Click the links to the topics outlined below to learn more information:
If you are importing your Assets (Inventory) via CSV load, please consult the Importing Assets Guide. If you are adding them manually, please follow the guidelines below:
HotH has an integrated Configuration Management Database (CMDB) which allows you to log tickets against CMDB entries. There are separate folders for Products, Assets (Inventory Items), Customers, Contacts and Services.
After creating your Product items, you can now begin to create your Asset (Inventory) Items which can be related back to their ‘parent’ Products.
So for instance, you can enter the model number and make of Printer, and associate this with the parent Product. To do this, go to Your Company > Assets and click the “Add ” button to add a new Asset item.
Enter the Asset Item details, including associating the Asset with a specific Customer if appropriate. Then, select the Product from the Product drop-down. This will associate the Product with the Asset.
HotH has the ability to load external Assets (Inventory) data files directly into the databases. You can therefore download data from any existing databases and populate the HotH databases.
In addition, HotH also has the ability to export your Asset data from the HotH database to a CSV file, which you can learn more about on the Exporting Assets Guide.
The files to be imported must be flat files of comma-separated values. Each line in the text file represents a HotH record of a particular type. The first characters in each line indicate the type of record to be loaded. You should also note that special rules apply to some fields, please take advice from Support before loading new data type. You can use Import to execute a SQL string, but again please take advice from Support before doing this.
Note: Tickets and Notes are loaded into the current Ticket Folder. Any Assets referenced in the Tickets should belong to the current Folder. Similarly, if you are importing Tickets to an archive Folder, the Tickets should have status ‘Closed’. HotH does not make these checks.
How to Import Files
In the WebServer, go to Import CSV from Settings.Select the file to import records and click Import. If there are errors they will be listed. You need to review the errors. The error log is listed to the file suppdesk.err. If there are no errors you can navigate away.
In the Windows interface the Import CSV option is on the Database ribbon tab/menu. You need to navigate to where the import file is located.
Excel column headings are supplied below to assist with importing Asset Records. You do not need to supply data for every field, just enter those you need. (Though there are some validation rules, these are not documented here.)
Dates should be entered as DD/MM/YYYY for UK format and MM/DD/YYYY if US format is in use.
Asset Record – Type CP
|B||Customer Ref||Up to 40 characters, mandatory (Customer must exist.)|
|C||Product Ref||Up to 40 characters, mandatory (Product must exist.)|
|D||Version Ref||Up to 16 characters, mandatory|
(Product Version must exist.)
|E||Date||10 characters (Default today’s date)|
|F||Narrative||Up to 2000 characters|
|G||Serial No||Up to 120 characters|
|H||Asset No||Up to 25 characters|
|I||Status||Up to 25 characters|
|J||Analysis||Up to 25 characters|
|K||Cust Contract Start||10 characters (date)|
|L||Cust Contract End||10 characters (date)|
|M||Cust Contract Period||Up to 25 characters|
|N||Cust Contract Fee||10 numeric characters, 2 decimal places|
|O||Cust Contract Code||Up to 25 characters|
|P||Purchase Date||10 characters|
|Q||Purchase Price||10 numeric characters, 2 decimal places|
|R||Pur. Order No||Up to 25 character.|
|S||Pur. Invoice No||Up to 120 characters|
|T||Pur. Contract No||Up to 25 characters|
|U||Installation Start Date||10 characters|
|V||Installation End Date||10 characters|
|W||Location||Up to 40 characters|
|X||Room||Up to 25 characters|
|Y||Floor||Up to 25 characters|
|Z||Building||Up to 25 characters|
|AA||Contact||Up to 40 characters|
|AB||Extra 1 (pre 2002)||Up to 25 characters|
|AC||Extra 2 (pre 2002)||Up to 25 characters|
|AD||Extra 3 (pre 2002)||Up to 25 characters|
|AE||Service Level||Up to 32 characters|
|AF||Extra 4 (pre 2002)||Up to 25 characters each|
|AG||Extra 5 (pre 2002)||Up to 25 characters each|
|AH||Flags||Numeric (set to zero)|
|AI||Cust Contract No||Up to 25 characters|
|AJ||Supplier||Up to 40 characters|
|AK||Supplier SLA||Up to 32 characters|
|AL||Supp Contract Expiry||10 characters (date)|
|AM||System ID||Leave blank for new records|
|AN||Type||Up to 40 characters|
|AO||Archived||Numeric (1=Yes, 0=No)|
|AR||ID||Up to 120 characters|
|AS||Numeric Flag||Set to 0|
|AT||Department||Up to 120 characters|
|AU||Currency||Up to 16 characters|
|AW||GUID||Up to 120 characters|
|AY||Salvage Price||10 numeric characters, 2 decimal places|
|BA||Depreciation per year||Numeric|
|BB||Cost Centre||Up to 40 characters|
|BC||Folders||A series of numbers delimited by | to note the Folders in which the asset can be used.|
|BD||Op. Status||Up to 16 characters|
|BE||Client Order No||Up to 40 characters|
|BF||ISDN||Up to 40 characters|
|BG||Service Supplier||Up to 40 characters|
|BH||Service PO||Up to 40 characters|
|BI||Depreciation start||Up to 10 characters|
|BN||Address||Up to 40 characters|
|BO||URL||Up to 200 characters|
|BP||SNMP Enabled||0 if not enabled, 1 if enabled|
|BT||Date added to contract||10 characters (date)|
|BU||Note||Up to 2000 characters|
|BV||Goods in date||10 characters (date)|
|BW||Test date||10 characters (date)|
|BX||Audit date||10 characters (date)|
|BZ||Consignment||Up to 40 characters|
|CD||ETA||10 characters date|
|CE||Last audit date||10 characters date|
You can export the current Asset (Inventory) databases into a named file. The output records have the same layout as the corresponding Import records. This is useful if you want to create an import file; create a ‘dummy’ record, populating the required fields with discernible text, such as REF in a reference field. The exported data can then be used as a template for the import layout.
How to Export Assets
To export data, show the Asset records in the summary and filter the list as required.
In the WebServer, navigate to Your Company > Assets, then use the Export option in the Summary Options navigation bar; this will then offer the option to View the output. Now, you can open or save the file.In the Windows interface, you can export the Asset records in the summary list using Export CSV on the File ribbon tab/Menu. Additionally, in the Windows version you can use the Export CSV option on the Database menu to export more Asset records.Tick the Customer box, click the OK button and then choose a location and file name for the export file. The default is export.txt on the HotH directory. If this file already exists, you must confirm to replace the existing file. On completion, you can view the export file before being returned to the main window. Navigate to the bottom of the .txt file and your Asset database will be found under “Inventory (CP)“.