Product Catalog

Every Asset is an instance of a Product. For example: A Windows workstation could be an instance of a Product called HP Desktop JP78. A single Product can have multiple instances in the Database.

Asset Management allows you to maintain a catalog of products. You can maintain the information about the vendor and manufacturer in each product.

To view the Product Catalog page, navigate to Admin > Asset Management > Product Catalog.

Here, you can do the following:

1. 1. Search: You can search for the required product by name.
   2. Import Product: You can import multiple products in bulk.
   3. Import Price List: You can import the product price list in bulk.
   4. Add Product: You can add a product.
   5. Manage Vendors: You can link vendors to the product. The vendors are created from the Vendor Catalog page.
   6. Configure Depreciation: You can configure depreciation of the product.
   7. Edit: You can edit the product details.
   8. Delete: You can delete the product if required. A confirmation message appears. Click Yes to continue or Cancel to stop the process.

Add Product

To add a product, follow the below steps:

1. Click the Add Product button and a popup appears.
2. Enter the below details:
   • Name: Enter the name of the product.
   • Product Type: Select the product type. For more details, refer to the link Product Types.
   • Manufacturer: Select the manufacturer of the product. For more details, refer to the link Manufacturer Catalog.
   • Description: Enter a short description about the product.
3. Once done, click Add.

Import Product

To import products,

1. Click the Import Product button on the list page and Product Batches page appears.
2. Click the Import CSV Batch button.

3. Select the .csv file if you already have it filled with the respective fields. If not, select the new .csv file using Click Here and fill the respective details. Once the file is uploaded, click Next.

4. Map the fields as per the requirement. By default it is mapped, only in case of removal or change of some parameters mapping is necessary, and click Save Batch.

5. The Product Batches page appears. It displays the status of the import along with the details like processing time, total records, success records, failed records, etc. as shown below. Once successful, the imported products will appear on the list page.

Import Price List

To import price list of products,

1. Click the Import Price List button on the list page and Price List Batches page appears.
2. Click the Import CSV Batch button.

3. Select the .csv file if you already have it filled with the respective fields. If not, select the new .csv file using Click Here and fill the respective details. Once the file is uploaded, click Next.

4. Map the fields as per the requirement. By default it is mapped, only in case of removal or change of some parameters mapping is necessary, and click Save Batch.

5. The Product Batches page appears. It displays the status of the import along with the details like processing time, total records, success records, failed records, etc. as shown below. Once successful, the imported products will appear on the list page.

Manage Vendors

To link a vendor to the product, follow the below steps:

1. Click Manage Vendors button next to the desired product name. A popup appears.
2. Click Link Vendor to link to the product. For example: Here, HPC Solutions Vendor is linked to the HP Laptop Product.

3. Enter the below details:
   • Vendor: Select the vendor to link with the product. For more details, refer to the link Vendor Catalog.
   • Price: Enter the price of the product.
   • Maintenance Vendor: Select the maintenance vendor of the product.
   • Warranty Period: Enter the warranty period in years and months.
   • Description: Enter a short description about the product.
4. Once done, click Add, and the vendor gets linked to the product. You can link multiple vendors. Once linked you can also edit or delete it if required.

Configure Depreciation

Depreciation is an accounting method of allocating the cost of physical asset over its useful life or life expectancy. It represents how much of an asset’s value has been used up. It helps the companies to earn revenue from an asset while expensing a portion of its cost each year the asset is in use.

Select the Depreciation Method and configure the parameters accordingly. The options are:

• Straight Line: This methods allows calculation straight way based on the useful life in months or in Percentage% per year. In both the types the salvage value needs to be mentioned for calculation. If selected, select the Depreciation Type. The options are:
  • Useful Life: If selected, enter the Useful Life in months and the Salvage Value in US Dollars.
  • Depreciation Percentage: If selected, enter the Depreciation Percent/Year and the Salvage Value in US Dollars.
• Declining Balance: This method allows similar calculation as Straight line.
• Sum of the Years Digit: This method has simple input of Useful Life of asset in Years and its approximate Salvage Value in US Dollars.
• Double Declining Balance: This method also needs a straight input of Used life of asset in Months and its approximate Salvage Value in US Dollars.

Manufacturer Catalog

Before adding a Manufacturer’s name to a Product, you have to add it in Motadata ServiceOps Portal. Here, you can maintain a list of manufacturers’ names that you can associate with various Products in the system.

To view the Manufacturer Catalog page, navigate to Admin > Asset Management > Manufacturer Catalog.

Here, you can do the following things:

1. Search: You can search for the required manufacturer by name.
2. Import Manufacturer: You can import multiple manufacturers in bulk.
3. Add Manufacturer: You can add a manufacturer.
4. View Product: You can view the associated products.
5. Edit: You can edit the manufacturer details.
6. Delete: You can delete the manufacturer if not required. A confirmation message will appear. Click Yes to continue or Cancel to stop the process. You can delete only the custom manufacturers and not the default.
7. No. of Records: Set the number of records to be viewed per page. You can view 10, 25, and 50 records per page. The default value is 25.

