asset-management

Asset Management for ServiceNow Asset Management tracks hardware and software assets throughout their lifecycle. Asset Architecture Asset (alm_asset) ├── Hardware Asset (alm_hardware) │ └── Consumable (alm_consumable) └── License (alm_license) CI (cmdb_ci) ←→ Asset (alm_asset) ↑ One CI can have multiple assets over time Key Tables Table Purpose alm_asset Base asset table alm_hardware Hardware assets alm_license Software licenses alm_consumable Consumable assets ast_contract Asset contracts cmdb_ci Configuration items Hardware Assets (ES5) Create Hardware Asset // Create hardware asset (ES5 ONLY!) var asset = new GlideRecord ( "alm_hardware" ) asset . initialize ( ) // Basic info asset . setValue ( "display_name" , "Dell Latitude 5520" ) asset . setValue ( "asset_tag" , "ASSET-" + generateAssetTag ( ) ) asset . setValue ( "serial_number" , "SN123456789" ) // Model asset . setValue ( "model" , getModelSysId ( "Dell Latitude 5520" ) ) asset . setValue ( "model_category" , getModelCategorySysId ( "Laptop" ) ) // Status and substatus asset . setValue ( "install_status" , 1 ) // Installed asset . setValue ( "substatus" , "in_use" ) // Assignment asset . setValue ( "assigned_to" , userSysId ) asset . setValue ( "assigned" , new GlideDateTime ( ) ) asset . setValue ( "location" , locationSysId ) asset . setValue ( "department" , departmentSysId ) // Financial asset . setValue ( "cost" , 1299.99 ) asset . setValue ( "cost_center" , costCenterSysId ) // Dates asset . setValue ( "purchase_date" , "2024-01-15" ) asset . setValue ( "warranty_expiration" , "2027-01-15" ) // Link to CI if exists asset . setValue ( "ci" , cmdbCiSysId ) asset . insert ( ) Asset Lifecycle States // Asset install_status values var ASSET_STATUS = { INSTALLED : 1 , // In use ON_ORDER : 2 , // Ordered, not received IN_STOCK : 6 , // In inventory IN_TRANSIT : 7 , // Being shipped IN_MAINTENANCE : 8 , // Under repair RETIRED : 9 , // End of life DISPOSED : 10 , // Disposed of } // Transition asset status (ES5 ONLY!) function transitionAssetStatus ( assetSysId , newStatus , notes ) { var asset = new GlideRecord ( "alm_hardware" ) if ( ! asset . get ( assetSysId ) ) { return { success : false , message : "Asset not found" } } var currentStatus = parseInt ( asset . getValue ( "install_status" ) , 10 ) // Validate transition var validTransitions = { 2 : [ 6 , 7 ] , // On Order -> In Stock, In Transit 7 : [ 6 , 1 ] , // In Transit -> In Stock, Installed 6 : [ 1 , 7 , 9 ] , // In Stock -> Installed, In Transit, Retired 1 : [ 8 , 6 , 9 ] , // Installed -> In Maintenance, In Stock, Retired 8 : [ 1 , 6 , 9 ] , // In Maintenance -> Installed, In Stock, Retired 9 : [ 10 ] , // Retired -> Disposed } if ( ! validTransitions [ currentStatus ] || validTransitions [ currentStatus ] . indexOf ( newStatus ) === - 1 ) { return { success : false , message : "Invalid transition from " + currentStatus + " to " + newStatus , } } // Update status asset . setValue ( "install_status" , newStatus ) // Handle specific transitions if ( newStatus === 1 ) { asset . setValue ( "installed" , new GlideDateTime ( ) ) } else if ( newStatus === 9 ) { asset . setValue ( "retired" , new GlideDateTime ( ) ) asset . setValue ( "assigned_to" , "" ) } else if ( newStatus === 10 ) { asset . setValue ( "disposed" , new GlideDateTime ( ) ) } // Add work note if ( notes ) { asset . work_notes = notes } asset . update ( ) return { success : true , asset_tag : asset . getValue ( "asset_tag" ) } } Software Licenses (ES5) Create License Record // Create software