good morning good afternoon and good evening everybody my name is Victor Paredes Colonia I'm part of our its management business unit and I'm very excited to once again bring you another one of our servicenow Live Events this time focused around setting up your first automated ham workflow if you like these events and you want to learn more or join these types of events for other other products in our platform please don't hesitate to scan the QR code there and start scheduling and registering for those events we'll also put a link in the chat uh you'll have access to not only our events but other events that we put on through the servicenow community a few announcements before we get started on our session uh first and foremost some of the information we provide here is confidential so please bear that in mind and in addition to that some of the information that we're going to be sharing and showcasing or some of the answers we'll be giving during the Q a session might be forward-looking in nature so also bear that in mind as things are subject to change all right a big welcome to all of you really happy to have you here this is our commitment to you to help all our customers deploy adopt and Achieve value faster with their servicenow implementations uh more specifically in this case for Hardware Asset Management what we want to focus on is setting up your first automated workflow and to do that I brought on folks from my team in The Bu and if you don't know Myself by now or Michael we're your hosts for these events uh we're happy to be here we love putting these things on for you we want to get your feedback in the chat as well as the survey at the end of the session today so with with us joining today is Michael Smith and the lit Gupta both product Managers from our Hardware Asset Management teams so we're very happy to have you both here and lit I know it's late on your side so please uh bear with us we have a lot of content here but we know that you're going to get as much out of it as our as our customers here today so thanks for making the time all right this is what we're going to cover today um three three areas the first and foremost is the Hem life cycle and just a work walk through of the overall overview of our workflows we had a session prior to this where we did a little bit of deeper dives into those we talked a lot about normalization how that's the fundamental layer of what you need before you can start executing prescriptive workflows so if you haven't already seen that I highly recommend that you do that sets us off to then look at some examples I want to look at asset refresh and Disposal so Michael's going to walk us through that maybe look at a Persona what it looks like in a day in the life of a hardware asset manager and then I'll work with lalit and we'll talk about disposal with mobile scanning so to all of you out there what I'm going to ask you all to do is to please stay focused on the topics of the day we're going to answer your questions at the end of the session but but please flee feel free to put your questions in the Q a form because we're going to get to those at the end if you have comments to share use the chat and if you know something that you want to share with the group also use the chat so contribute what you know all right so without further Ado uh let's get straight into it let's talk about the life cycle and a kind of a workflow overview and lalit why don't you bring us up to speed with um with what we talked about last session and maybe start us off with an overview on prescriptive workflows and how that maps to the life cycle in general yeah Victor so when it comes to Hardware Asset Management Hardware Asset Management starts from a request and ends to the return so there are many processes which comes from the request if the asset is retired or disposed or leave an organization so as an Hardware Asset Management we provide a prospective workflow for each and every process or the stage when the asset move from one stage to other state or when it is going from one process to other process which is the life of an asset manager or a user and automate all the tasks so for example when it comes to the request I want to know I want to have a workflow which can ease my life of searching an asset and placing an order for that we have a workflow where you can go to the service catalog and then you can type what kind of a hardware asset you want to order and then you can fill the quantity and then once you submit the request is created when it comes to fulfill the main purpose of any stockroom manager or the procurement manager is when I'm fulfilled the request I need to make sure that I you best utilize the current resources I have the asset when I say so it will give you the complete our sourcing workflow will give you what can you consume the acid locally if they are available if they are not available can I transfer it from the other stock loan or if it is not available what is the best option for me to place an order so we have a workflow for fulfillment when it comes to inventory so inventory which which can result in the cost and when it comes to inventory I want to know what is available in my inventory so we have a workflow we have a workflow how can I get rid of the the acid which are not in use or they are in the pending disposal or how can I do an audit what is there so I know what is a there in my stock ROM what is new what is coming what is going so we have workflow for each of these which will go step by step and automate your complete process and when it comes to the deployment I want to know how can I deploy my asset automatically so we have a workflow there also monitoring I I want to know where how my assets are aging so we have integrated with many applications where you and even we have a normalization which will give you the life cycles you can know whether my asset is within a subscribe compliance or not when it comes to Services you our it teams get lot of requests the request incidents change so we have workflow which can automatically can swap track all of these requests they can dispose the assets so on and finally when it comes to retire it's not just ESG it also comes as a display compliance rates so we we have a workflow there and not even that even before the employee comes and join an organ organization we have a onboarding workflow where we integrate with the HR processes better together and so on it's full of