Asset Auto Assign

Asset Auto Assign

AssetExplorer Cloud allows you to automatically assign users to assets based on the last login information from one of the following scanning methods:
  1. Domain scan
  2. Network scan
  3. SCCM scan
  4. Manual scan
  5. Agent scan via Endpoint Central
 
Info
Asset Auto Assign is available only in Professional and Enterprise editions.
 
Role Required: SDAdmin or AssetConfig
 

Configure Asset Auto Assign

  1. Go to Setup > Automation > Asset Auto Assign.
  2. Select Enable Auto Assign.
  3. Select the number of consecutive scans where the last logged-in user of the asset must be the same. If the domain details are configured in the application, the email address is detected while scanning and used to auto assign the asset.
  4. Select the user additional field. This will be used if the last login email information is not detected during asset scan.
Notes
To identify users via the user additional field, the AD domain login name/login name must be populated in the additional field.
  1. To ignore specific assets from auto assign, select Exclude Assets from Auto Assign and set the exclusion criteria.
  2. Click Save.
 

The operations performed by asset auto assign are recorded in the History tab on the asset details page.

Map ad_loginname/login name with AssetExplorer Cloud Users

These steps are applicable only if you are using Active Directory to identify the last logged-in user and assign assets to them.

For On-Premises Active Directory

  1. Create user additional fields of single-line or multi-line type.
  2. In the provisioning app, go to Attributes and specify ad_loginname as attribute value for the user additional field configured in AssetExplorer Cloud.
 

 
Sync users using the provisioning app before scan. The provisioning app syncs the username (sAMAccountName and UserPrincipalName) of the logged-in user from Active Directory to requesters and populates the username in the user additional field.


 

Last Logged-in User Info in System Registry

For Cloud-based Directory

Create a CSV file containing your user details and add a column containing the login name of users.
  1. Go to Setup > Data Administration > Import Data.
  2. Upload the CSV file and map the column containing the login name with the user additional field.
Notes
Ensure the login name format in the CSV file is similar to the format identified during asset scan.
  1. Click Import.
 

For Azure AD

Create a single line or multi-line user additional field under Setup > Customization > Additional Fields > Requester.
  1. Go to Setup > Apps & Add-ons > Integrations > Azure AD User Sync and click Configure.
  2. In the field mapping section, map the created user additional field with AD Login Name.
  3. Click Save.
 

 
After the mapping is done, sync the users from AD and scan the assets.
 

Process Workflow - Updating User Additional Field

Depending on the directory type, the login name is populated in the user additional field as follows:
On-Premises Active Directory: The AD domain login name of users are populated in a user additional field via the provisioning tool.
Cloud-based Directory: Login name is populated by importing a CSV file and manually mapping login name with the user additional field.
The AD domain login name/login name populated in the user additional field will be matched with the last-logged in user details obtained during asset scan. Accordingly, the user will be identified and assigned to the asset.
 

 

How Does Asset Auto Assign Work

Assets are auto assigned based on the email address or the AD domain login name/login name of the user who logged in to the asset previously.
After an asset scan, the domain and username of the last logged-in user is obtained from the system registry. The last logged-in name is fetched by the probe in the DomainName\UserName format. Example: ZYLKER\admin.
  1. The probe will query the domain controller to identify the user in the domain using the last-logged name. The email address of the user will be fetched.
    1. The user will be identified in AssetExplorer Cloud using the email address and the asset will be assigned to them.
    2. If no users are identified, a non-login user will be created with the email address and the asset will be assigned to them.
    3. If the email address is not available, the user can be identified by matching the last-logged name with the AD login name populated in a user additional field.
 

 

Limitations

  1. Assets will not be auto assigned if they are already assigned to users.
  2. Users will not be auto assigned for loanable assets.
  3. Asset auto assign does not send notification to user after assigning the asset.
  4. If the asset life cycle is configured for the asset, the users will be auto assigned, but the asset state will remain unchanged. In such cases, you can use asset triggers to change the asset state.
  5. If the asset life cycle is not configured for the asset, the user will be auto assigned, and the asset state will be changed to In Use.

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