I’d like to create a workflow to automatically assign the Asset to the User using it.
Doing this manually is hell for hundreds of Assets.
So we send the Agent to the users via InTune. We get the information “Last Login by” and I would like to link this information to the field “Used By”.
How should I go about it to create such a workflow?
Best answer by afautley
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+11
you will need to create an asset workflow by event. use where an asset is updated to then pick up the last logged in user ID and then attribute that ID to the asset’s used by field.
dependant on your processes you’ll want to do this when it is updated by any field or a particular field like status?
I’d like to create a workflow to automatically assign the Asset to the User using it.
Doing this manually is hell for hundreds of Assets.
So we send the Agent to the users via InTune. We get the information “Last Login by” and I would like to link this information to the field “Used By”.
How should I go about it to create such a workflow?
Did you ever manage to get this figured out?
I don’t see how to set the workflow to use the last login field as the used by field it doesn’t give me that option.
I am not sure if this has been solved already, however this is a feature built into Freshservice already.
If you go to Admin → Discovery → Settings, there is a tab called Asset Auto Assignment that reads:
Assign assets to users automatically
Updates the Used By and Department fields of an asset based on the user who last logged in to it. Learn more.
They are expecting the users to be pulled in via the Probe which we’re not running on our DCs and shouldn’t need to given there’s an Entra ID integration that can sync the users already.
Shoot me an email Derrick.Darst@nucor.com and ill send you a document i created.
+4
Yup, also cannot see how the intune sync would grab the actual ‘last login by’ field, there is no option to specify that (so basically, whoever logged into the machine the very first time is according to the synced details the forever user unless manually adjusted in FreshService, so you know what devices you have, but cannot use it to determine who actually uses it.
so you know what devices you have, but cannot use it to determine who actually uses it.
Yup, also cannot see how the intune sync would grab the actual ‘last login by’ field, there is no option to specify that (so basically, whoever logged into the machine the very first time is according to the synced details the forever user unless manually adjusted in FreshService, so you know what devices you have, but cannot use it to determine who actually uses it.
I’m glad it’s not just me who thinks this is a simple need but not handled well within Freshservice.
so you know what devices you have, but cannot use it to determine who actually uses it.
Indeed. The problem we face is we have a lot of co-op students and a fair amount of staff turnover so laptops can change hands one or twice during the time we own them. Or also right now we are trying to update our remaining Win10 machines to Win11 so those will get reused by another user.
If it doesn’t get manually updated in Freshservice, it still shows the previous user and our issue is they are not getting updated by the helpdesk staff member without a lot of prodding.
You will need to create an asset workflow by event. Use the event where an asset is updated to pick up the last logged-in user ID, and then attribute that ID to the asset’s "used by" field. This is similar to using the latest version of CapCut APK, which ensures that the most recent updates and features are utilized for optimal performance and results.
+4
You will need to create an asset workflow by event. Use the event where an asset is updated to pick up the last logged-in user ID, and then attribute that ID to the asset’s "used by" field. This is similar to using the latest version of CapCut APK, which ensures that the most recent updates and features are utilized for optimal performance and results.
The ‘last logged-in user ID’ is not synced from intune, so there is nothing the workflow could be working with here.
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