Requirement

To maintain an accurate asset inventory, the system must differentiate between:

• assets assigned to a user in the database, and

• assets that are physically in the user’s possession.

To achieve this, users must be provided with an interface where they can view their assigned hardware and digitally acknowledge ownership by confirming or rejecting possession.

Solution Overview

The implementation introduces a user acknowledgement workflow using a custom module, automated synchronization, and a dashboard widget.

Implementation Logic

1. Custom Data Repository

A Custom Module acts as the single source of truth, storing:

• Asset Name

• Serial Number

• Service Tag

• Model details

• Associated user email

• User acknowledgement status

2. Automated Synchronization

A scheduled background process:

• identifies assets assigned to users

• populates the custom module automatically

• keeps asset data continuously updated

3. Contextual Visibility

An external HTML widget is embedded within the user dashboard. The widget:

• detects the logged-in user

• filters and displays only assets assigned to that user

4. Direct Validation

Users can respond directly through the widget by selecting:

• Yes – Asset confirmed

• No – Asset rejected

The response updates the custom module in real time, completing the validation cycle between system records and physical possession.

Custom Module Creation

Create a Custom Module with the required asset fields.

Field Configuration

Asset Identification Query

For Builds After 15200

Use the following query to retrieve assets assigned to users:

select MAX(AaaContactInfo.EMAILID) as "Email",
MAX(aaaUser.FIRST_NAME) as "Asset Owner",
MAX(workstation.WORKSTATIONNAME) as "Asset Name",
MAX(workstation.SERVICETAG) as "Service Tag",
MAX(resource.SERIALNO) as "Org Serial Number",
MAX(workstation.MODEL) as "Model",
MAX(productType.COMPONENTTYPENAME) as "Product Type"
from SystemInfo workstation
left join Resources resource on workstation.WORKSTATIONID = resource.RESOURCEID
left join ComponentDefinition product on resource.COMPONENTID = product.COMPONENTID
left join ComponentType productType on product.COMPONENTTYPEID = productType.COMPONENTTYPEID
left join ResourceOwner rOwner on resource.RESOURCEID = rOwner.RESOURCEID
left join ResourceAssociation rToAsset on rOwner.RESOURCEOWNERID = rToAsset.RESOURCEOWNERID
left join SDUser sdUser on rOwner.USERID = sdUser.USERID
left join AaaUser aaaUser on sdUser.USERID = aaaUser.USER_ID
left join AaaUserContactInfo on aaaUser.USER_ID = AaaUserContactInfo.USER_ID
left join AaaContactInfo on AaaUserContactInfo.CONTACTINFO_ID = AaaContactInfo.CONTACTINFO_ID
where aaaUser.USER_ID is not null
and (workstation.workstationname, aaauser.first_name)
not in (
    select asset_name, user_name
    from cmasset_acceptance
)
group by workstation.WORKSTATIONID;

Note: Modify field names according to your instance configuration.

Builds Before 15200 – Column Mapping Identification

Configure Custom Schedule Function

1. Navigate to: Admin → Custom Schedule Functions → New

2. Copy content from: addAssetAcceptanceEntry_CSF.txt
   

3. Update the report name inside the script.

3. Save the function.

4. Create a schedule to run daily.

5. Pass the Query Report as a parameter.

Configure Callback Custom Function

1. Navigate to: Admin → Callback Custom Functions → New

2. Paste content from: CBF_fetchAssets.txt
   

3. 
   

3. Publish the function.

4. Copy the generated Callback URL.

This URL will be used inside the dashboard widget.

Dashboard Widget Configuration

1. Open Asset_Acknowledgement.html.

2. Update the following variable: callbackURL

3. Paste the copied Callback Custom Function URL.

4. Configure this HTML file as an External Dashboard Widget.
   

5. 
   

Result

Once configured:

• Users see only their assigned assets list in the widget.

• Users confirm or reject asset possession.

• Responses update the Custom Module instantly.

• IT inventory reflects real-world asset ownership accurately.