3 April 2020

Automated Actions for Asset Management

Having all your assets registered in one centralized place, such as TOPdesk, is nice, but getting an automatic notification when an asset is malfunctioning or its contract is about to expire – that’s even better. That’s where the newly released automated actions for Asset Management come in.

Automatically inform your suppliers about the status of assets

Automated actions enable you to automate a large part of the communication about your assets with the relevant suppliers. Here’s how.

TOPdesk stores information on whether an asset is operational. This status can be adjusted based on external systems via our API, or manually by an agent. This information is useful to communicate to your supplier if you have a maintenance or warranty contract with them.

Using automated actions, you set up a trigger when a change occurs on the asset – such as when the status changes from ‘operational’ to ‘impacted’. This status change triggers an email to the supplier of this asset, which automatically includes all the information your supplier needs to fix the problem, from asset type and ID to location and the contact in your organization.

Does your supplier also use TOPdesk, or another information system which is capable of API calls? Then an action sequence can be used to create or update a ticket at your supplier. This is even less error-prone and saves you and your supplier time.

Receive notifications when licenses or contracts expire

When storing licenses and contracts in Asset management, you want to be informed on time when a renewal is due. You can set this trigger for instance a few weeks before the expiration date, or a few months, depending on your personal preference or any legal obligations.

How to set up an action

Since we’re building these actions specifically for Asset Management, you can configure these actions via Modules > New Asset Management > Go to actions.

Here you’ll be presented with a new and improved interface in which you can set up new actions. First, you’ll be asked which trigger you want to use and you’ll then continue to the actual actions you want to set up.
We’ve included the option to import or export actions to facilitate the reuse of actions and quick migration from test to production environments.


Using actions

Several triggers are available, such as the creation, modification or deletion of an asset, but you can also choose a specific amount of time before or after a certain date.

Of course, you can also manually trigger an action from the Asset card by using the ‘Trigger action’ button we’ve added. Note that this button is only shown when you’ve checked the appropriate asset template during the setup.

Migrating to Asset Management

If you've been waiting for actions to migrate from Configuration Management to the new Asset Management, you should be good to go!

Not sure what the impact of the migration will be for you? Check out the migration flowchart on the Asset Management website.

Still waiting for certain functionalities? Check out the roadmap for Asset Management.

Stay up to date

Want to stay up-to-date on Asset Management's latest developments, as well as developments in the rest of the TOPdesk product? Make sure you subscribe to our product update newsletter.