workflows which automate not only the task but also the background processes manual processes which saves a lot of time cost money and errors no that's fantastic it's it's just wonderful to see that an asset when it's navigating through that life cycle has with it a workflow to help and assist so I like that you walked us through that little I appreciate that and and fundamental to that I mean at the core of it is having having the right data set right so having normalized data so that you can actually navigate and use the workflow so again that's a precursor to what you want to have before you start leveraging the the workflows itself so Mike how how easy is it to use some of these prescriptive workflows um yeah so I mean it's it's pretty simple to use direct Straight Out of the Box um they're all made to work um pretty much on day one follows our the best practices that we've lined up um if your organization has special requirements for any of the workflows um they're very easy if anyone is familiar to a flow designer you can plug in your requirements whether they're an additional layer of approval for example very easy to modify and configure if you need to but right out of the box they're ready to go one of the key things I do want to point out with the workflows is they're really meant to manage the assets um travel throughout different areas of the life cycle but specifically when assets are not online right so we're talking about decoy and swap right these are heavily I.T technician tasks where the assets on a on a counter or in a lab being prepped to being staged or being shipped there's no way to discover that so this is when the lit was referring to those updates as those tasks are executed the assets get updated and we have workflows that cover your basic Incident Management as well as the you know refresh disposal loaners uh being proactive with your leases managing your leases as they're coming up for retirement reserving or assets for future use maybe you've got a dozen interns that are starting next month and you want to make sure you've got assets set aside so on day one they can get to work you don't have to waste that day of uh waiting for equipment we have an RMA workflow and we also have an onboarding and off-boarding workflow that really syncs nicely with our HR product so as employees are coming on board their equipment's ready on day one and when they leave the organization anything that's assigned to them whether it's Hardware software um mobile devices contracts all those things um there's independent tasks that would go into to update those so very very easy to use day one of of launching and turning on hand they're there and ready to be published to catalogs that's awesome and and talk to us a little bit just about um maybe some of the configuration that can take place should you have uh any needs specific to your organization yeah and a lot of the stuff is you might have a you know security group that may have a role in one of your processes um disposal workflows is one that we normally point out we have a prepare for disposal task is is a basic task but organizations may have um Asset Management governance that has some data data governance policies that require the the HDs are shredded or you know destroyed or degaussed or if you do the dod seven layer wipe so there may be tasks that involve other groups the idea is is a lot of the stuff that needs to happen for an item platform to be successful is for it to be you know for people that need to do their tasks are actually updating the assets without knowing they're updating the assets right um and to be clear all these workflows everything that we're discussing today is part of our Hardware Asset Management product some people call it hand Pro um this is our this is our layered product that sits on top of the base Asset Management so all this automation this comes with Hardware rest yeah thanks for that clarification Mike and so the last thing I'd like to ask on this slide here is the way that these workflows are designed if I recall they are based on request and task assignments is that true and if so can you expand a little bit on that yeah absolutely um a great one of our basic day one easiest to turn on at um workflows is it and and we you'll see a theme is we like to coordinate with other areas within service now so here's bringing up Sam a lot for itsm So within the incident record now if somebody submits a hardware request say they have a black screen of death right there they have the ability now to plug in the the laptop replacement laptop into that ticket so now when they resolve that ticket they already know which laptop was broken because that was in the ticket so they can actually take that asset and update it and update it to putting it in inventory pending repair pending disposal based upon the outcome and then the new device will automatically be assigned to the end user that's on the incident all the location data gets updated any software that's been allocated to the device would be updated so the software wouldn't be double counted and you have a clean updated asset record for both the broken asset and the new asset that's being redeployed and all the technician had to do is their job and basically look your assets your laptop's broke here's a new one close the ticket move on to the next one um so that's that's definitely one of the the most popular um workflows that we've built in in hand Pro awesome awesome hey lalette why don't we talk a little bit about um what's happening in the background as assets are moving through the through the life cycle in these in these workflows do assets and configuration items get updated along for the ride yes we have done so as as the workflow is progressing from one task to other tasks there are a lot of activities happen in the background so one is process automation but what is happening in the background is acid is related to CI and acids are also related with the other assets so all of these data get automatically updated when it moved from one stage to the other stage of one task to the other task so from a user perspective or from the map asset manager perspective or from the admin perspective they don't have to worry about where all they need to update the asset records or data and missing any updation will result in lot of inaccuracy in the data so what we have done while we are designing this workflows we have made sure that whatever data or