license (ES5 ONLY!) var license = new GlideRecord ( "alm_license" ) license . initialize ( ) // Basic info license . setValue ( "display_name" , "Microsoft Office 365 E3" ) license . setValue ( "product" , getProductSysId ( "Microsoft Office 365" ) ) license . setValue ( "license_type" , "per_user" ) // per_user, per_device, site, enterprise // Quantities license . setValue ( "rights" , 500 ) // Total licenses purchased license . setValue ( "used" , 0 ) // Will be calculated license . setValue ( "remaining" , 500 ) // Will be calculated // Dates license . setValue ( "start_date" , "2024-01-01" ) license . setValue ( "end_date" , "2024-12-31" ) // Cost license . setValue ( "cost" , 25000.0 ) license . setValue ( "cost_per_unit" , 50.0 ) // Vendor license . setValue ( "vendor" , vendorSysId ) license . setValue ( "contract" , contractSysId ) license . insert ( ) License Allocation // Allocate license to user (ES5 ONLY!) function allocateLicense ( licenseSysId , userSysId ) { var license = new GlideRecord ( "alm_license" ) if ( ! license . get ( licenseSysId ) ) { return { success : false , message : "License not found" } } // Check availability var remaining = parseInt ( license . getValue ( "remaining" ) , 10 ) if ( remaining <= 0 ) { return { success : false , message : "No licenses available" } } // Check if user already has this license var existing = new GlideRecord ( "alm_entitlement_user" ) existing . addQuery ( "licensed_by" , licenseSysId ) existing . addQuery ( "user" , userSysId ) existing . query ( ) if ( existing . hasNext ( ) ) { return { success : false , message : "User already has this license" } } // Create entitlement var entitlement = new GlideRecord ( "alm_entitlement_user" ) entitlement . initialize ( ) entitlement . setValue ( "licensed_by" , licenseSysId ) entitlement . setValue ( "user" , userSysId ) entitlement . setValue ( "allocated" , new GlideDateTime ( ) ) entitlement . insert ( ) // Update license counts updateLicenseCounts ( licenseSysId ) return { success : true , message : "License allocated" , entitlement : entitlement . getUniqueValue ( ) , } } function updateLicenseCounts ( licenseSysId ) { var license = new GlideRecord ( "alm_license" ) if ( ! license . get ( licenseSysId ) ) return // Count allocations var ga = new GlideAggregate ( "alm_entitlement_user" ) ga . addQuery ( "licensed_by" , licenseSysId ) ga . addAggregate ( "COUNT" ) ga . query ( ) var used = 0 if ( ga . next ( ) ) { used = parseInt ( ga . getAggregate ( "COUNT" ) , 10 ) } var rights = parseInt ( license . getValue ( "rights" ) , 10 ) license . setValue ( "used" , used ) license . setValue ( "remaining" , rights - used ) license . update ( ) } Asset Discovery Integration (ES5) Match Discovered CI to Asset // Match discovered CI to existing asset (ES5 ONLY!) function matchCIToAsset ( ciSysId ) { var ci = new GlideRecord ( "cmdb_ci_computer" ) if ( ! ci . get ( ciSysId ) ) { return null } var serialNumber = ci . getValue ( "serial_number" ) var assetTag = ci . getValue ( "asset_tag" ) // Try to find matching asset var asset = new GlideRecord ( "alm_hardware" ) // Match by serial number first if ( serialNumber ) { asset . addQuery ( "serial_number" , serialNumber ) asset . query ( ) if ( asset . next ( ) ) { return linkAssetToCI ( asset , ci ) } } // Match by asset tag if ( assetTag ) { asset = new GlideRecord ( "alm_hardware" ) asset . addQuery ( "asset_tag" , assetTag ) asset . query ( ) if ( asset . next ( ) ) { return linkAssetToCI ( asset , ci ) } } // No match - create new asset return