NetHelpDesk classes any item that needs to be tracked as an Asset. For IT teams, this could be anything from servers and PCs, to Printers and Photocopiers. To non-technical companies, it could even include things like art investments, expensive office equipment, and so on. Anything that could be valued as an asset of a company can be tracked in this feature in NetHelpDesk.
NetHelpDesk Asset Management feature allows you to add Asset Groups, Asset Types and then individual assets assigned to the End User or to the Site Level. Examples of Asset Groups could include high level descriptions, such as Hardware and Software. The Asset Types could then be Server and PC under Hardware, and Microsoft Office and Adobe under software. For the hardware, track MAC and IP addresses, for example, and for software, licence keys and version numbers.
Another example of Asset Groups could be Dell Laptops and Epson Printers, and the Asset Types could be their model numbers. However you choose to structure your Assets is entirely your decision. The important part, is that for the actual Asset entry, you can store all the information you need to support that Asset.
The Asset Fields are all customisable as well. For each Asset Type, choose which Asset Fields to have to record this data. We provide some examples to get you going, but the possibilities are endless. Whatever you decide, your choices will be retained after future upgrades, and will be supported by our technical team. So, choose the best setup for you, as you move forward.
For an easy way to populate you Asset Register, use preformatted spreadsheet in the \\...\NetHelpDesk\Win\ImportSpreadsheets\ folder in the installation folder. The import facility is available with NetHelpDesk as standard.
Click on the Assets view on the main menu of the main screen.
1. Hover over Assets in the main screen, and select Asset Type.
2. In the Tree View, the header is labelled Asset Groups, and some example Asset Group names have been added for you. Edit these, and add more as you need to. Spend some time thinking about how to structure your Assets grouping, as this will help with future reporting needs.
3. Right click on the Top Level, to add New Asset/Item Group. The headers you specify here can also be used with the Items and Stock Control feature of NetHelpDesk. For Items issued to your customer, the high level description of Item can organise those items. If you wish for those items to become tracked Assets after issue, the heading can be used for Assets too, to make organisation and reporting more straight forward.
4. Under each Asset Group are the Asset Types. e.g. Asset Group = Hardware. Asset Types = iPhone, Server. Workstation, etc.
5. Right click on the Asset Group to Edit the Asset/Item Group name, or to add a New Asset Type.
6. Right click on the Asset Type > Edit Asset Type to add and configure Field Names for information to be captured for that particular Asset Type, or list documents associated with that Asset Type.
7. If adding a New Asset Type, you can choose to use an existing Asset Type’s field name structure as a template, and copy the field name selections across.
8. When setting up the Asset Type, there are other options to consider. However, if your requirements are more basic, most can be ignored. The Asset Types must have Asset Fields selected, to record data against the individual Asset entry.
The standard information needed for Asset Types is the Description and the Asset Group. There are also some more optional fields to store additional information:
Manufacturer - If you need to track the manufacturer of the asset type, just add them into your Supplier list (see separate guide) and select them from the drop down, as needed.
Supplier - The same applies as with manufacturer. Add them into the Suppliers area, to select from this drop down.
Access Type - If using NHD's Control button facility, here you can specify the default access method to access that Asset Type. So, if the Asset Type is Server, the Access Type could be Remote Desktop (mstsc), for example. See separate guide to setting this up.
Uses Teamviewer - If your Access Type is Teamviewer, select the checkbox here. This additional option activates specific functionality, added due to Teamviewer's unique way of accessing the asset it is connecting to.
Permission Level - If you wish to restrict certain Asset Type access to your Agents, this selection determines the level the Asset is, to match the Agents own setting. For example, one Agent could have High Asset Level access, and another could have Low Asset Level access. The Higher Asset Level could include Assets such as servers, for example. The data recorded against these Asset Types will only be available to Agents with a High Asset Level access. Agents with Low Asset Level access would not be able to see data inside these types of Assets, as they are not Admin users, and so on. An asset such as a PC could be a Low Asset Level access, so all Agents, no matter the setting against their account, would be able to access Assets of this type.
Default Cost - Specify the default cost associated with this Asset type.