the records which are related to an asset they also get updated when when the asset move from one task to the other task so in this case there is a hundred percent data accuracy and no manual interaction is required from a user perspective oh that's great that's great to know and and if you wanted to check the status of those those items you can always go back and monitor and verify that things are updating accordingly I would imagine you can always go to the cmdb database you can always go to the ICT code and you can always go through the life cycle of an asset and you can check whether the related records are updated or not that's fantastic because that that's really fundamental to anything Asset Management right it's having trustworthy data so bringing in the data getting that normalized you know making actions taking actions on the data and then being able to verify and look at it retrospectively and say hey this is actually updating along the way that that just builds a lot of tremendous confidence in your data set wonderful all right so this is a good primer for what what's to come next which is I want to look at product with you guys and I want to do some examples so let's make the Assumption we have good data uh let's make the assumption that we we have a couple of things that we need to do as an asset manager today uh that we need to report back to our management and first and foremost is an asset refresh so Mike why don't you walk us through that sure absolutely and refresh is a great example because it touches on really the entire life cycle of an asset from the request to the procurement to the deployment to the reclaim the whole the whole um end-to-end of cradle to grave of that asset will be discussed here so for refresh um this is a common theme we have a Persona here we have gen um she's a hardware asset manager and the challenge that she's facing is she manages hardware for a lot of different departments um who have different requirements different needs different locations different stock rooms so to really have um and there's no formal process that that they have today that they can do this with which is a very common challenge where most of our customers that are upgrading to ham are usually in this the situation um so they have a hard time identifying which assets need to be refreshed because if they don't have visibility their entire asset estate they could have seven eight year old laptops out there and not even be aware of it right they don't know when they purchase it they don't have these these data points that Victor was just alluding to that really helped paint the picture and give you that full into transparency and a lot of times too if you're doing this manually you know a lot of organizations will have a project manager that's just assigned to full-time refresh and that's all they do and they're making all these updates manually and it's a very very tedious process and it does it's not very fast so the end user experience is not great it's a pain and then they also struggle getting the old equipment back and a lot of people don't consider how important that is because if you have a legacy device you have software licenses that are entitled to that it could be Perpetual licenses that could be installed you could have customer data you know personal data you could have internal data you could have all kinds of data on that device that you want to get back and make sure it's safe and secure so our solution and our specifically our our Hardware asset refresh workflow that comes with Ampro um starts off with uh leveraging all that great data that you have right so now you're able to flag an asset as eligible refresh and this can be based on the useful life that you set on the model record it could be 36 months it could be 42 months whatever you decide as an organization is your threshold for technology so for a laptop it has a three year warranty so 36 months you know you're covered but maybe you want to extend that and roll the dice for an extra six months save some money you can go 42 months however you want to do that you can make your decisions with some supported data that comes as part of the content service that comes through normalization so you're going to get lifecycle dates that show you when an asset or when a model is going into flight or end of support so this you know you shouldn't want any equipment out there that's now no longer being supported um so now you've got the awareness and and now you can turn that into a view to see all the assets that are eligible for refresh um I've seen some organizations automate this so when an asset comes up for refresh it automatically kicks off a request and the refresh process happens and no one has to do anything but our end-to-end process is is definitely supported through our perspective or prospective local workflow so the entire process is streamlined there's tasks that will be executed by different people so the person that orders the equipment may be a different person than the person that stages it and that may be a whole other person that delivers it it deploys it um and then you've got another team reclaiming the assets so we've got all these tasks out there that you could um have multiple people working on to get this whole process worked through as the tests get closed the assets get updated all the statuses assignments and all the data stays accurate and no one's bothered with having to go in and swivel chair into another system or do an import or load up a spreadsheet or work through an integration to update the data it's all done in real time as tasks are closed and then most importantly there's going to be a reclaim task for every refresh to ensure that we're getting that old equipment we're getting that data we're getting those software licenses back to be redeployed and you're able to track it and and all that so I'd like to jump in I'm going to steal the screen here okay go ahead because you have a question go for it yeah go for it and kind of do this from you know the day in the life view of an asset manager so as you're you know maturing your your your asset estate and you're diving in and you're you're bringing in all this these great new features you're going to be at a crossroads right of you're going to be able to be proactive and reactive at the same time when it comes to refresh so as an asset manager and confirm that you can see my screen oh yeah we're here we see it you see