Import Manufacturer

To import manufacturers,

1. Click the Import Manufacturer button on the list page and Manufacturer Batches page appears.
2. Click the Import CSV Batch button.

3. Select the .csv file if you already have it filled with the respective fields. If not, select the new .csv file using Click Here and fill the respective details. Once the file is uploaded, click Next.

4. Map the fields as per the requirement. By default it is mapped, only in case of removal or change of some parameters mapping is necessary, and click Save Batch.

5. The Manufacturer Batches page appears. It displays the status of the import along with the details like processing time, total records, success records, failed records, etc. as shown below. Once successful, the imported manufacturers will appear on the list page.

Add Manufacturer

To add a manufacturer,

1. Click the Add Manufacturer button and a popup appears.
2. Enter the Name and Description of the manufacturer.
3. Click Add. Once the manufacturer is added, you can edit and delete it if required. You cannot edit and delete the default manufacturers.

View Product

To view the list of associated products, click the View Product button. You can associate the products to the manufacturer from the Product Catalog page.

Asset Form

The layout of asset management has all the fields required to manage the assets of an organization. However, to meet the organization’s needs, you can modify the default template and add new fields. The fields can later be used in the automation settings also.

To view the Asset Form, navigate to Admin > Asset Management > Asset Custom Fields and the below page appears.

Here, you can customize the form using the below options:

1. Field Pallet: You can drag and drop the fields from the pallet to add into the form.
2. Re-Order: You can drag and drop the fields to change the order of the form.
3. Duplicate: You can create duplicate fields from the custom fields.
4. Edit: You can edit the fields and make them mandatory, show on asset form, or change their characteristics.
5. Remove: You can delete the custom fields.

Example Scenario: Every asset in an organization requires an Asset Number. This is the number by which a technician will add the asset.

Number

To add the Number custom field, drag and drop it on the form in the right-hand side, and a popup appears.

Enter the following details:

• Name: Enter the name of the field.
• Hint Text: Enter the text to appear by default. It appears in grey color.
• Default Value: Enter the default value of the field.
• Allow Decimal in number?: Enable to allow the user to enter decimal numbers in the field.

Asset Information

• Asset Type: Select the type of asset for which this field should be available. If Hardware, Software, or Non IT Assets option is selected, select the Asset Property or Asset Component in which the field will be available. For Example: If Hardware Asset Type is selected and Hardware Properties is selected as the Asset Property. The field becomes available in the Hardware Properties tab of Hardware Details Page. If Asset Property is left blank the field appears in the Custom Fields tab of the Hardware Details page.

• Required: Enable to make the field mandatory on the asset form.
• System Managed Field: Enable to make the field as non-editable. It will display values from the dependents. You can enable this for Text Input, Text Area, Dropdown, Datetime, Number, and Radio fields.

Once done, click Add. You can then re-arrange its location, create a duplicate field, edit, or delete it if required. Similarly, you can add other custom fields. For more details on other fields, refer to the link Request Form.

Asset Types

Asset Type determines the kind of asset added  to the portal. It is a predefined catalog of Asset Types, which serves the purpose of giving you a generic umbrella term for every Asset in the Managing.

To view the Asset Types page, navigate to Admin > Asset Management > Asset Types.

Here, you can view a list of default asset types as well as add the custom asset types. You can add sub asset types up to 5 levels.

Adding a Sub Asset Type

To add a Sub Asset Type:

1. Click the Add icon next to the desired Asset type and a dialog appears.
2. Enter the Name.
3. Upload an Asset type icon if required.
4. Click Save. Once added, you can edit and delete this sub asset type. You can only edit and delete the custom asset types and not the default.

Release Custom Rules

The custom rules help you to enforce the organization’s compliance while processing a release. Using these rules you can ensure that any change in the release attributes is supported by proper comments or notes. For example, a release should not move to the approved state if there is no manager assigned to the release. Similarly, you can use custom rules to enforce the approval workflows and closing tasks to close a release.

To view the Release Custom Rules page, navigate to Admin > Release Management > Release Custom Rules.

When Should Custom Rules be Enforced

For the release management module, the custom rules are evaluated based on the actions configured at any of the below stages:

• Submitted Rules: Check the items that should be enforced before submitting a release request.

• Planning Rules: Check the items that should be enforced before planning a release.

• Build Rules: Check the items that should be enforced while building the solution for the release.

• Testing Rules: Check the items that should be enforced while testing the solution for the release.

• Deployment Rules: Check the items that should be enforced while deploying the solution for the release.

• Review Rules: Check the items that should be enforced before reviewing a release.

• Required Note Rule: Check the items that should require a note before changing their values.

Example Scenario: You cannot create a task when the release is on Approval stage.

