Updating Asset Definitions


Overview

Tasks

Included with

Tivoli Asset Management


Overview

About updating asset definitions

Tivoli Asset Management enables you to select multiple assets and make global changes to all of them. This process is called updating the assets' definitions. When you update definitions, you can associate the selected assets with a new asset category, model, or connection, among other things. You also can assign different contracts, change attribute settings, and associate different events to a group of assets.

By updating the definitions of assets in groups, you avoid the need to edit each asset individually. This is especially helpful when you want to make the same types of changes to multiple assets.

Update Definition dialog box

You update asset definitions by using the Update Definition dialog box.

The Update Definition dialog box contains the following tabs:

Tab Description
General Enables you to associate the selected assets with a different asset category, model, person, location, connection, and cost center, or with none at all.
Contracts Enables you to assign one or more contracts to the selected assets.
Attributes Enables you to define attribute values for the selected assets.
Events Enables you to associate the selected assets with planned events or completed events, and to mark planned events as completed.

To access the Update Definition dialog box:

  • In the Asset List dialog box, choose Define.

Note: When using the Update Definition dialog box, you can specify data in any one box, all boxes, or any combination of boxes. You can use any combination of boxes on one tab or across multiple tabs.


Tasks

Selecting assets for updating

Before you update asset definitions, you must select a group of assets, using the Advanced Asset Search dialog box. (The Update Definition feature is not available through the Quick Find Assets dialog box.)

Note: Although you can use the Update Definition dialog box to update definitions for a single asset, this topic describes the selection and updating of multiple assets. To update a single asset, open it in the Edit Asset dialog box. (See Editing an Asset for detailed instructions on making changes to a single asset.)

To select assets for updating:

  1. Open the Advanced Asset Search dialog box and specify search criteria. (For instructions, see Finding Assets with Advanced Find.)
    Result: If any assets match your search criteria, the Asset List dialog box appears, with the assets displayed in the Assets table.
  2. Do one of the following:
    • If you want to add more assets to the Assets table, go to step 3.
    • If you want to exclude some assets so they are not updated, go to step 4.
    • If the Assets table includes all the assets you want to update, go to step 5.
  3. To include additional assets, do the following:
    1. Choose Include.
      Result: The Include Asset dialog box appears.
    2. Do one of the following:
      • If you know the asset's tag, type it in the Asset Tag box.
      • If you do not know the asset's tag, choose the browse button to open the Quick Find Assets dialog box, then specify search criteria and select an asset. (For instructions, see Finding Assets with Quick Find.)
        Result: The Include Asset dialog box appears, with the additional asset's tag displayed.
    3. Choose OK.
      Result: The Asset List dialog box appears, with the asset added to the Assets table.
    4. Repeat steps a - c for each additional asset.
  4. To exclude an asset so it is not updated, do the following:
    1. In the Assets table, select the asset.
    2. Choose Exclude.
      Result: The asset is removed from the Assets table.
    3. Repeat steps a - b for each asset you want to exclude.
  5. Choose Define.
    Result: The Update Definition dialog box appears.

Updating asset definitions

To update asset definitions:
  1. In the Asset List dialog box, select assets for updating.
  2. Choose Define.
    Result: The Update Definition dialog box opens.
  3. Do any one or all of the following:
  4. Choose OK.
    Result: The Asset List dialog box appears. The definitions have not yet been updated.
  5. Choose Execute.
    Result: A Caution message box appears, confirming that you want to perform a mass asset update.
  6. Choose Yes.
    Result: A message box appears, notifying you that the assets were successfully updated.
  7. Choose OK.
    Result: The Asset List box disappears, returning you to the Advanced Asset Search dialog box. The next time you open one of the assets, its updated information will be visible.

Specifying an asset category

Tivoli Asset Management classifies assets into asset categories. Your company, for example, may initially assign an asset to a "hardware" or "software" category. The hardware category may be divided into subcategories for printers, monitors, modems, and other types of hardware assets. Similarly, the software category may be divided into more specific types of software assets.

Each asset category can be associated with a list of attributes. If the hardware category includes desktop computers, for example, some assets can be associated with attributes such as processor clock speed, amount of memory, and other attributes. You must specify an asset category before you can specify a model and attribute values for an asset.

You may need to specify a different category for a group of assets, for example, if the assets were initially placed in the wrong category or if your company elects to recategorize some assets for tracking purposes.

Note: Asset categories must be defined by your system administrator.

