InvGate Asset

Management
User Manual
 V 3.0

InvGate Asset Management User

Manual
Versión en español disponible aquí.

1. Introduction to InvGate Asset Management​ 8

1.1 Key Concepts​ 9
2. Preparation and installation​ 11
2.1 System Requirements​ 11
2.2 Web Application Use​ 11
2.3 Cloud Instances​ 12
2.3.1 Proxy​ 12
2.3.2 Proxy Installation​ 12
3. InvGate Asset Management Agent Deployment​ 12
3.1 Manual Deployment (for Windows, Linux, and macOS)​ 13
3.2 Remote Deployment (for Windows, Linux, and macOS)​ 14
3.3 GPO Deployment (only for Windows)​ 14
3.4 Google Play Deployment (only for Android)​ 15
4. Product Configuration​ 15
4.1 General​ 15
4.1.1 System Preferences​ 15
4.1.2 Geolocation for Assets​ 18
4.1.3 Locations​ 18
[Link] Creating Locations​ 18
[Link] Editing and Deleting Locations​ 19
4.1.4 Assets Life Cycle​ 20
[Link] Creating Life Cycle Status​ 21
[Link] Management of Life Cycle Status​ 22
4.1.5 Tags and smart tags​ 23
[Link] Creating Tags​ 23
[Link] Editing and Deleting Tags​ 27

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 [Link] Creating Smart Tags​ 27
[Link] Assigning Tags​ 28
[Link] Locked Tags​ 29
[Link] Locked Tags and Asset Merging​ 30
4.1.6 Document Creation​ 30
4.2 Users Configuration​ 31
4.2.1 List of users​ 31
[Link] Create Local Users​ 32
[Link] Importing Users​ 34
4.2.2 User Authentication​ 37
4.2.3 Directory Services Configuration​ 40
[Link] Active Directory (LDAP)​ 41
[Link] SCIM​ 43
[Link] User Selection Tool​ 44
4.2.4 Roles and Permissions​ 46
[Link] Manage Roles​ 51
4.3 CIs​ 52
4.3.1 CIs Fields​ 53
[Link] Creating CIs fields​ 53
[Link] Fields Management​ 54
[Link] Asset Editing​ 55
4.3.2 Types of Assets​ 56
[Link] Asset Type Creation​ 56
[Link] List of Types​ 58
4.3.3 Health Rules​ 58
[Link] Creating Health Rules​ 59
[Link] Health Rules Visualization​ 60
4.3.4 Inventory ID​ 62
[Link] Creating Inventory ID Templates​ 62
[Link] Editing Inventory ID Templates​ 64
[Link] Using the Inventory ID as the Name of the Asset​ 64
4.3.5 Automations​ 65
[Link] Automation Templates​ 65
[Link] Configure Automation​ 66
[Link] Automated Actions​ 68
[Link] Automations Management​ 70
4.3.6 Automatic Asset Depreciation Calculation​ 71
4.3.7 Automatic and Manual Merge of Assets​ 72

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 [Link] Automatic Merge of Assets​ 72
[Link] Manual Merge of Assets​ 72
[Link] Conflict Resolution Between Assets​ 73
4.3.8 Software Metering​ 76
4.4 Network Configuration and Discovery of Assets​ 76
4.4.1 Agent Deployment​ 76
4.4.2 Proxy​ 76
4.4.3 Discovery of Assets​ 77
[Link] Create integration for asset discovery​ 77
[Link] Active Directory​ 78
[Link] Azure​ 81
[Link] AWS​ 83
[Link] Google Workspace​ 85
[Link] JAMF​ 87
[Link] Microsoft Intune​ 89
[Link] InvGate Discovery​ 92
SSH​ 94
SNMPv3​ 98
[Link] VMware​ 98
[Link] Microsoft Hyper-V​ 101
[Link] Google Cloud Platform​ 103
[Link] Amazon Web Services (AWS)​ 105
[Link] List of integrations for asset discovery​ 108
4.5 Tasks​ 109
4.5.1 Detail of tasks​ 110
4.6 Email​ 112
4.6.1 Outgoing Email​ 112
[Link] Custom SMTP​ 112
[Link] Google OAuth 2.0​ 113
[Link] InvGate Cloud Server​ 115
Options section​ 115
[Link] Microsoft OAuth 2.0​ 117
4.7 Integrations​ 119
4.7.1 Integrations for Service Management​ 119
[Link] InvGate Service Management Integration​ 119
How to Configure the Integration​ 120
[Link] Jira Integration​ 121
[Link] ServiceNow Integration​ 121