Model Management yes sir great um so as an asset manager I can come to my Model Management dashboard and workspace here and I can see that I have two Hardware models that are going to be end of life for this year okay so I can start planning I can start forecasting I can dive in I can click into this list and I can see these are the two models I got an elitebook and a server that's coming end of life that just went end of life so I need to get on that right so it's anything that's coming up that's expiring this year but then you're going to have stuff that's long been expired as you're standing up ham you've got equipment out there that you're starting to put the pieces together you can see that you've got right now looking at this demo data I've got 34 different models that are already end of life so you know great I can be proactive I also have to be reactive too and I can start organizing that so I've pulled up um uh an example of that and this is an Apple MacBook Pro um this is a a model here that um that is uh oops sorry that you can see here went end of life a while ago so I can pull up the hardware model life cycle data and I could see that this went um end of sale in 2019. so Apple's no longer selling them anymore so I need to go in and ensure we get this um we get this approved I can go and see okay I only have 38 of these that that are that are in use most of them are in this location so I can start making some decisions and and start working this process so what I'm going to do is is as an example here I'm going to jump into um I'm actually going to go to the request form for refresh and show you what it would look like now keep in mind I could do a refresh for all of those 38 or I could just do a refresh specifically so let's go with an end user request to refresh um and they want this specific you know so this would be the specific model here that would come in this is what we're going to replace and then I and I could filter this and oops there we go I have to select it sorry I got ahead of myself um and so now I can come in and I can select any filter I want so if I wanted to do this by a location find a department buy a building by a cost center um I could literally come in and I could pick any any filter any filters that I wanted to to to do this but I'm going to come in and just pull it from a list of of these um and then we're also going to look for these we just want we don't want to refresh anything that's in inventory we can dispose of those so I want to make sure I'm only looking at a list of assets that are that are deployed I can also put in an end user however I want to filter this it's up to me but having all the data here allows me to do these these cool things here so we're gonna go ahead and run this filter and now I'm going to get a list of all these MacBook Pros that are currently in use and we're going to go ahead and grab this one here and slide it over but like I said if you wanted to you could extend this and you could bring all 38 of those over and and and have individual request items for each one um but we want to keep this a little bit easier a little bit simpler so I come in here and I create the request so you know as I said earlier when we do this we have to talk to the uh the whole workflow so the first thing we have to do is we have to get the equipment to get refreshed um and I have to put in someone's name so I'm just going to go ahead and grab our friend Abel tutor here so we can enable their new computer and we can go right back into this request and the first thing that needs to happen is it needs to be approved we've added a you know multiple approvers here so this won't be a bottleneck you can assign this to as many approvers as you need to to manage this and you know I just did a simple approval here but you can come in and do it through uh through an email or through a mobile app uh once it's approved you'll see the catalog task will now pop up to Source the the equipment so when we open up this task based on Abel's location um when we fire off the source request you're going to see um that there's none in their local inventory now there is one I can transfer or I can purchase it now you can see here purchase is blacked out because why would I want to buy something when I can transfer it so you know you always want to use the inventory that you have um to do this so these are available I can select the stock room you can see which Docker that they're in so I'm going to grab them from the stock room and I'm going to put my stock room down I want to ship to and then there's an entire transfer process which you guys are well aware of I'm sure you guys have all used transformers this is our base Asset Management functionality what if it was a purchase order you could work the purchase order through here but for this case it's a transfer order and you could follow the process not only can we follow the process as a fulfiller but the end user now can go look at their mobile lap and they can see where this is at so once this transfer order is done it will open up the next session and I'm just gonna just to keep the demo moving along so it doesn't take all day I'm just going to jump over to what the requested item looks like on the other side so now we have what's called a hardware asset refresh task and you can see this stage we've just received it we've received that equipment the transporter was completed and it was shipped and we have it so now we have to plan schedule deploy reclaim and complete this task and so there's all these different tasks that happen at the different different stages of the request right so the first task is obviously going to be prepare the asset right so we have to go to the stockroom pick up the physical asset that we're going to be deploying we have to schedule the deployment date the location if we reclaim it at the same time or if we've already reclaimed it we could update it here and as we work through these tasks they they get updated and then once we've closed out each one of these tasks and like I said you can see here that the standard workflow of that oops I went too far um was was to basically deploy it reclaim it and then and then you're done and as you're doing this as all these tasks get executed the assets get updated so you can see the replacement asset would be reassigned to the person you put the person's name in here so the individual that's working these tasks has complete autonomy to to