Creating and configuring IT asset types, fields, locations, and statuses

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<p id="docs-hc-snippet" style="display: none;">Assets are things, such as hardware and software, that teams need to procure, allocate, refresh, and retire over time. After IT asset management isturned on, admins can create and configure asset types and then bulk import existing asset data into Zendesk. This data is then available to agents to interact with in the Agent Workspace.</p>
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<p id="docs-ai-summary-content">Create and configure IT asset types and custom fields to manage hardware and software assets. Use hierarchical structures for efficient field inheritance. Track asset locations and bulk import asset data using a CSV file. This setup allows agents to interact with asset records in the Agent Workspace, streamlining asset management and enhancing your support operations.</p>
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<p class="p">Assets are things, such as hardware and software, that teams need to procure, allocate,
refresh, and retire over time. After IT asset management is <a class="xref" href="https://support.zendesk.com/hc/en-us/articles/9817293579674" target="_blank">turned on</a>, admins can create and configure asset types and
then bulk import existing asset data into Zendesk. This data is then available to agents
to interact with in the Agent Workspace.</p>
<div class="p">This article contains the following topics:<ul class="ul" id="topic_dm3_zzb_bhc__ul_u4r_y2c_bhc">
<li class="li"><a class="xref" href="#topic_u1d_vcf_bhc">Creating asset types</a></li>
<li class="li"><a class="xref" href="#topic_vkv_jdf_bhc">Creating custom asset fields and adding them to asset types</a></li>
<li class="li"><a class="xref" href="#topic_lrl_ldf_bhc">Creating and using asset locations</a></li>
<li class="li"><a class="xref" href="#topic_slw_vfl_3jc">Creating and using asset statuses</a></li>
</ul>
</div>
<div class="p">
<strong class="ph b">Related articles</strong>:<ul class="ul" id="topic_dm3_zzb_bhc__ul_l3f_hmf_bhc">
<li class="li"><a class="xref" href="https://support.zendesk.com/hc/en-us/articles/9817293579674" target="_blank">Understanding and turning on IT asset
management in Zendesk</a></li>
<li class="li"><a class="xref" href="https://support.zendesk.com/hc/en-us/articles/10636277233690" target="_blank">Editing and managing IT asset types, fields,
and locations in Admin Center</a></li>
<li class="li"><a class="xref" href="https://support.zendesk.com/hc/en-us/articles/10631445339930" target="_blank">Bulk importing IT asset records</a></li>
</ul>
</div>
</div>
<div aria-labelledby="ariaid-title2" class="topic nested1" id="topic_u1d_vcf_bhc">
<h2 class="title topictitle2" id="ariaid-title2">Creating asset types</h2>
<div class="body">
<p class="p">Admins can use the Types page to create and manage asset types. You can have a total
of 50 asset types. </p>
<div class="p">
<strong class="ph b">To create an asset type</strong><ol class="ol" id="topic_u1d_vcf_bhc__ol_cbg_djf_bhc">
<li class="li"><span class="ph">In <a class="xref" href="https://support.zendesk.com/hc/en-us/articles/4581766374554#topic_hfg_dyz_1hb" target="_blank">Admin Center</a>, click <img class="image" id="topic_u1d_vcf_bhc__d8e1582" src="https://zen-marketing-documentation.s3.amazonaws.com/docs/en/itam_icon.png">
<strong class="ph b">IT assets</strong> in the sidebar, then select <strong class="ph b">Assets &gt; Types</strong>.</span></li>
<li class="li">Click <strong class="ph b">Create type</strong>.</li>
<li class="li">Enter a unique <strong class="ph b">Name</strong> for the asset type.</li>