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 4.7.2 API​ 121
[Link] How to Configure the Integration with the API​ 122
[Link] API Credential Management​ 122
4.7.3 Integration with Remote Desktop Software​ 123
4.7.4 Warranty APIs​ 123
5. User Guide​ 124
5.1 Search Bar​ 124
5.1.1 Filters​ 124
5.1.2 Suggestions​ 124
5.2 Configuration Items Creation​ 126
5.2.1 Assets​ 128
[Link] General​ 128
[Link] Financial information​ 129
[Link] CIs list​ 130
5.2.2 User​ 131
5.2.3 Location​ 135
5.2.4 Contracts​ 136
5.2.5 Asset Import​ 136
5.3 CIs Explorer​ 140
5.3.1 Functions and behavior of the Explorer tab​ 140
5.3.2 Custom views for Configuration Items (CIs)​ 141
5.3.3 Creating and updating custom views​ 141
5.3.4 Report generation​ 142
5.3.5 Export to .csv and .xlsx​ 142
5.4 User Preferences​ 143
5.4.1 User Profile​ 144
5.4.2 User Options​ 146
5.5 Main Menu​ 147
5.5.1 Dashboard​ 149
5.5.2 Assets​ 150
[Link] Editing an asset​ 152
[Link] Bulk Asset Editing​ 155
[Link] Bulk edit of asset tags​ 157
[Link] Generating QR codes for assets​ 158
[Link] Change of status​ 163
[Link] Cloud Assets Tab​ 164
5.5.3 Software​ 165
[Link] “Software” Tab​ 165

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 [Link] “Cloud Software” Tab​ 167
[Link] “Deployment” Tab​ 168
[Link] “Authorization Policies” Tab​ 168
5.5.4 Contracts​ 170
[Link] Contracts Tab​ 170
[Link] Software Compliance Tab​ 170
5.5.5 CMDB​ 171
5.5.6 Other CIs​ 172
[Link] People​ 172
[Link] Locations​ 172
[Link] Vendors​ 172
5.5.7 Activities​ 173
[Link] Activities Details​ 173
[Link] Table Filters​ 175
[Link] Activity Filters​ 175
5.5.8 Settings Section​ 176
[Link] How to View System Configuration Event Logs​ 177
5.5.9 Service Management​ 178
5.6 Configuration Items Profiles​ 179
5.6.1 Header​ 179
5.6.2 Common Tabs Across All Assets​ 180
[Link] Home​ 180
[Link] Contracts​ 181
[Link] Requests​ 181
[Link] Activities​ 182
[Link] Financials​ 182
5.6.3 Computer Profile​ 182
[Link] Home Tab​ 183
[Link] “Hardware” Tab​ 185
[Link].1 Disk encryption status​ 185
[Link] “Windows” Tab​ 189
[Link].1 Windows Information in the Asset Profile​ 189
5.6.4 Printer Profile​ 190
[Link] “Home” Tab​ 190
[Link] “Supplies” Tab​ 192
5.6.5 Switch Profile​ 193
[Link] “Interfaces” Tab​ 193
5.6.6 Location Profile​ 194

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 5.6.8 Software Profile​ 195
5.6.9 Contract Profiles​ 197
[Link] Software Contract Profile​ 197
[Link] Asset Contract Profile​ 199
5.7 Other Profiles​ 200
5.7.1 Manufacturer​ 200
5.7.2 AWS Account​ 202
5.7.3 Azure Account​ 202
5.8 Notifications​ 203
5.8.1 Visibility​ 203
5.9 Subscriptions​ 204
5.9.1 Subscription list​ 205

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1. Introduction to InvGate Asset Management
InvGate Asset Management is an IT asset management oriented tool, based on a web
architecture compatible with any browser. It was thought to simplify inventory functions,
providing a detailed and updated record of elements such as hardware, software, and
financial information of an organization.

