Developing an Asset Tracking System in ServiceNow

Asset management is a critical component of IT operations, ensuring that an organization’s assets are accounted for, deployed, maintained, and disposed of when necessary. ServiceNow offers robust capabilities for managing these assets. In this post, we’ll walk through how to develop a custom asset tracking system on ServiceNow to help streamline the asset management process.

Objective

Our goal is to create a custom application on ServiceNow that automates asset tracking, from procurement to disposal, and provides real-time visibility into asset status and location.

Step 1: Setting Up Your Environment

First, ensure you have access to a ServiceNow developer instance. You can obtain a free developer instance from the ServiceNow Developer Program, which includes all the tools and resources needed for building applications.

Step 2: Creating the Asset Tracking Application

1. Launch ServiceNow Studio: Access the Studio from your ServiceNow dashboard by typing ‘Studio’ in the left-hand filter navigator.

2. Create a New Application:

   • Click on ‘Create Application’.
   • Fill in the application details:
     • Name: Advanced Asset Tracking
     • Description: Automate and manage your asset tracking efficiently.
     • Application Scope: Ensure to specify a new scope for this application.

Step 3: Designing the Database Structure

1. Create Tables:

   • Define a new table named Asset Register.
   • Add relevant fields such as Asset ID, Asset Type, Purchase Date, Status, Current User, and Location.

2. Set Up Relationships:

   • Establish relationships between Asset Register and other existing ServiceNow tables like User table to link assets to current users or departments.

Step 4: Implementing Business Logic

1. Business Rules:
   • Create a business rule to automatically update the Status field when an asset is checked out or checked in.
   • Script Example:

     (function executeRule(current, previous) {
         // This rule triggers when the 'Location' field changes
         if (current.Location != previous.Location) {
             if (current.Location == 'Storage') {
                 current.Status = 'In Stock';
             } else {
                 current.Status = 'Checked Out';
             }
             gs.addInfoMessage('Asset status updated to ' + current.Status);
         }
     })();
     

Step 5: Workflow Automation

1. Create Workflows:
   • Develop a workflow to automate notifications when an asset’s status changes, such as when it is due for maintenance or replacement.
   • Use the workflow editor to drag and drop workflow elements like notifications, approvals, and conditions.

Step 6: User Interface and User Experience

1. Customize Forms and Views:
   • Design user-friendly forms for asset entry and updates.
   • Customize views for different users, like IT staff and department heads, to provide relevant information tailored to their needs.

Step 7: Testing and Quality Assurance

1. Conduct Thorough Testing:
   • Test all aspects of the application, including form submissions, workflow triggers, and business rules.
   • Ensure that notifications are sent correctly and that data integrity is maintained.

Step 8: Deployment and Training

1. Deploy Your Application:

   • Move the application from development to the production environment.
   • Ensure all configurations and customizations are correctly transferred.

2. Train End Users:

   • Organize training sessions for different user groups to ensure they are familiar with how to use the new system effectively.

By following these steps, you can develop a comprehensive asset tracking system within ServiceNow that not only enhances the efficiency of asset management processes but also improves visibility and control over organizational assets. This custom application will help ensure that assets are utilized optimally, reducing the total cost of ownership and supporting better investment decisions.