Depot Warehouse: Adding an individual device to inventory in TeamDynamix (ETS Internal)

This article provides instructions for adding an individual device to inventory in the Hardware Asset application in TeamDynamix.

Summary

This article provides instructions for adding an individual device to inventory in the Hardware Asset application in TeamDynamix.

In order to perform this function, you will need to be assigned the Depot Warehouse role in the TDx Hardware Asset application. If you have not already been assigned these permissions, please reach out to the Asset Management team to request this role.

 

How-To

 

Instructions

Step 1 - Save a copy of the Asset Import Template for TeamDynamix. This template includes headers for all fields that will need to be imported and will allow the application to appropriately map fields being imported from Excel to the fields in our asset management system.

Step 2 - Open your blank copy of the Asset Import Template and scan the QR code located on the hardware asset using your barcode scanner. The QR code should import the device information to your Excel spreadsheet as pictured:

 

Step 3 - Save the Excel file so that you will be able to upload it into TeamDynamix.

Step 4 - Log in to TeamDynamix and click on the ‘Hardware Assets’ tab:

 

Step 5 - In the toolbar across the top, find the Import menu, click on it, and then select Asset Import:

 

Step 6 - A window with information on importing assets will open up; under the “Upload an XLSX File” section at the bottom, click “Browse” and navigate to the Excel file you have saved, then double click to select it

 

Step 7 - Click the ‘Next’ button at the upper left corner of the window to advance to the next screen:

 

Step 8 - From the drop-down menu, select the name of the sheet in your Excel file to import the hardware asset from. Make sure to indicate that the Sheet had headers in the allotted checkbox; then click ‘Next’:

 

Step 9 - Double check that all fields have been appropriately mapped between your Excel file and TeamDynamix. OF NOTE: Serial number in TDx is the serial number or Service Tag (for Dell machines) of the device, while Service Tag refers to the Asset Tag number or serial that has been written to the BIOS.

 

Step 10 - Once you have reviewed and verified everything looks correct, click the ‘Next’ button in the upper left:

 

Step 11 - You will see a preview window showing a summary of the asset you are about to import. If everything looks accurate, click the ‘Import’ button in the upper left corner:

 

Step 12 - A message will pop up checking that you are ready to import; click ’Ok’ to begin the import of the new hardware asset:

 

Step 13 - TeamDynamix will display a confirmation that the asset has been imported. Click the ‘View Asset’ link to open the new asset in the TDx Hardware Asset application:

 

Step 14 - With the asset now added and open in the application, click the ‘Edit’ button in the upper left of the window:

 

Step 15 - Use the ‘Form’ drop-down menu to select the ‘Zone Lead Form’:

 

Step 16 - You can now update any additional fields that are currently known and need to be updated for the asset, including:

• Ownership model: Institutionally owned, Grant, or Lease
• Is Loaner: Designate the type of loaner
• Substatus: Typically ‘Available’ (if going to inventory) or ‘Reserved’ (if for an end user) upon arrival
• Location: End user or department location (physical location/ building)- field 'Location Room’ will pop up once you have entered building location
• Owning Acct/ Dept: The purchasing department
• Owner: The Owner of the asset is the contact responsible for the device
• Requesting Acct/ Dept: The department that will be receiving the device
• Requestor: The person the device is being assigned to; this is not always the same as the Owner
• College, Budget Area, or Facility: If applicable, this is the group or unit the device belongs to (ie, Academic, Central, Facilities, etc)
• Purchase Fund: From the FDM/ account string
• Purchase Org: From the FDM/ account string
• Purchase Account: From the FDM/ account string
• Purchase Program: From the FDM/ account string
• Purchase Activity: From the FDM/ account string
• Purchase Location: From the FDM/ account string
• Barcode label: For areas with historical barcoding, the ID of the additional barcode
• IP Address: For devices with fixed IPs 
• Parent Asset: Only applicable if asset is a peripheral/ tied to other assets in a bundle set up

Step 17 - Hit the 'Save’ button in the upper left to save your changes.

 

Outcome

You have successfully added a new asset in the TeamDynamix Hardware Asset application.

 

Need additional help?

Reach out to the Asset Management Team for assistance with adding an asset.

You may also visit the Technology Help Desk Support page to locate your local campus contact information or to submit an online technology support request.