Organizations manage diverse ecosystems and work with multiple types of IT assets every day. Monitoring all actions performed on each asset manually can be challenging. AssetSonar has introduced Item trail capability to offer a comprehensive record of item history, allowing users to track every information update and action taken on an item.
Having complete visibility into an item’s history empowers your team to make informed decisions more efficiently and enables your organization to ensure internal accountability for users.
Benefits of Item Trail
- Enhanced Accountability: Organizations can easily track every action and update on an item. Any additions, changes, or check-in and check-out details are updated in real-time to get visibility on asset ownership, status, and condition anytime and from anywhere.
- Improved decision-making: All-time visibility into an item’s history allows teams to access relevant information promptly. By understanding the sequence of actions taken on an item, users can make better-informed decisions regarding asset maintenance, utilization, or allocation.
- Auditing and compliance: A clear record of all changes and actions on each asset can be checked to ensure compliance with industry standards and internal policies. Any discrepancies can be identified for corrective measures.
Let’s take a look at how Item Trail works for Assets, Asset Stock and Inventory:
1. Enable Item Trail settings
To enable Item Trail settings, please contact our support team at support@ezo.io
2. Editing an Asset
An Item Trail records all changes made to Asset information. Let’s say a user updates or edits some details on a Chromebook asset in AssetSonar. To view these changes, go to the Asset details page, click on the Events tab, and select the Item Trail button:
Here you can see that the Asset image has been uploaded, and the contract document and location have been added. As these fields did not exist previously the ‘Changed From’ section appears blank. You can also see that the Group has been changed from Default to Laptops.
2.1. Editing an Asset Stock
An Item Trail record for HDMI cable as Asset Stock is shown below. Here you can see different actions such as when the Asset Stock was created, the price changed from $0 to $100, and the warranty date was added.
Next, let’s suppose you want to transfer some stock to another location. Go to HDMI cable cords Asset stock details page → More → Transfer Stock.
Here you can see the quantity changed from 0 to 5 at the New York Warehouse. Item Trail will be displayed in the same order of actions taken on Inventory Items.
3. Checking in/out an Asset
You can auto checkout items based on their source or integrations. Go to More →Provisioning → Auto Checkout tab and choose Agent as the last sync source.
Chromebook is listed as a device imported via AssetSonar ITAM Agent. It is checked out to Joy Pepper.
This checkout detail in the Item trail appears below. You can also view asset custody as verified, changing status from audited to checked out.
When Joy checks in the Chromebook, the item trail will display check-in actions and the asset status will be changed to available.
4. Quick actions on Item Trail
Hundreds of actions can get populated under the Item Trail tab over time. For this reason, there is an option to apply filters to view specific actions for an Asset:
Let’s select the Action Filter. If you would like to filter out uploaded documents, you can select Documents in Module and Uploaded in Action.
The applied filter is shown below:
You can even filter item trail for a specific period by adding the dates and times in the Time Frame filter.
Frequently asked questions
1. Who can view the Item trail?
Account Owners and Administrators can view Item Trail.