createAssetFromCI ( ci ) } function linkAssetToCI ( asset , ci ) { asset . setValue ( "ci" , ci . getUniqueValue ( ) ) asset . update ( ) ci . setValue ( "asset" , asset . getUniqueValue ( ) ) ci . update ( ) return asset . getUniqueValue ( ) } function createAssetFromCI ( ci ) { var asset = new GlideRecord ( "alm_hardware" ) asset . initialize ( ) asset . setValue ( "display_name" , ci . getDisplayValue ( ) ) asset . setValue ( "serial_number" , ci . getValue ( "serial_number" ) ) asset . setValue ( "asset_tag" , ci . getValue ( "asset_tag" ) ) asset . setValue ( "model" , ci . getValue ( "model_id" ) ) asset . setValue ( "ci" , ci . getUniqueValue ( ) ) asset . setValue ( "install_status" , 1 ) var assetSysId = asset . insert ( ) ci . setValue ( "asset" , assetSysId ) ci . update ( ) return assetSysId } Asset Reports (ES5) Asset Inventory Summary // Get asset inventory summary (ES5 ONLY!) function getAssetInventorySummary ( ) { var summary = { by_status : { } , by_category : { } , by_location : { } , total_value : 0 , } // By status var ga = new GlideAggregate ( "alm_hardware" ) ga . addAggregate ( "COUNT" ) ga . addAggregate ( "SUM" , "cost" ) ga . groupBy ( "install_status" ) ga . query ( ) while ( ga . next ( ) ) { var status = ga . install_status . getDisplayValue ( ) summary . by_status [ status ] = { count : parseInt ( ga . getAggregate ( "COUNT" ) , 10 ) , value : parseFloat ( ga . getAggregate ( "SUM" , "cost" ) ) || 0 , } summary . total_value += summary . by_status [ status ] . value } // By model category ga = new GlideAggregate ( "alm_hardware" ) ga . addAggregate ( "COUNT" ) ga . groupBy ( "model_category" ) ga . query ( ) while ( ga . next ( ) ) { var category = ga . model_category . getDisplayValue ( ) || "Uncategorized" summary . by_category [ category ] = parseInt ( ga . getAggregate ( "COUNT" ) , 10 ) } // By location ga = new GlideAggregate ( "alm_hardware" ) ga . addQuery ( "install_status" , 1 ) // Only installed ga . addAggregate ( "COUNT" ) ga . groupBy ( "location" ) ga . query ( ) while ( ga . next ( ) ) { var location = ga . location . getDisplayValue ( ) || "Unknown" summary . by_location [ location ] = parseInt ( ga . getAggregate ( "COUNT" ) , 10 ) } return summary } MCP Tool Integration Available Tools Tool Purpose snow_query_table Query assets and licenses snow_cmdb_search Search CMDB for CIs snow_execute_script_with_output Test asset scripts snow_find_artifact Find asset configurations Example Workflow // 1. Query hardware assets await snow_query_table ( { table : "alm_hardware" , query : "install_status=1" , fields : "asset_tag,display_name,assigned_to,location,model" , } ) // 2. Check license compliance await snow_execute_script_with_output ( { script : var license = new GlideRecord('alm_license'); license.addQuery('remainingRELATIVELT@integer@0'); license.query(); while (license.next()) { gs.info('Over-allocated: ' + license.display_name); } , } ) // 3. Find assets nearing warranty expiration await snow_query_table ( { table : "alm_hardware" , query : "warranty_expirationBETWEENjavascript:gs.beginningOfToday()@javascript:gs.daysAgoEnd(-30)" , fields : "asset_tag,display_name,warranty_expiration,assigned_to" , } ) Best Practices Asset Tags - Unique, scannable identifiers Lifecycle Tracking - Track all state changes CI Linking - Connect assets to CMDB License Compliance - Monitor allocation vs rights Warranty Tracking - Alert before expiration Financial Accuracy - Maintain cost data Regular Audits - Verify physical inventory ES5 Only - No modern JavaScript syntax