These elements are called Configuration Items or CI’s. Each CI is a unit used to name a
series of entities that will maintain a relationship with each other. It can be an asset
(includes monitors, routers, phones, virtual machines, etc), a service or a database, even a
person or a location. Each entity has its own profile, accessible from the InvGate Asset
Management smart search engine.

Additionally, Asset Management enables integration with InvGate Service Management

to improve request management and change processes.

The application has three main components:

●​ Server: It stores the information received from agents and performs the necessary
operations in order for the application to work properly.

●​ Agent: It is a software that runs on client machines and reports information about
them (operating system, hardware, software, events, users, etc.).

●​ Proxy: It forwards the agent reports received on a local network to the central
server, and allows for communication from the central server to the agents if they
are in a private network. It also executes asset discovery tasks.

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The following diagram shows how these components interact with each other:

1.1 Key Concepts

Agent: An agent is a service that runs on client machines and reports on their status (such
as the operating system, hardware, software, services, and users).

Asset: An asset is a unit that represents a part of the inventory. Typically, assets are
physical devices (computers, monitors, phones, printers, etc.), but they can also be virtual,
such as a virtual machine.

There are two types of assets:

●​ Manual Assets: These are created manually and require human intervention to be
kept up to date.

●​ Automatic Assets: These are generated through an integration or an agent and are
updated automatically.

Business Application: Business Applications are entities introduced in InvGate Asset

Management to represent the standardization proposed by the CMDB (Configuration
Management Database), such as a relationship map that facilitates IT service
management. Additionally, a business application itself is a Configuration Item and,
therefore, can be part of another business application if needed.

Configuration Item (CI): A Configuration Item (CI) is an entity that is managed and
controlled within the IT lifecycle to maximize its value and minimize risks. In the context

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of ITAM, a CI can be a physical device, such as hardware (computers, servers, printers), or
an intangible asset, such as software licenses, contracts, or services. Each CI has its own
profile, accessible from the smart search engine.

Contract: Contracts are used to register the acquisition of software licenses, operating
systems, SaaS, or suites (software packages), as well as the acquisition of assets. These
contracts help track and efficiently distribute licenses within an organization, allowing
them to be assigned (either manually or automatically).

Document: In the context of InvGate Asset Management, documents are asset delivery
documents. They allow tracking of delivered assets and maintain a record of their delivery
and reception. In some countries, these documents may have legal validity and be
required when transferring certain assets.

Explorer: The Explorer is a tool that allows viewing, searching, and managing CIs within
the system. It provides a centralized view of the inventory, enabling filtering, sorting, and
accessing specific details of assets for efficient and controlled management.

Health Rule: Health rules evaluate certain conditions (customizable), classifying them
into "Safe", "Critical", or "Warning" states. These rules are applied to assets with labels
and are executed every hour on new assets with those labels, or when a rule is created,
edited, or reorganized.

Tag: Tags are a tool for classifying and characterizing all types of CIs, such as assets,
users/owners, programs, and program versions. They are also used as search parameters,
for example, for assets or software.

The system allows tags to be converted into smart tags, an additional feature exclusive to
assets. Smart tags automate the assignment of tags, allowing filters to be set in the
Explorer so that each asset that meets the defined conditions receives the created smart
tag.

