Finding Assets with Advanced Find


Overview

Tasks

Included with

Tivoli Asset Management


Overview

About Advanced Find

Using Advanced Find, you can search for a single asset or for multiple assets with common features, such as similar asset tags, the same location, and so on.

The Advanced Find feature provides many more search options than are available in Quick Find, and added flexibility in defining search criteria. This flexibility is especially helpful when your database contains a large number of assets, and when many assets share similar features.

Also, when you use Advanced Find to search for a group of assets, you can use special tools to update definitions for the entire group. For example, you can select a group of assets and associate them all with a different category or connection. These asset-definition tools appear in the Asset List dialog box, along with the assets that result from your search.

Asset-related tasks

After using the Advanced Asset Search dialog box to find an asset, you can perform any of the following tasks on the asset:

Advanced Asset Search dialog box

You can use the Advanced Asset Search dialog box to search for assets, and as a starting point for performing a variety of asset-related tasks. The dialog box' tabs provide query tools, which enable you to provide specific information about the asset or assets you want to find.

The Advanced Asset Search dialog box contains these tabs:

General Enables you to search for assets by basic data, which is typically associated with most assets. This data includes asset tags, IDs, locations, cost centers, connections, and people.
Attributes Enables you to search for assets by specifying asset categories, model information, and one or more specific attributes.
Contracts Enables you to search for assets according to contract information, such as contract ID and type, contract dates, and so on.
Valuation Enables you to find assets of a given valuation (or which fall within a range of values), or assets that are associated with certain events.
TME 10 Enables you to search for assets based on TME 10 Framework (Tivoli Management Environment).
SMS tab Enables you to search for assets based on data collected from Microsoft Systems Management Server (SMS).

To access the Advanced Asset Search dialog box, do one of the following:

  • If you are using the Asset Management User profile , from the Asset Management menu, choose Advanced Find.
  • From the Help menu, choose Your System Profile and follow the instructions under Advanced Asset Search.

If your search yields any matching asset records, the records appear in the Asset List dialog box.

Note: When using Advanced Find, you can specify search criteria in any one search box, all boxes, or any combination of boxes. You can use any combination of boxes on one tab or across multiple tabs.


Tasks

Finding all assets

To find all assets:
  1. Open the Advanced Asset Search dialog box.
  2. Leave all the search boxes blank.
  3. Choose OK.
    Result: The Asset List dialog box appears, displaying all assets in the database.
  4. In the Assets table, select an asset.
  5. Perform an asset-related task.

Searching by general information

General information includes basic data that is associated with most assets, including asset tags, alternate tags, serial numbers, and purchase or service IDs. In your installation of Tivoli Asset Management, some of this information may be required when adding a new asset. (For more information, see Adding an Asset.)

To search by general information:

  1. Open the Advanced Asset Search dialog box.
  2. Choose the General tab.
  3. Specify search criteria in one or more of the boxes, as follows:
    • Asset Tag. Type the asset tag of the asset you want to find.
    • Locations. Type the location of the asset you want to find.
    • Cost Centers. Type the cost center of the asset you want to find.
    • Connections. Type the connection name of the asset you want to find. (Defaults are database, network, and telecom.)
      Note: In any of these boxes, you can type a complete, specific tag or ID to find a single asset. To search for a range of assets with similar tags or IDs, type the first few characters, followed by an asterisk (*).
      Note: You can specify search criteria in only one of the boxes, all of them, or any combination. The more criteria you provide, the more exact your search results will be.
  4. Choose OK.
    Result: The Asset List dialog box appears, displaying the assets that match your search criteria.
  5. In the Assets table, select an asset.
  6. Perform an asset-related task.

Searching by location

Tivoli Asset Management can search for assets at any location you specify. You can include multiple locations in your search.

If the location you choose is a "parent" (meaning that it contains other locations), you can expand the search to include the "child" locations, as well.

If you know the asset is assigned to a location, but do not know the location's name, you can tell Tivoli Asset Management to search for all assets that are associated with any location, leaving out assets that are not associated with a location.

