Important Note: In order to automatically create assets in Incident IQ from the Chrome Console you will need to enable the Create Asset option, as well as have location and models mapped in their respective tabs. Failure to do so can prevent some or all of your assets from importing/updating during scheduled syncs.
The following guide is designed to give district administrators an overview of the following topics:
- Managing what device data is created, updated, and deleted during the Google Device App system syncs
- Setting up model and location mappings
- Reviewing historical system syncs
- Looking up a device's Google data
Not what you were looking for? Perhaps one of these other guides will help:
- Google Device App Installation - A guide designed to provide an in-depth overview of how to install the Google Device App in Incident IQ.
- Managing Incident IQ Apps - A guide designed to provide a brief overview of Incident IQ Apps and how to access app management.
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.
- App Management Introduction
- Overview Tab
- General Settings Tab
- Batch Assign Users Tab
- Location Mappings Tab
- Model Mappings Tab
- Verification Tab
- Sync History Tab
- Asset History Tab
App Management Introduction
The Google Device App is designed to give school districts the ability to create, manage, and automatically assign assets to students in Incident IQ by utilizing Google data. In addition, integrating Chrome devices into Incident IQ allows you to view an asset's metadata in one convenient location. This includes basic device information, OS and firmware versions, Google identification, and other data agents may find useful during the course of working a ticket.
When installed, you can access the Google Device App by selecting Incident IQ Apps > Apps Management. This will take you to your Installed Apps page where you can select the Options button to access the Google app management.
The Overview Tab provides allows you to set and review your authentication with Google, as well as provide you basic sync options.
The Status section allows you to quickly determine if your current authentication token is valid and whether or not IIQ can access the devices in Google. If your credentials are invalid, you can easily change the information used to access your console by clicking on the Reset button.
The Sync section allows you to quickly review what occurred during the last scheduled system sync. Clicking on the View Details link will automatically open the last syncs details. Additionally, you can also manually start a sync from here using the Start Sync button.
General Settings Tab
The General Settings tab has the settings that control when information is brought in or updated automatically, as well as field mappings between the Chrome Console and Incident IQ. As such, this tab controls the following integration settings:
- Options that control if assets are automatically created, updated, and deleted during syncs.
- The ability to turn on automatic room assignment for assets if you are storing this data in Google.
- Custom field asset mapping options to pull in additional data for use in asset filters and custom view columns.
- An option to enable the use of remote asset features available in Google directly on an asset detail's page by administrators and agents with the correct permissions.
The Mapping section manages what data is created and updated in Incident IQ based on data coming from Google. This includes:
- Only Update Custom Fields: Selecting this will only update custom field data for assets as setup in the Map custom values from googleDeviceData section
- Create Asset: Selecting this will automatically create assets in IIQ to match any new device discovered in Google during a sync.
- Update Asset: Selecting this will automatically update assets in IIQ to match any updates to a device's data discovered in Google during a sync.
Underneath the Update Asset option, you will see a drop-down menu where you can select what default status iiQ should set for devices if they are currently active in Google. This includes an option to only update this status during syncs when a change in status is detected in Google.
You can also set what status a device is set to in iiQ if it is currently disabled, deprovisioned, or deleted from Google. As with the default status option above, you have the option to only update the status during syncs when a change in status is detected in Google. Additionally, you can also set whether these devices should be created in iiQ if they do not already exist, remain in iiQ, or are deleted iiQ entirely.
Activating the Create Rooms option will automatically create rooms associated with assets in Google if these rooms do not already exist in Incident IQ.
The Map custom values from googleDeviceData section allows you to map specific fields from Mosyle to asset fields in Incident IQ.
It also, gives you the ability to pull in custom data fields and custom view column options. To set one of these fields up
- Begin by clicking on the Add button.
- Select the data field coming in from Google in the googleDeviceData custom value box.
- Specify if the data should map to an existing default field, or if it should be pulled in from Google as a custom field.
- If you pull this information into a custom field, you will also need to set a field name, select a field type (text, number, or date), and set whether the field information needs to be searchable through filters.
You can control whether or not the Google Device integration will update the owner field in Incident IQ using the following options in the Automatic asset assignment in iiQ drop-down menu:
- Don't automatically update asset owner in IIQ: This option will prevent the Google Device Data integration from updating owner information in Incident IQ.
- Automatically update owner in IIQ based on annotated user in Google: This option will automatically update the device ownership of assets in Incident IQ based on the annotated user field in the Google Console.