do these but they don't have to go in and update all the assets all they have to do is do the work and close the task so that is the uh the asset um refresh workflow um the speed view of it um but this is definitely one of our more popular um workflows and uh definitely one of the ones that definitely has a lot of interest for organizations because a lot of a lot of organizations struggle with all these things we've tucked it into one nice and easy workflow fantastic Mike thanks for sharing that I really like to see as you were navigating that that you can see all the different steps in the uh in the process of where you're at and you can backtrack double check uh your work and also just see what's the next step to come in yeah and as like I said as an asset manager I may not be aware of these tasks but when I come in and I come to my overview right I can see all my tasks here that asset task is mixed in here with contract tasks um lease tasks collection tasks all my asset tasks are in one so as different people are involved in the process the tasks are properly routed and and they're able to work them and track them so I will go ahead and stop sharing and now that we've reclaimed uh oh I do want to share this too yes sorry um this is part of a better together with um our uh APM or application portfolio management so if we're talking about like infrastructure devices and stuff like that when we look at a business service because we have all this normalized content data we can actually look at all of our Assets in one easy to view Pane and they're actually color coded so you can see if it's red you know that's a high risk if it's green there's no risk and you can look at your business service that you manage and see what Hardware you need to start getting refreshed and you can kick off this process that I just showed you for your infrastructure stuff as well um and that way you can ensure that your services are supported by up-to-date Hardware standards and and not legacy equipment so this this gives you a lot of and that's the beauty of it with with ham Pro you've got all this automation that's going to keep this acid data fresh so you can start doing and leveraging stuff like this you're getting out of the data update business the data analysis business and you're really back in the asset management business no I can see how this is this piece here would be really helpful for forecasting and proper planning right so that you can do things uh proactively as opposed to reactively which a lot of times in the practice of ham we operate reactively so luckily these These are tools to help you be proactive in your day-to-day and one thing I do want to mention too is is is as we're you know refreshing hardware part of the asset update is also updating any software or any contracts all that information gets updated as well as as new devices are spun up and deployed nice that's a good call out so it's not just the hardware that's also getting updated but the software the contracts everything Associated to to that device hey let's now navigate to disposal of assets and and maybe you can also touch a little bit on mobile scanning also very important so we have been using an asset for timing now in our organization but if we don't dispose it there is many harm one is we'll be worried about the data because as it has been used for few years or couple of years in an organization and the second thing if we don't dispose it peacefully our inventory will bile up and will not be able to procure or store new asset and that's where disposal become a critical for an organization from the compliance from a data from the governors and from an inventory process process so today I am going to share one Persona Casey Casey is a hardware asset management manager from uh healthcare industry but though we are speaking about the healthcare but disposal applies in each and every industry irrespective of what industry you are whether you are in ID Telecom because you need to dispose an asset and when it comes to the healthcare industry the asset disposal become much more critical for him because HIPAA compliance is one thing data is the another thing and the governance is the third thing and the other major issue he faces is like because of emerging Technologies there are a lot of assets are coming so the disposal rate is also high with that and to and the other thing the problem he faces is when he moves an asset from one stage to other stage in the process there are men there are manual for many manual process he need to update and if he miss any of this there will be inaccuracy of the data to solve or ease the life of a hardware asset manager like Casey we came up with a workflow we work with those kind of people and they help us to understand the process so we can come up with the workflow and the workflow not only the disposals we have many other workflow that we discussed just before and all this asset when they go through the workflow they will come to the inventory and the the one which are ready for the dispose they will be marked as a pending disposal and asset manager whenever he looked into the inventory he will have the visibility which all assets are ready for disposal which are not so but when we say the pending disposal that means he cannot put them in use and he need to be peacefully dispose them and for that we have built a workflow which is low code end to end workflow using a flow designer which take take you through one step ahead following task by task and update all of this configuration manual data automatically in the background and when this asset move from one state to one task to another task the state of the asset will also change like from the pending disposal to when it is ready to dis depart it will change to and in transit and once it has been received by the receiving person or it has been disposed the state will change from the retired disk donate disposed and in that case the organization make sure that the data has been wiped out or disposed and we have also be a good citizen by following a ESG environmental social and governors growth let me take you through the demo of this particular feature so when we go to the instance we can open a we have a disposal order under that we have a create disposal order or disposal order so we can open a new disposal order as I as I was explaining like all of the asset which need to be disposed they goes to the one stock room so in this case