Release Templates

Templates are readymade forms which can be used while filling up the release form. The user only needs to select them and the form will get automatically filled. These are convenient when a release is of standard or recurring type. The advantages of using a template are:

• Creating a release using template saves a lot of time.
• The templates ensure that proper and sufficient information is available in the release.
• The release parameters like priority, urgency, assignee can be predefined in the template.

To view the Release Templates, navigate to Admin > Release Management > Release Templates > Release tab.

Here, you can create and manage templates for Request, Problem, Change, and Release modules.
Also, it has the below options:

• Create Template: You can create a template from the scratch.
• Duplicate: You can create a duplicate copy of a template to make some changes in it and use. This has two benefits: 1) If you are creating a new template similar to the existing one, you do not need to start from the scratch. 2) If you are modifying the existing one, the original works as a backup in case of errors.
• Edit: You can edit the template to make changes in it.
• Delete: You can delete the unwanted templates. A confirmation message appears. Click Yes to continue or Cancel to stop the process.

2. Enter the below details:
   • Template Name: Enter the name of the template.
   • Template Technician Access Level: Select the technician(s) who can access the template.
   • Template Technician Group Access Level: Select the technician group(s) who can access the template.
   • Template Description: Enter a brief description about the template.
   • Subject: Enter the subject of the release.
   • Description: Enter the description of the release.
   • Priority: Select the priority of the release.
   • Urgency: Select the urgency of the release.
   • Impact: Select the impact of the release.
   • Category: Select the category to which the release belongs.
   • Release Risk: Select the risk involved in the change.
   • Release Type: Select the type of change.
   • Release Reason: Select the reason of the change.
   • Business Services: Select the business service.
   • Department: Select the department if you want to assign the release to a specific department. It is optional.
   • Location: Select the location from the dropdown. It is optional.
   • Technician Group: Select the technician group for the change.
   • Assignee: Select the assignee if you want to assign the release to a specific person.
   • Tags: You can add tags if you want. It will help you in identifying the similar releases. It is optional.
3. Once all the details are filled, click Create. The template will become available to the users in the Fill From Template dropdown at the time of release creation. Similarly, you can create templates for Request, Change, and Release modules.

Release Reason

Release can be defined based on a specific reason which leads for the improvement in existing instances. This development or improvement can be called as a Reason for the Release.

To view the Release Reason page, navigate to Admin > Release Management > Release Reason.

Here, you can do the following:

• View and edit the default reasons.
• Add and manage the custom reasons.

Add Release Reason

To add a custom release reason,

1. Click the Add Release Reason link.
2. Enter the Name of the risk.
3. Select the color or enter the hexadecimal code by clicking the color pallet icon.
4. Click Save.
5. Once added, you can edit or delete the custom reason. You can only edit the default reasons and not delete.

Release Risk

Release Risk shows the risk factor involved which would affect the release adversely. There are pre-defined levels of risk mentioned in the system by default which cannot be removed.

To view the Release Risk page, navigate to Admin > Release Management > Release Risk.

Here, you can do the following:

• View and edit the default risks.
• Add and manage the custom risks.

Add Release Risk

To add a custom release risk,

1. Click the Add Release Risk link.
2. Enter the Name of the risk.
3. Select the color or enter the hexadecimal code by clicking the color pallet icon.
4. Click Save.
5. Once added, you can edit or delete the custom risk. You can only edit the default risks and not delete.

Release Types

Release Type determines the kind of release that is requested. It is another set of classification that helps technician filter the releases.

To view the Release Types page, navigate to Admin > Release Management > Release Types.

Here, you can view the default release types as well as add the custom release types. Also, you can edit the type names, and change their color as per the organization’s theme.

The default available types are:

• Minor
• Standard
• Significant
• Major
• Emergency

Add Release Type

To add a release type,

1. Click the Add Release Type link.
2. Enter the Name of the release type.
3. Select the color or enter the hexadecimal code by clicking the color pallet icon.
4. Click Save.
5. Once added, you can edit or delete the custom release type. But, the default ones can only be edited and not deleted.

Release Category

Categories enable you to bring the similar releases under a single group. This helps the technicians in filtering out the required releases easily and quickly from a huge list. The system provides the below categories by default:

• General
• Software
• Hardware
• Network
• Security

To view the Release Category page, navigate to Admin > Release Management > Release Categories > Release tab.

Here, you have the below options. All these options are common in Request, Problem, Change, and Release tabs.

• Add Category: You can add a category. For more details, refer to the link Request Category.
• Import Categories: You can import a list of categories in bulk. For more details, refer to the link Request Category.
• Re-Order: You can re-arrange the order of the category in the list using drag and drop. You can also re-order the sub categories.
• Category Configurations: You can configure the settings for release creation. For more details, refer to the link Request Category.
• Add Sub Category: You can add a sub-category. For more details, refer to the link Request Category.
• Edit: You can edit the category name.
• Delete: You can delete the category if not required. A confirmation message appears. Click Yes to continue or Cancel to stop the process.