- Automatically update owner in IIQ based on last device user in Google: This option will automatically update the device ownership of assets in Incident IQ based on the last logged in user in the Google Console.
The Google Options section manages what data is written back from Incident IQ into Google. This includes:
- Write device status to Google: This option gives you the ability to assign permission to users so that they can disable, re-enable, and deprovision devices on an asset's details page in iiQ. You can find further details on this feature here.
- Write assigned user to Google: which will change the assigned user in Google to match the assigned user in iiQ.
- Write assigned location to Google: This option allows iiQ to change the assigned location in Google to match the assigned user in iiQ.
- Write asset id to Google: This option allows iiQ to change the annotated asset id field in Google to match the asset tag in iiQ.
- Write asset notes to Google: This option allows iiQ to change the annotated notes field in Google to match changes to the notes added to a device in iiQ.
- Write orgUnitPath to Google: This options allows iiQ to update the OU location of a device based upon IIQ location date. Please note, this will only work if the OU already exists in Google and the location mapping has been set between an iiQ location and a valid orgUnitPath. Additionally, this will only work for one OU path per location. If you have multiple sub-OUs for a location, it is recommended to leave this option turned off.
Import Note: It is highly recommended that you perform regular backups of your Chrome Cloud device data. Changes made by write-back options cannot be reverted through Incident IQ. If you have any questions about these options please consult with iiQ Customer Service prior to enabling them.
Batch Assign Users Tab
The Batch Assign Users Tab allows you to manually auto-assign devices to users based on the last user of the device.
You can preview any batch user assignment by clicking on the Generate Preview button. If the data appears to be correct you can then confirm running the full sync.
Location Mappings Tab
This tab allows you to select or modify your current location mappings between IIQ and the Google Device Data App.
You can choose to automatically assign a device to a default location in Incident IQ if it does not match any location mappings set.
The Custom Mapping Options allows you to choose how you would like devices to map in IIQ.
When either is selected, you will be presented with a list of locations currently in the system. From here, you can select Auto-Map Location Names to match location names between IIQ and Google. Alternatively, you can also manually search for and select your location assignments if needed.
Model Mappings Tab
This tab allows you to select or modify your current model mappings between IIQ and the Google Device Data App.
You can use the Auto-Map Models button to automatically attempt to match models in your list of devices with models that already exist in IIQ.
Alternatively, you can also manually select what model your device should map to using the drop-down menus to the right of each listed device.
If your device will not auto-map and is not available from the drop-down options, then it most likely does not currently exist in IIQ. In this case, simply select the Create New Model button on the right of the device mapping in question to automatically create and activate this model during your data sync.
The verifications tab allows you to utilize Google login activity to verify assets outside of the normal verification process.
From this page, you can kick off a single manual verification by clicking on the Start Verification button.
Alternatively, you can set up a Profile to automate your app verifications. Profiles allow you to automate your asset verifications, removing the need to start verifications manually.
When setting up a Profile you will be asked to provide it a name as well as fill out the following information:
- Number of days of usage to review: The number of days a user must log in to the system to successfully count as verified.
- Allow Shared Devices: This option allows devices used by multiple users to be verified as long as the assigned owner logs in a number of times equal to what is set in the "Number of days of usage to review" field.
- Schedule: This option allows you to set up a schedule for when a verification should occur (once, daily, weekly, monthly, yearly). Additionally, you can also set a sunset date for the Profile here as well.
- Select Assets: This option allows you to set up filters for the types of devices this Profile will verify.
Once added, you can Edit, Delete, or review the status of any current Profile at the bottom of the Verifications page. Please note that you can set up multiple Profiles at once, as well as run them concurrently if needed.
Sync History Tab
This tab allows you to view your sync history between IIQ and the Google Device Data App.
Every sync, whether it completed successfully or not, is logged for reference purposes and available for review in the View details of a sync list.
Clicking on any sync, in particular, will open that sync's details. From here, you can review the full list of what devices were updated, created, deleted, or skipped during the sync. Additionally, you can narrow down your view by using the filter options at the top of the list.
Asset History Tab
The Asset History tab allows you to search for basic information on any device currently located in your Google Console.
Simply enter in a valid serial number in the Search for asset field to begin your search.
Once you've selected a device, you'll be able to see the following Google information:
- External ID
- Owner Email
- Organizational Unit
- Serial Number
- Location Name
Additionally, you'll also see a list of actions applied to this device during recent system syncs.