If you do not know the name of the asset category you want to specify:

  1. In the Update Definition dialog box, choose the General tab.
  2. Choose the browse button next to the Category box.
    Result: The Asset Categories window appears.
  3. In the Category Hierarchy list, select an asset category.
  4. Choose Select.
    Result: The Update Definition dialog box appears, with the selected asset category in the Category box.

If you know the name of the asset category you want to specify:

  1. In the Update Definition dialog box, choose the General tab.
  2. In the Category box, type the category's name, or the first few characters of the name.
  3. Press the TAB key.
    • If one category matches the characters you typed, the complete name appears in the Category box.
    • If there are no matching categories, a Caution message box appears.
      • If you choose No in the Caution box, the Update Definition dialog box appears with the Category box empty.
      • If you choose Yes in the Caution box, the Update Definition dialog box appears with the characters in Category box highlighted, so you can type more or different characters.
    • If multiple categories match the characters you typed, the Matches dialog box appears with a list of possible matches.
      • Select a category from the list, then choose OK.
        Result: The Update Definition dialog box appears, with the selected category in the Category box.

To dissociate the assets from all asset categories:

  1. In the Update Definition dialog box, choose the General tab.
  2. Click in the Category box.
  3. Choose Set Null.
    Result: The characters "(NULL)" appear in the Category box. When you execute the update, the assets will not be associated with any category.

Specifying a model

A model is a subdivision of an asset category. For example, if an asset is grouped in the laser printer category, the model name could be HP4si. Although each category has only one set of attributes, each model within the category can have different default attribute values. A category can contain multiple models or none at all.

To specify a model, you must first specify an asset category in the Update Definition dialog box. After you specify a model within the asset's category, you can track attribute values for the asset.

You may need to specify a different model for a group of assets if the assets were incorrectly designated when they were added, for example, or if no model information was provided when the assets were added.

Note: Models must be defined by your system administrator.

To specify a model:

  1. In the Update Definition dialog box, choose the General tab.
  2. From the Model drop-down list, select a model.
    Result: The selected model name appears in the Model box. The corresponding model attributes appear on the Attributes tab.

To dissociate the assets from all models:

  1. In the Update Definition dialog box, choose the General tab.
  2. Click in the Model box.
  3. Choose Set Null.
    Result: The characters "(NULL)" appear in the Model box. When you execute the update, the assets will not be associated with any model.

Specifying a person

Typically, when a new asset is created in the Add Asset dialog box, it is associated with at least one person, who is considered the asset's user. The person's name is used to integrate Tivoli Asset Management with other products in the Tivoli Service Desk suite. For example, Tivoli Problem Management uses the person's name to list assets associated with a contact, enabling the analyst to quickly view detailed information about the asset. Tivoli Change Management uses the person's name to notify users of an upcoming change that affects them.

You can use the Update Definition dialog box to associate a group of assets with a person.

Note: Your system administrator must define the people used by your organization.

If you do not know the person's name you want to specify:

  1. In the Update Definition dialog box, choose the General tab.
  2. Choose the browse button next to the user box.
    Result: The People dialog box appears.
  3. In the People Search group box, use the search tools to find one or more people. (For detailed instructions, see Browsing People.)
    Result: If any persons match your search criteria, their names appear in the People table.
  4. In the People table, select a person, then choose Select.
    Result: The Update Definition dialog box appears, with the selected person in the User box.

If you know the person's name you want to specify:

  1. In the Update Definition dialog box, choose the General tab.
  2. In the User box, type the person's name, or the first few characters of the name.
  3. Press the TAB key.
    • If one person's name matches the characters you typed, the complete name appears in the User box.
    • If there are no matching persons, a Caution message box appears.
      • If you choose No in the Caution box, the Update Definition dialog box appears with the User box empty.
      • If you choose Yes in the Caution box, the Update Definition dialog box appears with the characters in the user box highlighted, so you can type more or different characters.
    • If multiple people match the characters you typed, the People List dialog box appears.
      • Select a person from the list, then choose Select.
        Result: The Update Definition dialog box appears, with the selected person in the User box.

To dissociate the assets from all people:

  1. In the Update Definition dialog box, choose the General tab.
  2. Click in the User box.
  3. Choose Set Null.
    Result: The characters "(NULL)" appear in the User box. When you execute the update, the assets will not be associated with any person.

Specifying a location

Whenever a group of assets is physically moved to the same location, you can use the Update Definition dialog box to associate all the assets with the new location at one time.

Note: Locations must be defined by your system administrator.

If you do not know the name of the location you want to specify:

  1. In the Update Definition dialog box, choose the General tab.
  2. Choose the browse button next to the Location box.
    Result: The Location window appears. (This is an example of a hierarchy window.)
  3. In the Location Hierarchy list, select a location.
  4. Choose Select
    Result: The Update Definition dialog box appears, with the selected location in the Location box.