let's assume to be the Southern California and automatically the location will and it will get assigned to one manager here in our case is a Casey so I am selecting that and once I submit the request the new disposal request is created and it will go through all of these tasks so this is the workflow is created the workflow request is created which will currently in the draft State and then it will go to the next in the scheduling Transit and so on let's open the request so so far we have just created a request based based on the stock room and now when Once the request is created the first task as we discussed at the stockroom manager or the hardware asset manager he knows an asset now he need to plan an asset which asset he want to dispose so we have a filter where by which you can select a asset by default we give a pending disposal but that doesn't mean that you need to dispose only those you can dispose the asset before also so if I remove this and rerun the filters it will show you the complete list of asset and then you can change any of those parameter Mike has already given you an overview about the filter how how it works in a similar way let's select one of an asset and once I save that I have you can see that I have planned the asset and the workflow task is created that is verified asset now I want to let everybody know that till this stage we have been doing on the platform once the assets are planned you can from Next Step you can do from the mobile device or you can do from a platform and in the mobile device you need to have an agent app under agent agent tab you can open an asset and then there will be two tasks you will find verify and departure under verify you can open and scan the assets you want to dispose so we will do it from the platform I will open this request and I will verify the assets and close this task so sometime it is a little slow so I need to refresh this screen again and moment that acids are verified the scheduled pickup is Task is created under schedule pickup task will enter the detail how we are going to should you should do the pickup for this so I will select the vendor give a vendor ID and when the pickup they should do the pickup so I will start select today's date and the contact name who will be responsible for this Echo and once I close this task the next task of will be created for the departure so so far we have scheduled the pickup we have verified the assetness task is to depart from our stockroom so I here also we have a second list where we can select or deselect and you if we we have selected plant 50 asset and we want to just depart 10 so we can just select those 10 and approve it so moment I close the depart task it will go the vendor confirmation under vendor confirmation task we are just making sure that vendor is going to receive this dispose asset so as a part of if we are doing the community social work we are donating to some this thing then they will send a they have received so once we have please put them the disposal document so once the organization to whom we have disposed it they received the asset they will send the acknowledgment saying that they have received it and will upload will say the certificate of dispose disposal as yes and we love upload the disposal report so this is for the tracking purpose tomorrow if you want to make sure that from the compliance perspective whom you have donated whether they have received it as it has been disposed in the right order [Music] so once the acknowledgment is done you can see that disposal task is complete the workflow is complete and we can go to the asset State and we can check that state of the asset has been changed from the retired this post and can we go back to the slides sure we definitely can so this this is the complete disposal process we have done from the create form but once we have done the plant and you can do the remaining process on the mobile devices so you can do you don't have to take a laptop with you you can go anywhere with your mobile device and you need to have an agent app once you go to the agent tab you can open an asset and then it will show you the list of like create asset or dispose asset various workflow we provide under that related to the assets and then you can open an asset disposal once you open an acid disposal it will show you the two tab one is verification and one is departure so the first process is the verification where we have to verify the assets from the plant as it gets verified to make sure they they are properly so here you can see the list of the asset and then once you start scanning the asset you will be able to see this list and once you are skinned you can scan you it doesn't you don't have to scan all of them in one shot so you can scan in the batches also but once you are scanned all of them you can click on the submit button once you submit it it goes the data goes to the platform and then your departure tab will become activated and once you go to the departure you can depart those asset again you have to scan it and close it and once they will sync with the platform and once they are departed you can upload the acknowledgment and the state of asset will change to retire and donate this post that's great a little bit again I really like the fact that you can keep everything very Central you see the step by steps so you can always backtrack change something that is along the the life cycle uh workflow so I think it's really important to also mention that as you were doing that and you showed it at the very end but just want to highlight it again the state of the asset changed over time so yes each time you were doing something in that in that prescriptive workflow from you know you know verifying it all the way through to the disposal piece the asset record was changing along the way and at the very end you showed us what the end result was so I think that was great [Music] you will see in transit and disposed it and when it is uh in the verification State you will still see that retirement funding donation state so state is changing that is where the automatically the in the background the configuration and the asset data is getting updated so the data accuracy is there no action is required you have to go from one screen to the other screen or from one table to other table and that is what is the beauty of the workflow so workflow first thing it takes you to the step by step so making sure that you don't