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

To search for assets in a specific location:

  1. Open the Advanced Asset Search dialog box.
  2. Choose the General tab.
  3. In the Locations group box, make sure that the Assigned check box is cleared.
    Result: The other tools in the Locations group box become available.
  4. Choose Add.
    Result: The Location window appears.
  5. From the Location Hierarchy list, select a location and choose Select. (Repeat this for every location you want to select.)
  6. Choose Close when you are finished choosing locations.
    Result: The Advanced Asset Search dialog box appears, with the selected location in the Locations list.
  7. To add another location to the list, repeat steps 4 - 6.
  8. If a location is a parent that contains child locations, and you want to search the children, select the parent location in the Locations list, then choose Expand.
    Result: The word "(expanded)" appears next to the location's name in the Locations list. Your search will produce assets associated with the parent location and each child location.
    Note: To remove a location from the list, select the location and choose Remove.
  9. After selecting and expanding all the desired locations, choose OK.
    Result: The Asset List dialog box appears, displaying all assets that are assigned to the selected locations.
  10. In the Assets table, select an asset.
  11. Perform an asset-related task.

To search for all assets in any location:

  1. Open the Advanced Asset Search dialog box.
  2. Choose the General tab.
  3. In the Locations group box, choose the Assigned check box.
    Result: The other tools in the Locations group box become unavailable.
  4. Choose OK.
    Result: The Asset List dialog box appears, displaying all assets that are associated with a location. Assets are omitted if they are not associated with a location.
  5. In the Assets table, select an asset.
  6. Perform an asset-related task.

Searching by cost center

Tivoli Asset Management can search for assets at any cost center you specify. You can include multiple cost centers in your search.

If the cost center you choose is a "parent" (meaning that it contains other cost centers), you can expand the search to include the "child" cost centers, as well.

If you know the asset is assigned to a cost center, but do not know the cost center's name, you can tell Tivoli Asset Management to search for all assets that are associated with a cost center, leaving out assets that are not associated with a cost center.

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

To search for assets in a specific cost center:

  1. Open the Advanced Asset Search dialog box.
  2. Choose the General tab.
  3. In the Cost Centers group box, make sure that the Assigned check box is cleared.
    Result: The other tools in the Cost Centers group box become available.
  4. Choose Add.
    Result: The Organization window appears.
  5. From the Cost Center Hierarchy list, select a location and choose Select. (Repeat this for every cost center you want to select.)
  6. Choose Close when you are finished choosing cost centers.
    Result: The Advanced Asset Search dialog box appears, with the selected cost center in the Cost Centers list.
  7. To add another cost center to the list, repeat steps 4 - 6.
  8. If a cost center is a parent that contains child cost centers, and you want to search the children, select the parent cost center in the Cost Centers list, then choose Expand.
    Result: The word "(expanded)" appears next to the cost center's name in the Cost Centers list. Your search now will produce assets associated with the parent cost center, and assets associated with each child cost center.
    Note: To remove a cost center from the list, select the cost center and choose Remove.
  9. After selecting and expanding all the desired cost centers, choose OK.
    Result: The Asset List dialog box appears, displaying all assets that are associated with the selected cost centers.
  10. In the Assets table, select an asset.
  11. Perform an asset-related task.

To search for all assets that are associated with any cost center:

  1. Open the Advanced Asset Search dialog box.
  2. Choose the General tab.
  3. In the Cost Centers group box, choose the Assigned check box.
    Result: The other tools in the Cost Centers group box become unavailable.
  4. Choose OK.
    Result: The Asset List dialog box appears, displaying all assets that are associated with a cost center. Assets are omitted if they are not associated with a cost center.
  5. In the Assets table, select an asset.
  6. Perform an asset-related task.

Searching by connection

Tivoli Asset Management can search for assets associated with any connection you specify. You can include multiple connections in your search.

If the connection you choose is a "parent" (meaning that it contains other connections), you can expand the search to include the "child" connections, as well.

If you know the asset is assigned to a connection, but do not know the connection's name, you can tell Tivoli Asset Management to search for all assets that are associated with a connection, leaving out assets that are not associated with a connection.

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

To search for assets associated with a specific connection:

  1. Open the Advanced Asset Search dialog box.
  2. Choose the General tab.
  3. In the Connections group box, make sure that the Assigned check box is cleared.
    Result: The other tools in the Connections group box become available.
  4. Choose Add.
    Result: The Connection window appears.
  5. From the Connection Hierarchy list, select a location and choose Select. (Repeat this for every connection you want to select.)
  6. Choose Close when you are finished choosing connections.
  7. Result: The Advanced Asset Search dialog box appears, with the selected connection in the Connections list.
  8. To add another connection to the list, repeat steps 4 - 6.
  9. If a connection is a parent that contains child connections, and you want to search the children, select the parent connection in the Connections list, then choose Expand.
    Result: The word "(expanded)" appears next to the connection's name in the Connections list. Your search now will produce assets associated with the parent connection, and assets associated with each child connection.
    Note: To remove a connection from the list, select the connection and choose Remove.
  10. After selecting and expanding all the desired connections, choose OK.
    Result: The Asset List dialog box appears, displaying all assets that are associated with the selected connections.
  11. In the Assets table, select an asset.
  12. Perform an asset-related task.