<li class="li">If applicable, select the <strong class="ph b">Parent type</strong>.<p class="p">Asset types can only be
nested three layers deep. You can't select an asset type as the parent
if it would result in more than three layers.</p>
<div class="note note">
<span class="notetitle">Note:</span> The new asset
type will automatically inherit the parent type's fields and be nested
under the parent asset type on the Asset types page.</div>
</li>
<li class="li">Click <strong class="ph b">Create</strong>.</li>
<li class="li">
<a class="xref" href="#topic_vkv_jdf_bhc">Add custom asset fields</a>
to the asset type definition and <a class="xref" href="#topic_lrl_ldf_bhc">add locations</a> where assets are managed.</li>
</ol>
</div>
</div>
</div>
<div aria-labelledby="ariaid-title3" class="topic nested1" id="topic_vkv_jdf_bhc">
<h2 class="title topictitle2" id="ariaid-title3">Creating custom asset fields and adding them to asset types</h2>
<div class="body">
<p class="p">Asset fields are the schema for your asset types, defined by <a class="xref" href="#topic_odv_v2f_bhc">standard</a> and <a class="xref" href="https://support.zendesk.com/hc/en-us/articles/4408838961562" target="_blank">custom</a> asset fields, as well as the fields inherited
from parent asset types. These fields represent properties of the asset type that
you want to store and are used by agents when creating and managing assets.</p>
</div>
<div aria-labelledby="ariaid-title4" class="topic nested2" id="topic_odv_v2f_bhc">
<h3 class="title topictitle3" id="ariaid-title4">Understanding the standard asset fields</h3>
<div class="body">
<p class="p">The following common asset fields are pre-defined by Zendesk. These fields apply
to all assets and can't be edited or deleted.</p>
<div class="p">
<table border="1" cellpadding="4" cellspacing="0" class="simpletable" id="topic_odv_v2f_bhc__simpletable_snh_rkg_bhc" summary="">
<col style="width:50%">
<col style="width:50%">
<thead>
<tr class="sthead">
<th class="stentry" id="d52e185" style="vertical-align:bottom;text-align:left;">Field name</th>
<th class="stentry" id="d52e188" style="vertical-align:bottom;text-align:left;">Field type</th>
</tr>
</thead>
<tbody>
<tr class="strow">
<td class="stentry" headers="d52e185" style="vertical-align:top;">Asset tag</td>
<td class="stentry" headers="d52e188" style="vertical-align:top;">Text</td>
</tr>
<tr class="strow">
<td class="stentry" headers="d52e185" style="vertical-align:top;">Asset type</td>
<td class="stentry" headers="d52e188" style="vertical-align:top;">Lookup relationship</td>
</tr>
<tr class="strow">
<td class="stentry" headers="d52e185" style="vertical-align:top;">Location</td>
<td class="stentry" headers="d52e188" style="vertical-align:top;">Lookup relationship</td>
</tr>
<tr class="strow">
<td class="stentry" headers="d52e185" style="vertical-align:top;">Manufacturer</td>
<td class="stentry" headers="d52e188" style="vertical-align:top;">Text</td>
</tr>
<tr class="strow">
<td class="stentry" headers="d52e185" style="vertical-align:top;">Model</td>
<td class="stentry" headers="d52e188" style="vertical-align:top;">Text</td>
</tr>
<tr class="strow">
<td class="stentry" headers="d52e185" style="vertical-align:top;">Notes</td>
<td class="stentry" headers="d52e188" style="vertical-align:top;">Multi-line</td>
</tr>
<tr class="strow">
<td class="stentry" headers="d52e185" style="vertical-align:top;">Organization</td>
<td class="stentry" headers="d52e188" style="vertical-align:top;">Lookup relationship</td>
</tr>
<tr class="strow">
<td class="stentry" headers="d52e185" style="vertical-align:top;">Purchase cost</td>
<td class="stentry" headers="d52e188" style="vertical-align:top;">Decimal</td>
</tr>
<tr class="strow">