If you know the name of the location you want to specify:

  1. In the Update Definition dialog box, choose the General tab.
  2. In the Location box, type the location's name, or the first few characters of the name.
  3. Press the TAB key.
    • If one location matches the characters you typed, the complete name appears in the Location box.
    • If there are no matching locations, a Caution message box appears.
      • If you choose No in the Caution box, the Update Definition dialog box appears with the Location box empty.
      • If you choose Yes in the Caution box, the Update Definition dialog box appears with the characters in the Location box highlighted, so you can type more or different characters.
    • If multiple locations match the characters you typed, the Matches dialog box appears with a list of possible matches.
      • Select a location from the list, then choose OK.
        Result: The Update Definition dialog box appears with the selected location in the Location box.

To dissociate the assets from all locations:

  1. In the Update Definition dialog box, choose the General tab.
  2. Click in the Location box.
  3. Choose Set Null.
    Result: The characters "(NULL)" appear in the Location box. When you execute the update, the assets will not be associated with any location.

Specifying a connection

When you specify a connection, you indicate that the asset is part of a networked environment. The connection name is used to integrate Tivoli Asset Management with other products in the Tivoli Service Desk suite. For example, Tivoli Change Management uses the connection name to determine which assets will be affected when certain types of changes occur.

You can use the Update Definition dialog box to associate a group of assets with a connection.

Note: Connections must be defined by your system administrator.

If you do not know the name of the connection you want to specify:

  1. In the Update Definition dialog box, choose the General tab.
  2. Choose the browse button next to the Connection box.
    Result: The Connection window appears. (This is an example of a hierarchy window.)
  3. In the Connection Hierarchy list, select a connection.
  4. Choose Select.
    Result: The Update Definition dialog box appears, with the selected connection in the Connection box.

If you know the name of the connection you want to specify:

  1. In the Update Definition dialog box, choose the General tab.
  2. In the Connection box, type the connection's name, or the first few characters of the name.
  3. Press the TAB key.
    • If one connection's name matches the characters you typed, the complete name appears in the Connection box.
    • If there are no matching connections, a Caution message box appears.
      • If you choose No in the Caution box, the Update Definition dialog box appears with the Connection box empty.
      • If you choose Yes in the Caution box, the Update Definition dialog box appears with the characters in the Connection box highlighted, so you can type more or different characters.
    • If multiple connections match the characters you typed, the Matches dialog box appears with a list of possible matches.
      • Select a connection from the list, then choose OK.
        Result: The Update Definition dialog box appears, with the selected connection in the Connection box.

To dissociate the assets from all connections:

  1. In the Update Definition dialog box, choose the General tab.
  2. Click in the Connection box.
  3. Choose Set Null.
    Result: The characters "(NULL)" appear in the Connection box. When you execute the update, the assets will not be associated with any connection.

Specify a cost center

A cost center is the organization associated with the cost or ownership of an asset. The Organization hierarchy is used to select both cost centers and organizations. You can use the Update Definition dialog box to assign a cost center to a group of assets.

You may need to specify a cost center for a group of assets, for example, if none was specified when the assets were originally added. Otherwise, you may need to assign a new cost center when a different organization takes ownership of the assets (for example, when the assets are moved to a different company or department).

Note: Before you can change a cost center, your system administrator must first define a set of organizations for use in Tivoli Asset Management.

If you do not know the name of the cost center you want to specify:

  1. In the Update Definition dialog box, choose the General tab.
  2. Choose the browse button next to the Cost Center box.
    Result: The Organization window appears. (This is an example of a hierarchy window.)
  3. In the Organization Hierarchy list, select an organization.
  4. Choose Select.
    Result: The Update Definition dialog box appears, with the selected organization in the Cost Center box.

If you know the name of the cost center you want to specify:

  1. In the Update Definition dialog box, choose the General tab.
  2. In the Cost Center box, type the organization's name, or the first few characters of the name.
  3. Press the TAB key.
    • If one organization matches the characters you typed, the complete name appears in the Cost Center box.
    • If there are no matching organizations, a Caution message box appears.
      • If you choose No in the Caution box, the Update Definition dialog box appears with the Cost Center box empty.
      • If you choose Yes in the Caution box, the Update Definition dialog box appears with the characters in the Cost Center box highlighted, so you can type more or different characters.
    • If multiple organizations match the characters you typed, the Matches dialog box appears with a list of possible matches.
      • Select an organization from the list, then choose OK.
        Result: The Update Definition dialog box appears with the selected organization in the Cost Center box.