Proxy: The proxy is a software designed to facilitate communication between your

organization’s On-Premise infrastructure and the Cloud instance. Its main function is to
allow agents without direct internet access to report information to the Cloud instance,
as well as to integrate with On-Premise services.

Software: Software refers to the programs, applications, operating systems, and utilities
installed on devices to perform specific tasks or functions. It includes applications,
operating systems, utilities, and other programs that users interact with to achieve
various objectives.

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2. Preparation and installation

2.1 System Requirements

The installation of InvGate Asset Management comprises three parts:

●​ Application server installation. Applies only to On-Premise instances.

●​ Proxy installation (if necessary).

●​ Agent deployment.

The following diagram illustrates the relationship between these three parts:

The technical and functional requirements necessary to use the product are detailed
below.

2.2 Web Application Use

The following browsers support the use of the web application:

●​ Mozilla Firefox version 115 or higher

●​ Google Chrome version 124 or higher
●​ Safari version 17 or higher

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 ●​ Edge version 124 or higher

2.3 Cloud Instances

2.3.1 Proxy
The purpose of the proxy is to enable a means of communication between the agents that
will be installed on the computers and the server where the application will be installed, in
case communication between them is not possible due to privacy policies or internet
access.

There are three scenarios where the proxy applies:

1.​ Integration with On-Premise Solutions: Enables integration with the following
On-Premise solutions: VMware, Network Discovery, and Active Directory.

2.​ Agent Reporting: If the installed agents do not have visibility of the application
server, the installation of a proxy will be required. Otherwise, they will not be able
to report to InvGate Asset Management.

3.​ Agent Deployment: The proxy will be necessary to distribute the agents remotely
to any machine that is not visible by the application server, such as closed and
protected networks or infrastructure.

Similarly, the proxy performs the network analysis task to collect data from the devices
connected to it and thus be able to add them to the inventory.

2.3.2 Proxy Installation

The InvGate Asset Management architecture allows you to install as many proxies as
necessary. To proceed with the installation, refer to the guides corresponding to the
operating system you are using:

●​ Proxy Installation on Windows

●​ Proxy Installation on Red Hat
●​ Proxy Installation on Ubuntu

If you require assistance, contact InvGate Support.

3. InvGate Asset Management Agent Deployment

In order to retrieve information about the assets and the software within the
organization, it is necessary to install InvGate Asset Management agents, which will
report to the tool.

The InvGate Asset Management agent is compatible with the following platforms:

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 ●​ Windows XP or higher
●​ Windows Server 2003 or higher
●​ macOS 10.13 (High Sierra) or higher
●​ Ubuntu 12.04 or higher
●​ CentOS / RHEL 7 or higher
●​ Debian 8 or higher
●​ Oracle Linux 6 or 7
●​ Android 5.0 or higher

InvGate Asset Management offers four deployment and installation methods for the
agent, detailed in the following sections. For more information on best practices and
common scenarios related to agent installation, refer to the Best Practices Guide for
Agent Deployment.

3.1 Manual Deployment (for Windows, Linux, and

macOS)
The manual deployment requires downloading and manually installing the agent, as well
as performing additional configuration specific to each platform. To perform manual
deployment, go to Settings > Network > Agent deployment and follow the instructions in
that section.

For more information, refer to the Manual Installation Guide.

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3.2 Remote Deployment (for Windows, Linux, and
macOS)
The remote deployment of the agent takes a hostname or an IP range as the target
parameter for installation. If a proxy has been installed, it must be selected to perform
this procedure. To do so, go to Settings > Network > Agent deployment and follow the
detailed instructions in that section.​

For detailed instructions please refer to this guide.

3.3 GPO Deployment (only for Windows)

The agent deployment via GPO (Group Policy Object) consists of creating an internal
policy in the Windows domain and making modifications to the agent installer, so that it
can be distributed to all computers in the domain.

For the GPO procedure, instructions are in this document.

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3.4 Google Play Deployment (only for Android)
It consists of downloading and installing the “InvGate Mobile Agent” app from Google
Play on compatible Android devices. For more information, refer to this guide.