miss any step the second thing you just focus on the workflow and we'll do what is required in the background I like I like how you summarize that I like that that's great okay so there are questions in the chat um I know Mike's been answering some of those as well I will resurface those for everybody's uh reference but if you have any questions please use the Q a form we'll start getting to those momentarily here fantastic yeah so I'll I'll take a look through some of these questions here thank you very much for um poppy needs another chat and keep them coming so let's start with a question from since we just spoke about mobile a little bit um do you have to use the mobile app to complete the disposal process if not do you complete it on the disposal order test yeah that's exactly right you don't you know you can we offer the mobile app to allow for real-time updates into the platform anywhere you're at whether you're on a on a production floor or you're in a you know disposal cage wherever you're at allows you to do that if not you can do it all through the the tasks as well Mobile support is only for for us to do anywhere any place any device so in case you don't have a laptop and you want to do from the mobile then you can do through mobile okay all right thank you guys we have a question here from Jill um what is the user access needed to support workflows so that is a loaded question which is why I triggered it to go live um you access role-based access is is unique to every organization so um you'll want to think about that during your implementation project who has the ability to request these what assignment groups work these different tasks you could have an entire end-to-end workflow and have different groups only able to visible and add it to task to get assigned to them um and then end users it's up to you how you publish it um you know if it's something only a manager could request versus an end user that's completely up to you it's very flexible it's however you want it to be configured out of the box it's it's the wild west anyone can request them but we allow you to build the buffers that you need all right thank you Michael for clarifying that um Edward wants to know if there are any pre-built reports um yeah go ahead yeah we we have a lot of dashboards so now when you open a workspace you will get to an overview page where it will show you the many reports we have so irrespective whether you go to the hardware asset workspace you go to the contract management workspace speak government workspace or you go to the asset workspace all of these are summarized of complete activities required in that area so when you go to the inventory it will show you the importantly important action it will show you the relative links it will show you the reports and in fact it will also allow you to create the new request also so we have out of the box or you can say default reports which can give you the alerts analytics and up to date required immediate actions okay fantastic there's a whole bunch of uh pre-can reports that come with ham um and in the reporting functionality service now so easy if there's something that you need it's pretty easy to make yes indeed we have a question here from Nathan can business line staff be allocated access to manage specific assets could ask if the allocated to external customers for context I work for a financial institution and our treasury management team maintains inventory and issues hard tokens to customers to access secure platforms these tokens have an expiration date and need to be replaced in a multi-year cycle is there an appropriate use case here that's an amazing use case absolutely you would absolutely be able to do that we've had customers you know we're talking about a couple of key fobs with the display that changes every 90 days they're a small you know small little thing but people can't access their their platform then it's a challenge so it's a great use case for that foreign thanks for that question Nathan and thanks for writing out so much specifics all right we have a question here uh is Tokyo Enterprise Asset Management module module leverages the same hand workflow or are they different and unique so yeah maybe we can talk about the difference between Enterprise asset management and Hardware Asset Management workflows yeah so there's a lot of comparisons between the two um so for those that aren't aware uh Tokyo um release um well actually a little earlier two weeks ago we launched a new product on the itm umbrella called Enterprise asset management and the general muscle movements are the same on how you manage a hardware asset or an I.T Hardware asset versus how you would manage a Enterprise asset but Hardware assets usually have some very Hardware asset specific tasks to them stuff like um you know for example we were just talking about um you know wiping a device or stuff like that you wouldn't do that necessarily with an AC unit or a vehicle right so there's a lot of similarities between the two but they're they're separated by um by the two products so anyone that's familiar with ham we'll see a lot of familiarity with the am and vice versa but they also have their own unique stuff as well we have tons of documentation around Enterprise Asset Management that's available today and if it's something that you're interested I would highly recommend reach out to your account team um and get on the list to have one of our eam solution Consultants do a demo to show you what it's all about it's really cool yeah I co-signed that fantastic so I'm going to dip it to the answer questions here I like this one from Jill which out of the box workflow would you start with assuming asset records exist and Discovery is enabled what are some quick wins so I know Michael you took a stab at this but maybe we can speak about that for a wider audience yeah so for me the quickest wins are you know it's always scary as an asset manager when you let your assets go out in the world if you let other people manage them and you worry about them not updating them and and the quickest wins for me are the incident asset tasks and those are built into the incident management process and the change management process so as brake fixes are occurred or um you know as devices go through the service desk or through the data center for racking and stacking you want to have an emergency change you need to swap out a server you know that the people that