To search for all assets that are associated with any connection:

  1. Open the Advanced Asset Search dialog box.
  2. Choose the General tab.
  3. In the Connections group box, choose the Assigned check box.
    Result: The other tools in the Connections group box become unavailable.
  4. Choose OK.
    Result: The Asset List dialog box appears, displaying all assets that are associated with a connection. Assets are omitted if they are not associated with a connection.
  5. In the Assets table, select an asset.
  6. Perform an asset-related task.

Searching by user

Each asset can be associated with different people, who may be the asset's user, or who may be responsible for the asset.

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

To search for assets associated with a specific person:

  1. Open the Advanced Asset Search dialog box.
  2. Choose the General tab.
  3. In the User group box, choose the browse tool.
    Result: The People dialog box appears. This dialog box provides tools that enable you to search for a users.
  4. Specify search criteria in any of the search boxes in the People Search group box. (For detailed instructions, see Browsing People.)
  5. Choose Find.
    Result: If any people match your search criteria, their names appear in the People list at the bottom of the dialog box.
  6. In the People list, select a person.
  7. Choose Select.
    Result: The Advanced Asset Search dialog box appears, with the selected person displayed in the Name box.
  8. Choose OK.
    Result: The Asset List dialog box appears, displaying all assets that are assigned to the person.
  9. In the Assets table, select an asset.
  10. Perform an asset-related task.

Searching by categories, models, and attributes

You can search for assets based on their asset category, model, and attributes. These descriptors enable you to classify assets in very specific ways.

Suppose, for example, that you are searching for computers that fall into the Hardware asset category. You can select the category, then refine your search by selecting specific computer models within the category. You can refine the search even further by defining one or more attributes that are unique to the category and its models. If the assets you seek are computers, you might specify "Hardware" as the category, "Compaq Deskpro EN 6400" as the model, and "CPU speed = 350 MHz" as the attribute. By searching for attributes, you can find very specific types of assets.

If the category you choose is a "parent" (meaning that it contains subcategories), you can expand the search to include the "child" categories, as well.

If you know the asset is associated with a category, but do not know the category's name, you can tell Tivoli Asset Management to search for all assets that are associated with a category, leaving out assets that are not associated with a category.

You can include multiple asset categories, models, and attributes in your search.

Note: Your system administrator must define the asset categories, models, and attributes used by your organization.

To search for assets by categories, models, and attributes:

  1. Open the Advanced Asset Search dialog box.
  2. Choose the Attributes tab.
  3. In the Categories group box, do one of the following:
    • If you want to search all asset categories without naming one, select the Assigned check box, and skip to step 8.
    • If you want to name one or more categories, leave the Assigned check box blank and go to step 4.
  4. In the Categories group box, choose Add.
    Result: The Asset Categories window appears.
  5. In the Category Hierarchy list, select a category.
  6. Choose Select, then Close.
    Result: The Advanced Asset Search dialog box appears, with the selected category in the Categories list. If the category includes any models, they appear in the Models list.
    Note: To add another category to the list, repeat steps 4 - 6.
  7. If a category is a parent that contains child categories, and you want to search the children, select the parent in the Categories list, then choose Expand.
    Result: The word "(expanded)" appears next to the category's name in the Categories list. Your search now will produce assets associated with the parent category, and assets associated with each child category.
    Note: To remove a category from the list, select the category and choose Remove.
  8. In the Models list, select the models you want to search for by clicking the model's name and choosing Select.
    Result: The word "(selected)" appears by the model's name in the list.
    Note: If you want to search for all the models in the list, choose the Any check box. You must select at least one model before beginning the search.
  9. If you want to start a search based only on categories and models, skip to step 18. If you want to specify attribute values for the search, continue with step 10.
  10. In the Categories list, select the category whose attributes you want to define.
    Note: In the Attribute Expressions group box, the attribute boxes' contents depend on the selected category. Therefore, you must select a category before you specify attributes and their values.
  11. In the Attribute Expressions group box, from the Attribute drop-down list, select an attribute.
  12. From the Operator drop-down list, select an operator.
  13. In the Value box, type a value.
    Suppose you are searching for computers with CPU speeds of greater than 300 MHz. In this case, you would specify CPU as the attribute, the greater-than (>) symbol as the operator, and 300 as the value.
  14. Choose Add.
    Result: The attribute, operator, and value are added to the Attribute Expressions list.
  15. To add another attribute to the list, repeat steps 10 - 14.
  16. To replace an attribute that is already in the list, select the attribute, specify new values (as described in steps 10 - 13), and choose Replace.
  17. To delete an attribute from the list, select the attribute and choose Delete.
  18. Choose OK.
    Result: The Asset List dialog box appears, displaying all assets that match the categories, models, and attributes you specified.
  19. In the Assets table, select an asset.
  20. Perform an asset-related task.