<td class="stentry" headers="d52e185" style="vertical-align:top;">Purchase date</td>
<td class="stentry" headers="d52e188" style="vertical-align:top;">Date</td>
</tr>
<tr class="strow">
<td class="stentry" headers="d52e185" style="vertical-align:top;">Serial number</td>
<td class="stentry" headers="d52e188" style="vertical-align:top;">Text</td>
</tr>
<tr class="strow">
<td class="stentry" headers="d52e185" style="vertical-align:top;">Status</td>
<td class="stentry" headers="d52e188" style="vertical-align:top;">Lookup relationship<p class="p">(Valid values: available, in use,
missing, pending, retired, under repair)</p>
</td>
</tr>
<tr class="strow">
<td class="stentry" headers="d52e185" style="vertical-align:top;">User</td>
<td class="stentry" headers="d52e188" style="vertical-align:top;">Lookup relationship</td>
</tr>
<tr class="strow">
<td class="stentry" headers="d52e185" style="vertical-align:top;">Vendor</td>
<td class="stentry" headers="d52e188" style="vertical-align:top;">Text</td>
</tr>
<tr class="strow">
<td class="stentry" headers="d52e185" style="vertical-align:top;">Warranty expiration</td>
<td class="stentry" headers="d52e188" style="vertical-align:top;">Date</td>
</tr>
</tbody>
</table>
</div>
</div>
</div>
<div aria-labelledby="ariaid-title5" class="topic nested2" id="topic_zz3_n2f_bhc">
<h3 class="title topictitle3" id="ariaid-title5">Creating custom asset fields</h3>
<div class="body">
<p class="p"> To finish creating an asset type, you must configure it with custom asset
fields. Custom asset fields can be applied to all asset types or specific asset
types only.</p>
<p class="p">You can have up to 100 asset fields, including standard and custom fields.</p>
<div class="p">
<strong class="ph b">To create custom asset fields</strong><ol class="ol" id="topic_zz3_n2f_bhc__ol_vx3_k3f_bhc">
<li class="li">
<span class="ph">In <a class="xref" href="https://support.zendesk.com/hc/en-us/articles/4581766374554#topic_hfg_dyz_1hb" target="_blank">Admin Center</a>, click <img class="image" id="topic_zz3_n2f_bhc__d8e1597" src="https://zen-marketing-documentation.s3.amazonaws.com/docs/en/itam_icon.png">
<strong class="ph b">IT assets</strong> in the sidebar, then select <strong class="ph b">Assets &gt; Fields</strong>.</span><p class="p">Alternatively, when viewing an individual asset type, click the
<strong class="ph b">Field</strong> tab and then click <strong class="ph b">Add field</strong>.</p>
</li>
<li class="li">Click <strong class="ph b">Create field</strong>.</li>
<li class="li">Select the <a class="xref" href="https://support.zendesk.com/hc/en-us/articles/4408838961562" target="_blank">field type</a> and enter a unique
<strong class="ph b">Display name</strong>.</li>
<li class="li">Verify that the <strong class="ph b">Field key</strong> is the value you want it to be.<p class="p">The
field key makes it possible for the API to reference the field. When
you enter a name for the field, the field key is automatically
populated. If you want the name and key to be different, you must
edit the field key.</p>
<div class="note note">
<span class="notetitle">Note:</span> You can't change the field key after
you create the custom object field.</div>
</li>
<li class="li">(Optional) Enter a <strong class="ph b">Description</strong> for the field.</li>
<li class="li">(Optional) Select <strong class="ph b">Required</strong> if this field must have a value when
adding or updating asset records that have this field.</li>
<li class="li">Select which <strong class="ph b">Asset types</strong> the field applies to:<ul class="ul" id="topic_zz3_n2f_bhc__ul_qk1_zwl_f3c">
<li class="li">
<strong class="ph b">Add to all types</strong>: Apply the field to all asset types.