Once you have decided the Asset Group and Type structure, the next decision is what Asset Fields should be available to an Asset Type, to record the data needed for that Asset. Again, we have provided some sensible examples, but you can add/edit/delete these as you require.
As with Asset Groups and Types, the Asset Fields you decide on will be supported by all future upgrades and our support team. The labels chosen can be completely unique to your industry or business type assets. It is important to understand that Asset fields can be shared amongst Asset Types (such as "Make" or "Model") and can also be used on only the Asset Types you specify (such as IMEI number used for Smartphone Assets, and not Monitors, etc.)
The number of Asset Fields you can have against an Asset are essentially limitless, but probably won't go into hundreds. Drag and drop the fields in the list to change the order they appear in, on the Asset entry.
The notes area is a place to keep generic notes about the Asset Type. It may be reminders of procedure in supporting that Asset Type, or notes of other items linked or affected by the Asset. It is free for you to record whatever you like. The same with the documents, add, view edit and delete as you need to, about the Asset Type (not specific asset entries at this point).
Items that become Assets once they are issued, are linked between Item Type and Asset Type. This screen shows if an Item Type has been linked to an Asset Type, and also allows the opportunity for creating and adding new ones.
Former NHD functionality from many years ago, allowed linking Assets together in an Asset Site Diagram. This functionality was surpassed by other software, such as Microsoft Visio, but remains for legacy users of NHD. If you would be interested in reinstating and updating this area of the program, please do let us know.
The most important thing to check here, is that one Asset field is chosen as the Asset Type Identifier. When adding Assets to tickets for full traceability, the Asset Tag and one other field will be used to identify this Asset Type, so choose the option most relevant to you.
Once the main structure of Groups, Types and Fields have been specified, the actual asset entries can be created. An Asset entry can be stored against a General User at the Site Levels (for shared assets, such as Printers) or assigned to a specific end-user at the site. Having this link is important, to track full history of the asset, so it is essential in the NHD functionality. How much data you store in an Asset Entry is, again, completely your choice.
Details - Store the specific Asset entry data in here, in the fields you chose previously. Remember, you can add/edit/delete as you require. Do bear in mind that data may be lost if deleting a field in use.
Notes - Rich text formatting free text field, to add any Asset specific notes that aren't captured elsewhere.
Supplier and Warranty - Specify the Supplier or Manufacturer that supports or provides this item, and the contract you have with them. Override the SLA Group and/or priority number if a ticket is logged against the Asset. Specify the Warranty details, should anything go wrong with the asset, and a return under warranty is required.
Users - Users that have used, or are using or are affected by this asset.
Change Log - Changing an Asset is logged, with this area giving you space to specify what you are changing, and why.
Field Change History - Records, time and date stamps changes to the field data in the Details tab. So, if an IP address is changed, it shows what field was changed, what it was, what it became, who actioned the change, time and date stamped against their login.
Linked Assets - Child Assets linked to this asset. So, a parent asset could be a PC workstation, and child assets could be the Memory, Harddrive and Processor inside it.
Control - Ping or take control of the Asset using Access Methods functionality, such as launching Remote Desktop (mstsc) and using the IP address field from asset details, to remote onto a server.
Tickets - A list of all tickets logged that have been linked to that specific asset.
Recurring Billing - Add Items that will be billed as part of the main billing run, related to this asset.
Contracts - A list of contracts that have the asset specified in them, or choose which contract of the customer to add them to.
Services - Lists Service entries in NetHelpDesk that have been linked to this Asset entry, such as a virus checker scan on a server, whose notifications are sent to NHD should it pause or fail.
Auto Tickets - Automatic Ticket Scheduling allows for tickets to be created at regular intervals for many different reasons. This screen shows any Automatic Ticket entries that have this Asset specified in the ticket's setup.
Review - Start and record reviews of Assets on a regular basis, for data integrity and analysis of cost burden (see if the asset is costing more than being received in revenue, etc.)
Auto Info - If using the NHInventorizor program to take hardware and software data off machines, and import into NetHelpDesk's Asset Details Fields, the raw data will be stored in here.
Advanced - Any other functionality with more specific actions are stored here, such as add documents, change asset type or deletion of asset.
Our Support team are available to assist with anything you may need.
NetHelpDesk is available on a range of devices with industry-leading functionality available throughout.