Searching by contract

Any asset can be associated with one or more contracts. For example, an asset may be associated with a lease agreement, or maintenance may have been arranged through a maintenance contract. Tivoli Asset Management can find assets associated with a particular contract.

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

To search for an asset by contract:

  1. Open the Advanced Asset Search dialog box.
  2. Choose the Contracts tab.
  3. In the General group box, specify search criteria in one or more of the boxes, as follows:
    • Contract. Type the contract ID. If you do not know the contract ID, choose the browse button to open the Contracts dialog box and search for the appropriate contract.(For instructions, see Browsing Contracts.)
    • Type. From the drop-down list, select a contract type.
    • Start Date. Specify the start date for the contract. You can type the date directly in the box, or use the Calendar tool to select the date from the Calendar dialog box.
    • End Date. Specify the end date for the contract. You can type the date directly in the box, or use the Calendar tool to select the date from the Calendar dialog box.
      Note: You can specify search criteria in only one of the boxes, all of them, or any combination. The more criteria you provide, the more exact your search results will be.
  4. Choose OK.
    Result: The Asset List dialog box appears, displaying all assets associated with the contract you specified.
  5. In the Assets table, select an asset.
  6. Perform an asset-related task.

Searching by vendor

An asset can be associated with a variety of vendors. The vendor may be the company from which the asset was purchased, the provider of warranty service, and so on. Tivoli Asset Management can find assets associated with a particular vendor.

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

To search for an asset by vendor:

  1. Open the Advanced Asset Search dialog box.
  2. Choose the Contracts tab.
  3. In the Vendor group box, specify search criteria in one or more of the boxes, as follows:
    • Primary. Type the name of the primary vendor.
    • Secondary. Type the name of the secondary vendor.
    • Purchase. Type the name of the purchase vendor.
    • Warranty. Type the name of the warranty vendor.
      Note: In any of these boxes, if you don't know the vendor's name, choose the browse button to open the Vendors dialog box and search for the appropriate vendor.
      Note: You can specify search criteria in only one of the boxes, all of them, or any combination. The more criteria you provide, the more exact your search results will be.
  4. Choose OK.
    Result: The Asset List dialog box appears, displaying all assets associated with the vendor or vendors you specified.
  5. In the Assets table, select an asset.
  6. Perform an asset-related task.

Searching by valuation

If your organization assigns a valuation to each asset (based on purchase price, lease value, or a depreciated value), Tivoli Asset Management can find an asset based on its value.

Note: Your system administrator must define the types of valuations used in your organization.

To search for an asset by valuation:

  1. Open the Advanced Asset Search dialog box .
  2. Choose the Valuation tab.
  3. In the Valuation group box, specify search criteria in one or more of the boxes, as follows:
    • Type. From the drop-down list, select a type of valuation.
    • Operator. From the drop-down list, select an operator.
    • Value. Type a value. Do not type a currency symbol with the value.
    • Currency. From the drop-down list, select the type of currency to be used for the value. (For more information, see Currency Codes Used in Tivoli Asset Management.)
      For example, if you want to search for assets with a purchase value greater than $2,500, you would specify Purchase as the type, the greater-than (>) operator, a value of 2500, and US Dollars as the currency.
      Note: You can specify search criteria in only one of the boxes, all of them, or any combination. The more criteria you provide, the more exact your search results will be.
  4. Choose OK.
    Result: The Asset List dialog box appears, displaying all assets that match the valuation criteria you specified.
  5. In the Assets table, select an asset.
  6. Perform an asset-related task.

Searching by event

An asset can be associated with several types of events. For example, the purchase and installation of an asset can be designated as events, as can maintenance, changes, and disposal. Over its lifetime, an asset can go through many events, and these can be tracked in Tivoli Asset Management. If your organization tracks the events that affect its assets, you can search for an asset by event.

Note: Your system administrator must define the types of events used by your organization.