4. Product Configuration
The "Settings" section of the left vertical menu allows you to perform a variety of tasks:
set system preferences, add assets, manage users, labels, health rules, locations, and
status, in addition to distributing the agent and enabling integrations.

Next, we will review each option within the Settings menu.

4.1 General
4.1.1 System Preferences
To set the system preferences, go to Settings > General > Preferences and enter the
following information:

Display

Interface design: Allows selecting “Veil”, which applies the new Asset Management
design with dark mode and a new login screen, or keeping the classic interface.

Global

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1.​ Company name: Enter the name of your company.
2.​ Attachment file size: Enter the size limit of files that can be uploaded to entity
profiles.
3.​ Currency: Select the currency in which you want to save monetary values (doesn’t
account for convertibility). The following options are available:
●​ AED – United Arab Emirates Dirham
●​ ARS – Argentine Peso
●​ AUD – Australian Dollar
●​ BRL – Brazilian Real
●​ CAD – Canadian Dollar
●​ CHF – Swiss Franc
●​ CLP – Chilean Peso
●​ CNY – Renminbi (Chinese Yuan)
●​ COP – Colombian Peso
●​ CZK – Czech Koruna
●​ DKK – Danish Krone
●​ EUR – Euro

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 ●​ GBP – British Pound Sterling
●​ HKD – Hong Kong Dollar
●​ IDR – Indonesian Rupiah
●​ ILS – Israeli New Shekel
●​ INR – Indian Rupee
●​ ISK – Icelandic Krona
●​ JPY – Japanese Yen
●​ KRW – South Korean Won
●​ LKR – Sri Lankan Rupee
●​ MXN – Mexican Peso​
MYR – Malaysian Ringgit
●​ NOK – Norwegian Krone
●​ NZD – New Zealand Dollar
●​ PEN – Peruvian Sol
●​ PHP – Philippine Peso
●​ PKR – Pakistani Rupee
●​ PYG – Paraguayan Guarani
●​ QAR – Qatari Rial
●​ RON – Romanian Leu
●​ RUB – Russian Ruble
●​ SAR – Saudi Riyal
●​ SEK – Swedish Krona
●​ SGD – Singapore Dollar
●​ TRY – Turkish Lira
4.​ Format for the monetary values: Select the format to show monetary values.
5.​ Language: Set the default system language for all users. Each user can change the
language of their instance from User Options. Available languages:
●​ English
●​ Spanish
●​ Dutch

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 ●​ Portuguese
6.​ Logo: Upload an image to customize your instance.

Next, click on “Save”.

4.1.2 Geolocation for Assets

InvGate Asset Management allows you to synchronize your personal computer by
enabling the Geolocation feature. This way, your Asset Management agent will be able to
report geolocation coordinates for instant and updated location information. Keep in
mind that this feature is only available for computers with Windows 10 and 11.

In this document you will find a detailed guide that will help you configure the
geolocation.

4.1.3 Locations
Location is a property that can be assigned to a user or asset. A location profile will list all
the assets, users, and program facilities assigned to it.

Locations can be nested to organize a structure; for example, within the “United States”
location, there can be another one called “San Francisco”.

[Link] Creating Locations

Go to Settings > General > Locations and click on “Add location”. The following data must
be completed:

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 1.​ Parent location, if this is a sub-location.
2.​ Location Name.
3.​ Description.

Next, click on “Save”.

[Link] Editing and Deleting Locations

From the main list, under Settings > General > Locations. Locations can be managed using
the tools located on the right:

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 1.​ Edit.
2.​ Delete.

4.1.4 Assets Life Cycle

The life cycle state is a property that can be assigned to an asset. Each state will have a
behavior that will indicate how the asset will be affected.

Below, we explain the different behaviors and their characteristics:

●​ Tracked:
○​ The asset can be found using the Explorer and the Search Bar.
○​ Asset information will be kept up to date based on agent reporting.

