Asset Acknowledgment
Asset acknowledgment is the process of confirming asset ownership. You can configure acknowledgment for IT assets, non-IT assets, and components. Acknowledgments are triggered when assets in ownership state are assigned to users. Ensure that relevant asset notifications are enabled so users receive acknowledgments.
Benefits
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Ensures accountability
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Maintains transparency
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Enables effective tracking of asset ownership
Role Required: SDAdmin
Quick Links
Configure Asset Acknowledgment
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Go to Admin > Customization > Asset Management > Asset Acknowledgment.
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Select the Enable Asset Acknowledgment checkbox. By default, acknowledgment requests are sent for all assets.
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Under Product Type, configure acknowledgments for all or specific product types.
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Use advanced criteria to filter assets within the selected product types. Only fields configured under Asset Management > Product Type > Asset, including custom fields, are displayed as criteria options.
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Click Save.
Configure Asset Acknowledgment Notifications
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Go to Admin > Automation > Notification Rules > Asset.
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Enable the following notifications:
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Notify user when the asset is assigned to the user
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Notify user when a new loan is assigned to the user
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By default, the $AssetsLink variable is included in these notifications. As a result, acknowledgment requests are automatically sent when assets or loans are assigned to users.
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You can also configure additional acknowledgment notifications under Asset Acknowledgment Notifications.
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To modify a notification, click Customize Template and update it as required.
Acknowledge Assets
Users can acknowledge assets via,
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My Assets widget (Requesters and Helpdesk technicians only)
Acknowledge via My Assets Tab
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To access the My Assets tab,
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Admins and Technicians with asset edit permissions: Go to Assets > My Assets.
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Requesters and Helpdesk technicians: Click My Assets in the header.
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Go to Pending Acknowledgment.
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Select the required assets.
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Click Received or Not Received.
Technicians - Asset Acknowledgment
Requesters - Asset Acknowledgment
Acknowledge via My Assets Widget
Requesters and helpdesk technicians can access the My Assets widget from Home.
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The widget displays the count of owned assets, pending acknowledgments, loaned assets, and booked assets.
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To acknowledge assets, click the count displayed under Pending Acknowledgments. You will be directed to My Assets > Pending Acknowledgment.
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Select the required assets and mark your response.
Acknowledge via Email
When assets are assigned, acknowledgment emails are sent to users. To acknowledge assets, click the acknowledgment link in the email. You will be directed to the My Assets > Pending Acknowledgment tab. Select the required assets and mark your response.
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Only logged-in users can take acknowledgment actions via email.
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Acknowledgments are sent via email only if the $AssetsLink variable is included in the notification template.
Field Visibility in My Assets
The fields displayed in the Owned Assets and Loaned Assets tabs vary by role:
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Admins and Technicians with asset edit permissions: All asset fields are displayed.
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Helpdesk Technicians and Requesters: Only a limited set of fields is displayed. To expand field visibility for these users, contact support for assistance.
Manage Asset Acknowledgments
SDAdmins and technicians with asset view or edit permissions can manage acknowledgments from Assets > Asset Acknowledgment.
View Acknowledgments - View the acknowledgment status of assigned assets. Use the View By drop-down to switch between View By Assets and View By Acknowledgments.
Filter Acknowledgments - Narrow down acknowledgment records based on specific criteria. Click Filters on the toolbar.
Send Reminders - Manually notify users to complete pending acknowledgment actions. Select the required assets or acknowledgments and click Send Reminder.
More information on managing asset acknowledgments is available here.