Labeled as <em class="ph i">All</em> in the asset type column of the field
list.</li>
<li class="li">
<strong class="ph b">Add to selected types</strong>: Apply the field to the selected
asset types only.<p class="p">If you initiate the field creation while
viewing an asset type, <em class="ph i">Add to selected types</em> and that
asset type are automatically selected but can be modified as
needed.</p>
</li>
</ul>
</li>
<li class="li">Set other properties for your field. <p class="p">Options vary by field
type.</p>
</li>
<li class="li">Click <strong class="ph b">Save</strong>.</li>
</ol>
</div>
</div>
</div>
</div>
<div aria-labelledby="ariaid-title6" class="topic nested1" id="topic_lrl_ldf_bhc">
<h2 class="title topictitle2" id="ariaid-title6">Creating and using asset locations</h2>
<div class="body">
<p class="p">Tracking the location of physical assets is important. Locations are used in the
standard <em class="ph i">Location</em> asset field, so you can see and manage an asset’s location
in the asset record.</p>
<p class="p">You can create up to 10,000 locations.</p>
<div class="p">
<strong class="ph b">To create a location</strong><ol class="ol" id="topic_lrl_ldf_bhc__ol_zjq_psg_bhc">
<li class="li"><span class="ph">In <a class="xref" href="https://support.zendesk.com/hc/en-us/articles/4581766374554#topic_hfg_dyz_1hb" target="_blank">Admin Center</a>, click <img class="image" id="topic_lrl_ldf_bhc__d8e1627" src="https://zen-marketing-documentation.s3.amazonaws.com/docs/en/itam_icon.png">
<strong class="ph b">IT assets</strong> in the sidebar, then select <strong class="ph b">Assets &gt; Locations</strong>.</span></li>
<li class="li">Click <strong class="ph b">Create location</strong>.</li>
<li class="li">Enter a unique <strong class="ph b">Location name</strong>.</li>
<li class="li">Click <strong class="ph b">Create</strong>.</li>
</ol>
</div>
</div>
</div>
<div aria-labelledby="ariaid-title7" class="topic nested1" id="topic_slw_vfl_3jc">
<h2 class="title topictitle2" id="ariaid-title7">Creating and using asset statuses</h2>
<div class="body">
<div class="p">There are four asset status types:<ul class="ul" id="topic_slw_vfl_3jc__ul_ak5_yfl_3jc">
<li class="li">Available</li>
<li class="li">In use</li>
<li class="li">Unavailable</li>
<li class="li">Retired</li>
</ul>
</div>
<p class="p">All asset statuses are associated with one of the asset status types. For example, there are
six standard asset statuses: Available, In use, Missing, Pending, Retired, Under
repair. From this list, both Missing and Under repair have the status type
<em class="ph i">Unavailable</em>. Similarly, Missing and Retired both have the status type
<em class="ph i">Retired</em>.</p>
<div class="p">Admins can create additional custom asset statuses to suit their needs. All custom
asset statuses are associated with one of the four asset status types because
these status types are used to control asset visibility, eligibility for assignment,
and billing. Assets must have a status of <em class="ph i">Available</em>, <em class="ph i">In use</em>, or
<em class="ph i">Unavailable</em> to be accessible in the <a class="xref" href="https://support.zendesk.com/hc/en-us/articles/9817279885466" target="_blank">IT asset management panel</a> in the Agent
Workspace.<div class="note note">
<span class="notetitle">Note:</span> Asset records with a status of <em class="ph i">Retired</em> can't have an
assignee and aren't counted towards the account's <a class="xref" href="https://support.zendesk.com/hc/en-us/articles/10412597183898" target="_blank">billable asset records</a>.</div>
</div>
<div class="p">
<strong class="ph b">To create a custom asset status</strong><ol class="ol" id="topic_slw_vfl_3jc__ol_vfy_vgl_3jc">
<li class="li"><span class="ph">In <a class="xref" href="https://support.zendesk.com/hc/en-us/articles/4581766374554#topic_hfg_dyz_1hb" target="_blank">Admin Center</a>, click <img class="image" id="topic_slw_vfl_3jc__d8e1612" src="https://zen-marketing-documentation.s3.amazonaws.com/docs/en/itam_icon.png">
<strong class="ph b">IT assets</strong> in the sidebar, then select <strong class="ph b">Assets &gt; Statuses</strong>.</span></li>
<li class="li">Click <strong class="ph b">Create asset status</strong>.</li>
<li class="li">Enter a unique <strong class="ph b">Name</strong> for the status.</li>
<li class="li">Select the <strong class="ph b">Status type</strong>.</li>
<li class="li">(Optional) Enter a description to help agents understand when to use this as
an asset's status.</li>
<li class="li">Click <strong class="ph b">Create asset status</strong>.<p class="p">Custom asset statuses can be <a class="xref" href="https://support.zendesk.com/hc/en-us/articles/10636277233690#topic_qfj_53l_3jc" target="_blank">edited or deleted</a>, as
needed.</p>
</li>
</ol>
</div>
</div>
</div>
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