●​ Hidden:
○​ The asset cannot be found using the Explorer nor the Search Bar, unless it is
specifically searched for the status assigned to it.

○​ Asset information will be kept up to date based on agent reporting.

●​ Untracked:
○​ The asset cannot be found using the Explorer nor the Search Bar, unless it is
specifically searched for the status assigned to it.

○​ Asset information will not be updated.

○​ The asset cannot be edited.

○​ Untracked assets will retain the assigned Tags when changing their state.
When an Asset with Untracked state changes to another state, the
conditions and rules of the Tags will be checked. Tags that do not

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 correspond will be removed and the correct Tags will be added. This process
may take approximately 60 minutes.​

[Link] Creating Life Cycle Status

To start, go to Settings > Assets > Life cycle and click on “Add”.

The following information must be completed. Then, click on “Save”:

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 1.​ Name of the status.
2.​ Behavior of the status.

[Link] Management of Life Cycle Status

In Settings > Assets > Life cycle you will find the list of status.

From there, you can edit or delete the existing life cycle statuses.

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 1.​ Icon representing the status.
2.​ Name of the status.
3.​ Behavior of the status.
4.​ Edit.
5.​ Delete.

If you delete a status, another status must be assigned to its assets.​

4.1.5 Tags and smart tags

InvGate Asset Management tags are a tool for classifying and characterizing all types of
Configuration Items, such as assets, users / owners, programs, and program versions.
They are also used as parameters to search for assets or software.

Upon assigning a tag to any of the previously mentioned entities, it will be visible both in
its profile and in its view within the Explorer.

The system allows you to convert tags into smart tags, an additional functionality
exclusively for assets. Smart tags automate tag assignment, allowing filters to be set in
the Explorer so that every asset that meets the established condition is assigned the
created smart tag..

[Link] Creating Tags

You can create tags by using two different methods. The first is through the shortcut
located on the top bar:

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This shortcut opens a popup window for: ​

1.​ Searching.

2.​ Going to the Tags Section in Settings to manage them.

3.​ Creating a new Tag.

Clicking on a tag in this list leads to a search executed in the Explorer section by filtering
the selected tag.

Clicking on "New tag" will open the label creation screen, where you can:​

1.​ Enter a name and choose an identifying color.

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 2.​ Enter description (optional).

3.​ Create Tag.

The second method for creating a tag is from the Settings menu. To do this, navigate to
Settings > General > Tags, or click on "Manage Tags", as we saw earlier, and then click on
"+ Add".

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 ​

This will take us to the creation form:

1.​ Enter a name.

2.​ Optionally, add a description.

3.​ Choose the tag color.

4.​ Choose if it is a Tag or Smart Tag.

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 5.​ Click on “Save”.

[Link] Editing and Deleting Tags

To carry out these actions, we have two buttons:

●​ The Edit icon , that will allow you to modify any Tag.

●​ The Delete icon , that will allow you to eliminate Tags at any given moment.

[Link] Creating Smart Tags

When selecting the “Smart Tag” option, the following fields are enabled in the form:

1.​ Check the box.

2.​ Choose the type of Asset.

3.​ Determine the conditions of the Label.

Another option is going to the Asset Explorer and follow these steps:

1.​ Click on the Filters tab.

2.​ Apply a filter in the search bar and click on the “Create smart tag” option.
3.​ Create the smart tag with the same procedure as a tag, entering a name and color
to identify it, and a description (optional).

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 4.​ Click on "Apply".

[Link] Assigning Tags

From the profile of any entity that allows adding tags, follow these steps:

1.​ Locate the box where the tags associated with that profile are located.
2.​ Click on the “add tags” icon in the upper right of the tag box.
3.​ Choose, within the drop-down list, the tags you want to assign.
4.​ Click on "Apply".

