How to edit a device record

1. In addition to the information you provided for a new record, new fields appear on the form in the Overview section of the General tab.

   Field	Description
   Display label	External (common) name of the device. Service Management generates the display name using other field values. This value is read-only. The display name is the first field in this list that contains a value: Host name Primary DNS name Asset tag Barcode BIOS asset tag Global ID BIOS UUID Subtype
   Short description	A name that is a familiar reference for the device. For example, "Backup email server" is a short description.
   Subtype	A level of categorization. For example, if the type is Computer functions as a server, the subtype is server.
   OS name	If relevant, the operating system name. For example, Windows 8 SP1 is an OS name.
   Owner	The person who manages or monitors the device.
   Environment	Business elements belong to a type of environment, such as Production or Test.
   Inventoried model	The model discovered by an inventory tool.
   Model	The definitive model to which the device belongs. For example, HP EliteBook Folio 9470m.
   Location	Physical location of a physical asset. Only operationalA stockroom is operational when it is in the Operational phase of the workflow. stockrooms are available for selection. When the device is in the In stock phase, this value is read-only, and is automatically populated with the location of the selected stockroom.
   Host name	A meaningful name that represents the address of a device connected to a network. For example, "vm123" is a valid host name.
   Asset tag	Asset tag value for the device.
   Virtual device	A checked box specifies a virtual device, such as a VM image.
   Close code	Select a code from the drop-down list describing why the device is no longer in use. Available when: the device is in the Ended phase.

2. Complete the Details section.

   The following fields appear on the device form in the Details section.

   Field	Description
   Managed externally	Service Management checks this box if your organization manages devices with third-party applications or databases. If Service Asset and Configuration Management manages your devices, do not check this box.
   Missing	Service Management checks this box when third party applications or databases report that the device is not in service. If the device is missing, Service Management automatically sends an email message to the owner. You can enhance the workflow to open new change or incident records, send additional notifications, or make customized phase transitions.
   Description	Detailed device description.
   Global ID	A globally unique identifier.
   Barcode	Barcode or an RFID tag value. A barcode is an optical machine-readable representation of data, which shows certain data on certain products. An RFID tag is incorporated into a product to identify and track using radio waves.
   Brand	The brand of the device. For example, HP.
   Serial number	Manufacturer's assigned serial number or unique ID for a product or element.
   First installation date	The date the device was first installed.
   Last inventoried date	The last date the device was inventoried.
   Stockroom	The stockroom that stores the device. Available when: the device is in the In stock phase.
   Stockroom entry date	The date the device entered into stock. Available when: the device is in the In stock phase.
   Reserved	A checked box specifies the device is reserved. This usually applies to a request workflow. Available when: the device is in the In stock phase.
   1st level support	Level 1 support is the group assigned to support the device.
   2nd level support	Level 2 support is the next level of escalation when a device issue is not resolved by the level 1 group.
   3rd level support	Level 3 support is the final escalation level when a device issue is not resolved by the level 2 group.

3. Complete the Warranty and maintenance section.

   Field	Description
   Default warranty contract	The name of the warranty contract for the device.
   Warranty end date	The date the warranty for this device ends. The default value is taken from the end date of the default warranty contract, if any.
   Default maintenance contract	The name of the maintenance contract for the device.
   Maintenance end date	The date the maintenance for this device ends. The default value is taken from the end date of the default warranty contract, if any.

4. Complete the Retirement section.

   Field	Description
   Planned retirement date	The date it is planned to retire the device.
   Retired to	The vendor who is to receive the retired asset.
   Retirement date	The date the device was retired. Available when: Close code is retired.
   Retirement reason	Reason for retiring the device. Available when: Close code is retired.

5. Complete the User list section.

   You can list the end users who can access or have the right to use a device.

   To add a linked record:

   1. Click Add or the grid icon .

   2. Select the record(s). The added items appear in yellow.

   3. Click Save.

   To remove a linked record:

   1. Select the record(s).

   2. Click Remove. The selected items appear in strikethrough text.

   3. Click Save.

   Example: you can list all persons who have access to a team laptop used for demonstrations, presentations, or other team activities.

