk_Location_Change_1.png

This will open up a new pop-up window. From here, you can select the new location of your selected assets from the provided dropdown menu, as well as provide any additional location details if necessary.

Bulk_Location_Change_2.png

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 Updating Statuses

To change the status of your selected assets begin by selecting Change Status in an assets view.

Bulk_Change_Status_1.png

This will open up a new pop-up window. From here, you can select the new status of your selected assets from the provided dropdown menu.

Bulk_Change_Status_2.png

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 Cloning Assets

To make a clone(s) of your selected assets begin by selecting Other > Clone in an assets view.

Bulk_Clone_1.png

This will open up a new pop-up window. From here, you can select the number of clones you would like to make of each selected asset, as well as enter in each unit's asset and serial number information.

Bulk_Clone_2.png

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 Changing Asset Information

To update the information field(s) of your selected assets in bulk, begin by selecting Other > Set Info in an assets view.

Bulk_Set_Info_1.png

This will open up a new pop-up window. From here, you can select one or more asset information fields to update in bulk.

Bulk_Set_Info_2.png

Once you've selected your fields, you can begin to enter in the new asset information.

Bulk_Set_Info_3.png

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 Submitting Tickets in Bulk

You can submit bulk tickets by selecting one or more assets and choosing Other > Submit Tickets.

Bulk_Ticket_Submit_1.png

This will open up a new pop-up window. From here, you can begin entering in the ticket information. The first section, Ticket Issue, will ask for the following information:

  • Requestor
  • Ticket location
  • Issue category and the specific issue.

Bulk_Ticket_Submit_2.png

The Ticket Details section will allow you to enter in your ticket subject and description. If you have any custom fields setup for these devices they will also appear here at this time.

Bulk_Ticket_Submit_3.png

The Workflow Details section allows you to select the following:

  • The workflow for this ticket.
  • Ticket status
  • Assigned agent
  • Assigned team
  • Priority level
  • Assigned SLA
  • Assigned work package

Bulk_Ticket_Submit_4.png

The Options section will allow you to select whether you would like to have rules fire on your submitted tickets. Please note that selecting this option may override selections specified in the preceding sections of this window. 

Bulk_Ticket_Submit_5.png

Alternatively, you can apply a premade ticket template to these tickets instead. Simply click on Use an existing template? in the top right corner of the window and select your desired template from the dropdown menu.

Bulk_Ticket_Submit_6.png

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Printing Asset Labels

It is possible to print a replacement asset label in Incident IQ if your system has been set up to do so. To print an asset label, begin by finding and clicking on the asset in question. 

Edit_Asset_1.png

This will bring up the asset detail screen. Navigate to Options > Print Asset Label to open the asset editor. Please note that this feature is designed for one-off replacements of asset labels and does not feature a bulk printing option.

Print_Asset_Label.png

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