are they're ranking and stacking that server care more about that server running and replacing the old server and keeping business continuity going than they are about updating the asset record and all that stuff just happens in the background so that's instant quick wins that'll improve your Incident Management process and your change management process while improving the end user experience all at once and it selfishly as an asset manager you're guaranteeing that those assets are now getting updated um outside of that the standard Hardware asset request which is one of our first workflows that we came out that flow can be applied today to any hardware assets you've created published to your catalog so if you've got a standard laptop that people can go request a mobile device anything you can plug in that workflow and that that that'll do the sourcing it'll do the approvals it'll it'll do everything that's required and update the asset as it moves from from you know vendor to receive to a warehouse to deploy the whole nine yards so that's those are really our two big ones to use they won yeah awesome thanks Michael for that all right keep the questions coming you have a little bit more time um in the meantime I'll do one more question here from our archive uh looks like Terry had a question here um is the eligible for refresh determined by the model life cycle the warranty end date or useful life or a combination end of sale assets could still be under warranty if purchased toward the end of the end of sale date Michael I know you took a stab at this but maybe you can talk a little bit more about that so um yes the answer to your question is yes um but in more detail um I'd like the useful life because as an organization you want to set a policy not so much based on a specific model but on a device type so maybe servers you have a general five-year useful life um you'll find that some vendors won't publish their life cycle dates and other vendors will and you could have some vendors that use a three-year um useful life as opposed to a four-year useful life so having a a standard policy across the board is always the best way to do it my opinion so you can use the content data that we provide with the normalization service to to to let you make those educated decisions but as an organization it's always best to set those policies at the device level awesome a couple more quick questions here um clay I wanted to know can we bulk update assets and assignments based off of Microsoft InTune spoke data um yeah but that's so our workflows keep in mind um for it to be in tune we're looking at um Integrations and we're also requiring that device to be online so you can't dispose something that's plugged into the wall um so I mean yes there's a lot of stuff that we can do with the automation but our workflows are really meant to work with uh with that kind of um integration as opposed to rely upon it okay great question here on scanners um can you use a handheld scanner instead of a mobile yes you can yeah any any um so any Android based um and it needs to meet the requirements for our mobile app you could find that on a servicenow documentation but as long as you can access the Google Play Store download our our app and fire it up if the scanner has a display window on it a lot of our customers have disabled the camera feature and they use the the trigger scan so zebra is probably the most popular used to be symbol used to be Motorola now they're all zebra scanners but those are the ones that have the little handle and the trigger you see the people walking around Target with them for example those are very popular to be used and they you know allow you to do more um than you can with your phone it's a little bit easier to scan a bunch of barcodes with the the infrared scanner as opposed to the camera fantastic thanks Michael you guys are rock stars for feeling all those questions um there might be one or two more that trickle in if you want to answer them on typing but in the meantime I'm going to pass it back to Victor to wrap this up great thanks guys thanks everybody really appreciate the questions really appreciate the answers as well hopefully that was affirmative if you want more information on what we talked about today please be on the lookout for resources that we're also going to post on the community with with them with this recording as well so we have automating Hardware Asset Management with workflows this is something that we talked a lot about today we now just have it for you in content form so you can review it read it get exposed to it we also have a story on how we're using Hardware Asset Management internally and then for those of you that want to get a little bit more technical um you know we defer you to the process guide so you can start getting more information on hard asset management if you haven't already taken trainings it's a good place to start with the hardware Asset Management fundamentals training it covers a lot of your bases it's a great place to start because it's going to let you hear about not just workflows but everything prior to that so you can get ready for um successfully using those workflows the hardware Asset Management simulator is a good one too because before you start actually using your instance you might want to get some hands-on experience with a simulator so you can start testing out some of the features we talked about today and then lastly if you have Hardware Asset Management from a previous release and you want to learn a bit about what's happening in this current release anytime we have a new release we have Delta trainings it just catches you up to speed on what's what's new in the product and the last thing I'll leave you with is the item Community this is a landing page where we suggest all our customers start off at now in there you'll find a landing page for a getting started guide which will have a summary of all the different areas that you can get exposed to from trainings to helpful documentation and just how to really think about asset management in general so this is a great place to start great place to look at with your with your implementation Partners if you're working with any and with that said I'm going to say thank you to everybody the lit Michael it was a pleasure to have you guys here to our audience we love the questions please keep coming back we'll speak with you all soon have a great week take care foreign