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[Link] Locked Tags
Administrators have the ability to lock and unlock tags (and smart tags) so that only they
can use, assign, and manage them. This allows for the creation of asset groups that can
only be modified by the administrators.

This functionality is very useful for situations where administrators need to control which
devices can be included in or excluded from certain actions, such as deployment plans,
and also allows defining these asset groups without technical users being able to add or
remove assets from them.

To use this functionality, go to Settings > General > Tags. Locked and unlocked tags will be
displayed with their corresponding icon, as shown below.

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In the example image, the tag "Argentina" is unlocked, and the tag "Brazil" is locked.

The behavior of tags for non-administrator users is as follows:

●​ Locked tags cannot be edited by users who are not administrators.

●​ Non-administrator users cannot add CIs (Configuration Items) to these tags.
●​ Non-administrator users cannot remove CIs from these tags.

Additional note: Even if a non-administrator user has permissions to manage tags, this
permission does not enable them to use, modify, or manage locked tags.

[Link] Locked Tags and Asset Merging

When attempting to merge assets, the behavior and outcome will be affected by the
involved users and whether any asset has locked tags. The scenarios for merging 2 assets
are as follows:

1.​ If the user attempting to merge assets is a non-administrator and there are 2
assets with locked tags, these assets will be combined during the asset merge, but
the locked tags will not be part of the merge. The final asset will NOT have any
locked tags.
2.​ If the user attempting to merge assets is an administrator, the merge of the 2
assets will proceed normally, even if there are locked tags, resulting in the
combined asset that includes the selected tags (even the locked tags).
3.​ If a non-administrator user wants to merge assets and one of the assets has a
locked tag while the other has an unlocked tag, the combined asset will only have
the unlocked tag.

4.1.6 Document Creation

With InvGate Asset Management you can create asset delivery documents. These
documents allow you to keep track of the assets that are delivered and also keep a record
of their delivery and reception. Moreover, in some countries, these documents have legal
force and are mandatory when transferring certain assets.

In this article you will find a detailed guide about this section and a step-by-step guide
about the creation of documents in Asset Management.

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4.2 Users Configuration
There are two types of users: users with or without credentials. Both may own an asset;
the difference is that the user with credentials can access the system, while the user
without credentials does not have access, since it is only an entity created to be assigned
to an asset.

For credential users, the unique differentiator is the username; therefore, it cannot be
repeated. Meanwhile, usernames without credentials can be repeated.

As for users with credentials, they can have different roles, which will be explained in
4.2.4 Permissions.

Next, we will describe the configuration tabs available in this section.​

4.2.1 List of users

Within the Settings > Users > Users section, you will find the list of InvGate Asset
Management users.

In there, you can see which users have credentials and which do not, and also, which are
local and which are imported.

These are the actions you can perform within this section:

1.​ Import Users.

2.​ Create Users.

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 3.​ Tabs by role and user type.
4.​ Multiple selector.
5.​ User search bar.
6.​ Page selector.
7.​ Setting for number of items per page.
8.​ User profile image.
9.​ User information.
10.​User type.
11.​Sync user information - only available to users imported via LDAP.
12.​Edit user profile.
13.​Delete user.

[Link] Create Local Users

Go to Settings > Users > Users and click "Add":

If you want to create a user with credentials, select the "Technician" option, and the fields
to enter a username, role selection and password input will be displayed.

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While on the second tab, you must complete the email address.

33
Additionally and optionally, you can enter other information such as manager, telephone,
address, position, date of birth, employee ID and company.

[Link] Importing Users

There is a feature that allows importing users via a .CSV file, so they can be added to
InvGate Asset Management. They will be users without credentials. To use it, go to
Settings > Users > Users and click on "Import":

When you click on the highlighted button, a pop-up window will open with the following
options:

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 1.​ Select the file in CSV format.
2.​ Select the file delimiter.
3.​ Import (upload) the file.
4.​ Download the template.

