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Version: 1.5.0

Version 1.5.0

Version 1.5.0 has significantly enhanced the functionality that covers the majority of ITAM entities and Platform entities related to purchasing and costs. Those include the following: configuration items, nomenclatures, currencies, prices, documents, demands, demand items, and many others.

In order to enhance the functionality, we have further developed the list of user groups and roles, updated the task forms, asset forms, and the asset state model, as well as updated existing business processes to implement the brand-new asset purchase module.

This ITAM version offers three key elements:

  • our brand-new purchase module that further elaborates the asset lifecycle from registration of a demand item and preparing a purchase request to the registration of purchased assets with the company and their allocation to employees.
  • new employee form view titled "ITAM" allows you to see your employees' or your own lists of assets, documents, and tasks related to the assets.
  • multi-level hierarchy for parent-child assets and its visualization.

We have added the following entities to provide for the business processes related to purchasing:

  • ITAM Actual Cost Item (itam_actual_cost_item),
  • Purchase Specification (itam_purchase_specification),
  • Nomenclature Provider (itam_m2m_nomenclature_provider)
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  • ITAM 1.5.0 demodata have been expanded accordingly to get acquainted with the new features.
  • The script used to create asset demo records has been moved from the Scheduled scripts to the Server scripts section.

This version also offers:

  • creating composite assets: now you can create such assets like a server or workstation and set multi-level parent-child relationships. Users with the itam_admin role can manually manage the dependencies.
  • accounting for the user when reserving and consuming consignment assets what allows for a more in-depth analysis of asset usage.
  • optimized automatic connection of an asset and its corresponding configuration item.

See the video demonstration for version 1.5.0.

New features​

Purchase request​

Purchase request logic covers the majority of ITAM entities and some Platform entities. In order to implement the feature, we have expanded the list of user groups and roles, updated task and asset forms, the asset state model and business-process logic.

In order to create a record in the Purchase Request (itam_purchase_request) table, the user must do the following:

  • specify demand items for the assets to be purchased;
  • have the request approved and moved to the Purchase state;
  • specify a contract with the supplier;
  • prepare a purchase specification indicating the price of the assets to be purchased under the request;
  • register delivered assets purchased under the request;
  • complete the purchase request or follow the early completion scenario that allows partial or no registration of assets.

The purchase request form includes the purchase list widget that lists the nomenclatures and quantity of assets to be purchased.

Read more in Purchase Request.

Nomenclature providers​

The new M2M table titled Nomenclature Provider (itam_m2m_nomenclature_provider) connects the records of goods suppliers with the records of company's asset nomenclatures. Such a relationship ensures that the user can only purchase assets of a specific nomenclature from a specific supplier. This logic is applied to the Purchase Requests whose Purchase method is Direct. To such requests, the user can add only those demand items whose nomenclature has a relationship with a specific supplier.

Read more in Nomenclature.

Register purchased assets​

As soon as the purchased goods in the stock, the button Register assets becomes available on the Purchase request form. Main features are as follows:

  • A registration task is created via the Purchase request form and can include only the assets provided in the purchase request.
  • Only the assets registered with a stock can be edited on the asset list. You can choose which assets to register or remove from the task to register them later.
  • An asset can be registered as soon as it appears in the stock, however the current registration task under the purchase request must be completed before creating another task. This means that a purchase request can have only one active registration task. This is done to prevent the creation of duplicate asset records.
  • You can delete related asset records from the registration task until it is completed if there are reasons for this.

Read more in Asset registration.

ITAM Actual Cost Items​

ITAM Actual Cost Item is a new table that stores records about the registered expenses spent on the company assets. You can create assets manually. Apart from this, the records are created automatically after the Registration task is completed for the assets that have been included into one of the ITAM Purchase Requests. ITAM Actual Cost Items are available in:

  • the ITAM Actual Cost Item table,
  • the Costs related list on the Asset forms if the asset was purchased by the company,
  • the Costs related list on the ITAM Purchase Request forms. Here you can find records related to the assets that have been purchased within each of the purchase request.

Purchase Request Specification​

The Purchase Request Specification record is created after you upload the list of the nomenclatures to be purchased and their prices into the ITAM Purchase Request form. Then, some of this data is passed to the ITAM Actual Cost Item records, as well as to the Registration task as a draft of the asset list that user must complete with other data to upload to the Create assets widget.

Read more in Purchase Request Specification.

Asset hierarchy tree​

Asset hierarchy tree is now available from the asset form and shows all relationships that the current asset is involved into. Click the tree items to go directly to any related asset to view its details and components. To open the hierarchy tree, click View hierarchy in the upper-right corner of the asset form.

Read more in Asset.

Improvements​

New view for the Employee form: ITAM​

On the Employee form (a record in the Employee (employee) table), you can now select a new view, titled ITAM, to see key information about the current user’s assets in the related lists:

  • Assets – the list shows all asset records where the current employee is specified as the User.
  • Consignment Consumptions – the list shows all active (non-canceled) consignment consumption records where the current employee is specified as the User.
  • Allocation tasks – the list shows tasks within which assets were allocated to the user.
  • Demand Items – the list shows all active (non-canceled) demand item records where the employee is specified as the Caller.
  • Asset Contracts – the list shows asset contact records. The list is available for the users assigned as Responsible for the corresponding assets.

When you change the location in the employee record, the value is also updated in the records of non-stationary assets allocated to the employee. If there are many assets, the update process may take some time. You can track its progress in a widget that shows the task execution status.

User tracking in the Consignment Consumption records​

The User field has been added to the Consignment Consumption form. It is populated with the name of the user whose asset was added into the task.

If the asset in the task is replaced with another user’s asset, for example after an approval rejection, the User field in the already created Consignment consumption records is also updated.

Read more in Consignment Consumption.

Parent asset for a consignment​

We have enhanced the relationship logic between the parent and child assets:

  • Child asset nesting levels have been expanded. Now, you can specify any child asset as a parent for other assets, and so on. When you create a new relationship, the system validates it to prevent cycles.
  • To view the entire chain of relationships an asset participates in, use the hierarchy tree.

Read more in Asset.

Documentation​

Documentation sections have been updated to align with the agent interface navigation menu. The descriptions of endpoint code responses were also revised to provide users with more precise information.

Fixes​

DEF0021270: In the previous version, we detected as issue that caused duplicates when registering consignment assets with identical values in the Serial number and Part number (if any) fields. In this version the issue is fixed. The system now accounts for this case, and consignment asset records are created correctly.

If a consignment asset has a part number, it is displayed on the asset form. If the field is empty, it is hidden from the form. For other asset types (non-consignment assets), the logic remains unchanged, and the Part number field is always available.