   Note The Share asset option applies if the device is used by more than one person. If more than one person is added to the User list section, the Share asset option is automatically selected and is not editable.

6. If necessary, expand the Attachments section to attach relevant documents to the record.

   Note

   • The following file formats are supported: jpg; jpeg; gif; png; doc; docx; ppt; pptx; xls; xlsx; pdf; txt; xml; zip; msg; sql; gz; rar; tar; 7z.

   • The maximum file size of an attachment is 10 MB.

   • If the Attachments field has been defined as encrypted for this record type and you are a member of an encryption domain, click Add encrypted attachments to attach an encrypted file to the record.

   • Attachments are not visible in the Service Portal.

The following fields appear on this tab.

Expand the CPU section to add information about a processor.

1. Click Add.

2. Provide relevant information.

You can click Edit to update existing CPU information or Delete to remove it.

Click Add to save the information.

Expand the File system section to add information about a file system.

1. Click Add.
2. Provide relevant information.

You can click Edit to update existing file system information or Delete to remove it.

Click Add to save the information.

Expand the Disk device section to add information about a storage device.

1. Click Add.
2. Provide relevant information.

You can click Edit to update existing disk device information or Delete to remove it.

Click Add to save the information.

Expand the Network card section to add information about a network card.

1. Click Add.
2. Provide relevant information.

You can click Edit to update existing network card information or Delete to remove it.

The Software tab has the following sections:

• Operating system details

• Running software

Operating system details

The following fields appear on the device form in the Operating system details section.

Running software

Expand the Running software section.

1. Click Add.
2. Provide relevant information.

You can click Edit to update existing running software information or Delete to remove it.

Click Add to save the information.

This section displays the following details of software installed on the device:

Expand the IP address section to add information about a network card.

1. Click Add.
2. Provide relevant information.

You can click Edit to update existing IP address information or Delete to remove it.

This  tab displays a list of related records that are involved with the device.

• Related records section

  Displays records with a direct relationship to the device. For example, an incident involving the device.

• Indirectly related records section

  Displays records which involve parent system elements connected to this device. For example, a problem involving an application server connected to this device.

In each section, the default sort order is first by record type, then by phase. You can click a column heading to reverse the sort order in any column.

When you add a link to the device with a service component, system element, infrastructure and peripheral asset, or other device, you create an internal relationship between the device (whose record you are editing) and that service component, system element record, infrastructure and peripheral asset, or other device.

To add a linked record:

1. Click Add or the grid icon .

2. Select the record(s). The added items appear in yellow.

3. Click Save.

To remove a linked record:

1. Select the record(s).

2. Click Remove. The selected items appear in strikethrough text.

3. Click Save.

The following fields appear on this tab.

• Cost section

  Field	Description
  Cost type	The type of cost. For example, hardware maintenance or software.
  Cost center	The business unit that the device is charged to.

• Acquisition section

  Field	Description
  Acquisition type	The type of acquisition. For example, purchase or lease.
  Acquisition date	Date of the acquisition.
  Acquisition end date	Date the acquisition ends. For example, the end of the lease of the device.
  Total amount	Amount paid to acquire the device.
  Currency	Currency of the amount paid.
  Tax rate (%)	Applicable tax rate.
  Payment terms	When payment is contractually due.
  Payment date	Actual date of payment.
  External PO number	The relevant purchase order number.
  Invoice number	Number of the invoice for the device.

• Resale section

  Field	Description
  Resale price	Amount received on resale.
  Resale date	Date of resale.

• Fixed assets section

  Displays the financial depreciated value of the device, as stored in the Service Management Financial Management module.

  You can add fixed asset records to the device record or remove them from the record.

  To add a linked record:

  1. Click Add or the grid icon .

  2. Select the record(s). The added items appear in yellow.

  3. Click Save.

  To remove a linked record:

  1. Select the record(s).

  2. Click Remove. The selected items appear in strikethrough text.

  3. Click Save.