To dissociate the assets from all cost centers:

  1. In the Update Definition dialog box, choose the General tab.
  2. Click in the Cost Center box.
  3. Choose Set Null.
    Result: The characters "(NULL)" appear in the Cost Center box. When you execute the update, the assets will not be associated with any cost center.

Specifying a contract

You can associate a group of assets with one or more contracts. For example, you can associate the assets with a purchase contract, as well as a maintenance contract or any other type of contract that has been defined by your system administrator.

You can use the Update Definition dialog box to associate one or more new contracts with a group of assets. You also can remove any contract that is currently associated with the asset.

Note: Your system administrator must define the contracts used by your organization.

To specify a contract:

  1. In the Update Definition dialog box, choose the Contracts tab.
  2. Choose Add.
    Result: The Contracts dialog box appears.
  3. In the Search group box, use the search tools to find one or more contracts. (For detailed instructions, see Browsing Contracts.)
    Result: If any contracts match your search criteria, their names appear in the Contracts table.
  4. In the Contracts table, select a contract.
  5. Choose Select.
    Result: The Update Definition dialog box appears, with the selected contract in the Associated Contracts table.
  6. Repeat steps 1 - 5 for each contract you want to add.

To remove a contract from an asset:

  1. In the Update Definition dialog box, choose the Contracts tab.
  2. In the Associated Contracts table, select a contract that has been associated with the assets.
  3. Choose Remove.
    Result: The contract is removed from the Associated Contracts table, and is no longer associated with the assets.

Specifying attribute values

When setting up information about asset categories, your system administrator can define a set of attributes for each category. When creating a category for PC hardware, for example, your system administrator can define categories such as processor speed, hard disk capacity, RAM, and so on.

Typically, when a new asset is created, it is assigned to an asset category. If the category has one or more defined attributes, attribute values can be set for the new asset, as well.

You can use the Update Definition dialog box to change any attribute values for a group of assets. This may be necessary, for example, if attribute values were not specified when the assets were originally created, or if your system administrator has defined new attributes for the assets' category.

Note: You system administrator must define attributes for each category, and set their default values.

To specify attribute values:

  1. In the Update Definition dialog box, choose the Attributes tab.
    Notice that the list provides three columns:
    • Attribute. This column displays the names of the attributes defined for the assets' category.
    • Value. This column displays the value of each attribute. This is the value you can set for the asset. For example, if the asset is a computer and the attribute is RAM, you can set this value to show how much RAM the computer contains. Depending on the type of value, this column may display text, integers, decimals, and so on.
    • Measure. This column displays the unit of measure used for each attribute. If the attribute is RAM, for example, the measure may be "MB" (for megabytes).
  2. In the Attributes table, select an attribute.
  3. Click in the Value box, then highlight the existing value (if one is present).
    Note: The Value box appears at the bottom of the Attributes tab, beneath the Value column.
  4. Type a new value for the attribute.
    Note: You must type a value that is appropriate for the attribute's measure. If the selected attribute's measure is "inches," for example, then the value must be a number. If you type an inappropriate value, Tivoli Asset Management will not accept it.
  5. Choose Replace.
    Result: The new value appears next to its attribute in the Attributes list.
  6. Repeat steps 2 - 5 for each attribute value you want to specify.
    Note: When you specify a value for an attribute and choose Replace, note that an asterisk (*) appears by the attribute's name. This indicates that the attribute will be included in the definition update. You can use the Include button to toggle inclusion on and off. To include an attribute without replacing its value, select the attribute and choose Include. Do the same to exclude an attribute whose value has been replaced.

To reset an attribute value to its default setting:

  1. In the Update Definition dialog box, choose the Attributes tab.
  2. In the Attributes table, select an attribute.
  3. Choose Reset.
    Result: The attribute is reset to its default value.

Specifying events

Tivoli Asset Management uses events to track the history of an asset. In the Update Definition dialog box, you can specify both planned events and completed events for a group of assets. A planned event is an event that has been scheduled, but not yet marked as complete.

Events are also created automatically to help you track an asset's history. These events track changes to an asset's category, organization, location, or connection, or when an asset is updated upon completion of a change in Tivoli Change Management.

Note: Your system administrator must define the types of events that your company wants to track.

For more information on associating events with assets, see Working with Asset Events.

Printing definition information

You can print any of the information that appears in the Update Definition dialog box, by choosing Print. For detailed instructions on using the printing tools in Tivoli Service Desk, see Printing.