To search for an asset by event:

  1. Open the Advanced Asset Search dialog box.
  2. Choose the Valuation tab.
  3. In the Events group box, specify search criteria in one or more of the boxes, as follows:
    • Event. From the drop-down list, select the type of event you want to use as the basis of your search.
    • From. Specify the first date of the date range in which the event happened. You can type the date directly in the box, or use the Calendar tool to select the date from the Calendar dialog box.
    • To. Specify the last date of the date range in which the event happened. You can type the date directly in the box, or use the Calendar tool to select the date from the Calendar dialog box.
      Note: You can specify search criteria in only one of the boxes, all of them, or any combination. The more criteria you provide, the more exact your search results will be.
  4. Choose OK.
    Result: The Asset List dialog box appears, displaying all assets that underwent the specified event during the specified date range.
  5. In the Assets table, select an asset.
  6. Perform an asset-related task.

Searching by TME 10 detail information

If you import asset information from a Tivoli Management Environment (TME 10) system, you can take advantage of some of the details that TME 10 compiles about assets. This detailed information is helpful only when the assets for which you search are computers.

To search for assets by TME 10 detail information:

  1. Open the Advanced Asset Search dialog box.
  2. Choose the TME 10 tab.
    Result: You see the TME 10 tab with many search boxes.
    Note: Search boxes are editable drop-down lists, meaning you can either select a value from a list, or type a different value in the box.
  3. From the Common group boxes, specify the following.
    • Source Name. Specify the source of the asset data.
    • Booted OS. Specify the operating system used by the asset.
    • Booted OS Version. Specify the version of the operating system used by the asset, such as Windows 98, OS/2, and so on.
    • Memory. Specify a RAM amount in MB. For example, 128 for 128 MB of RAM.
    • Space (KB). Specify a RAM amount in KB. For example, 128760.
  4. From the Processor group boxes, specify the following:
    • Model. Specify the processor type.
    • Speed. Specify the speed of the CPU.
    • Name. Specify the name of the network to which the asset is connected.
    • Protocol. Specify the communication protocol used on the network.
    • Model. Specify the model of the monitor.
    • Size. Specify the display size of the monitor.
    • Manufacturer. Specify the maker of the monitor.
  5. From the PC Specific group boxes, specify the following:
    • Conventional (KB). Specify the base memory amount in KB.
    • Extended (KB). Specify the extended memory amount in KB.
    • Model. Specify the processor model type.
    • Architecture. Specify the processor architecture type.
  6. From the UNIX Specific group boxes, specify the following:
    • Manufacturer (CD). Specify the maker of the CD drive.
    • Model (CD). Specify the model of the CD drive.
    • Manufacturer (Tape Drive). Specify the maker of the tape drive.
    • Model (Tape Drive). Specify the model of the tape drive.
  7. Choose OK.
    Result: The Asset List dialog box appears, displaying all assets that match the search criteria you specified.
  8. In the Assets table, select an asset.
  9. Perform an asset-related task.

Searching by SMS detail information

If you import asset information from a Microsoft System Management Server (SMS) system, you can take advantage of some of the details that SMS compiles about assets. This detailed information is helpful only when the assets you are searching for computers.

To search for assets by SMS detail information:

  1. Open the Advanced Asset Search dialog box.
  2. Choose the SMS tab.
  3. The search boxes are editable drop-down lists, meaning you can either select a value from a list, or type a different value in the box. Specify search criteria in one or more of the boxes, as follows:
    • Source Name. Specify the source of the asset data.
      Note: You must select the data source before other search boxes can be populated.
    • OS. Specify the operating system used by the asset.
    • OS Version. Specify the version of the operating system used by the asset, such as Windows 95, OS/2, and so on..
    • Software. Specify the type of software being used by the asset.
    • Netcard Mfgr. Specify the name of the manufacturer of the asset's network interface card.
    • Network Type. Specify the type of network to which the asset is connected.
    • Gateway. Specify the name of the asset's network gateway.
    • Display. Specify the type of monitor used by the asset.
    • Mrfg. Specify the asset's maker.
    • RAM. In the first drop-down list, select an operator. In the second drop-down list, specify a RAM amount in MB. For example, if you want to search for assets that contain more than 16 MB of RAM, select the greater-than (>) operator in the first list, and type 16 in the second list.
    • CPU. Specify the speed of the CPU.
    • Type. Specify the type of processor used by the asset.
    • Drive Type. Specify the type of hard drive used by the asset, such as SCSI, IDE, and so on.
    • File System. Specify the file system used by the asset, such as FAT16, FAT32, and so on.
      Note: You can specify search criteria in only one of the boxes, all of them, or any combination. The more criteria you provide, the more exact your search results will be.
  4. Choose OK.
    Result: The Asset List dialog box appears, displaying all assets that match the search criteria you specified.
  5. In the Assets table, select an asset.
  6. Perform an asset-related task.