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