If you download the template, you will need to open and edit it (this can be done using
Microsoft Excel or Google Sheets). It contains the following columns to fill in:

●​ Full Name*
●​ Email*
●​ Phone
●​ Mobile
●​ Address
●​ Date of Birth
●​ Position
●​ Employee ID

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 ●​ Company
●​ Department
●​ Manager

*Only the 'Full Name' and 'Email' columns must be completed as they are required by the
system for successful user import.

Important: in the 'Manager' column, you can enter either a full name or an email address.

If you enter a full name, Asset Management will verify that it matches an existing one and
assign it as the Manager of the corresponding user. If there are multiple users with the same
name, you must provide the email address as the value. If no user matches the entered value,
an error message will be displayed.

Alternatively, if you entered an email address, Asset Management will validate it against the
'Email' field of an existing user and assign that user as the Manager. If the entered email does
not exist, Asset Management will create a new user with the following values:

●​ Full name: it will take all the text before the '@' in the email. For example, if
'[Link]@[Link]' was entered in the .CSV file, the created user will have the
name '[Link]'.

●​ Email: it will be the entered email address, following the example,

'[Link]@[Link]'.

Once the file has been uploaded, its content will be displayed as a preview:

36
 1.​ Preview of users to be imported.
2.​ Upload a new .CSV file.
3.​ Import valid users (the ones without errors).

4.2.2 User Authentication

Navigate to Settings > Users > Authentication, where you’ll be able to configure different
user authentication services through SAML.

37
If there is no configured service, you will not be able to choose any SSO method and must
proceed to add one. To do this, you must click on "Add".

1.​ Name: Write a name to identify the service in Asset Management.

2.​ Type: Here you need to select “SAML 2.0”.

38
 3.​ Login URL: It's the shared address in Azure for the login in said portal.

4.​ Entity ID: It's the shared URL in Azure that will work to identify said portal.

5.​ IDP Configuration: It's the type of Certificate that will be generated in Azure.

6.​ Certificate: Where the generated Certificate should be uploaded in Azure.

7.​ Login button text: If you need to place a custom text for the login button with
SAML, it can be edited in this field.

8.​ Assertion Consumer Service URL: It's the Asset Management URL that points to
SAML and configures the login with Azure.

The information you will fill in depends on the service you are performing the integration.
Once you’ve finished, save the changes. By default, the configuration is already enabled:

Settings can be disabled and even deleted or edited at any time as needed.

39
4.2.3 Directory Services Configuration
Asset Management allows Identity Provisioning through LDAP, specifically with Active
Directory, and SCIM.

Login to Asset Management as Administrator and navigate to Settings > Users >
Directory Services.

This section shows a list of all the directory integrations made, plus different options:

1.​ Form to perform a new integration with directory.

2.​ Integration name.
3.​ Type of directory and synchronization recurrence.
4.​ Last synchronization date.
5.​ Force a synchronization.
6.​ User Selection Tool.
7.​ Integration Edition.
8.​ Integration Elimination.
9.​ Turn Off synchronization recurrence.

Click on Add to create a new identity provisioning method and follow the next steps:

40
[Link] Active Directory (LDAP)

1.​ Name: Set a name for the integration.

2.​ Host or IP address. Port: By default, this value will be 389.

3.​ Security: You can select TLS, SSL or none.

41
4.​ Domain: Your directory domain.

5.​ Domain’s name: This value will autocomplete if you filled all the previous
information.

6.​ Base DN: This value will autocomplete if you filled all the previous information.

7.​ DNs: This field is optional, you can write each of your DN’s in separate lines.

8.​ User or DN: Input the User credentials for the configuration.

9.​ Password: Input the password credentials for the configuration.

10.​Auto import new users: Check this option to import all new users after each
synchronization.​
​
Note that if you wish to import only a few particular users, you can leave this
option unchecked and then select them manually once you have configured the
Active Directory integration.

11.​Schedule: Check this box if you want to schedule each synchronization. This
option will enable the Repeat option, as seen below:​
​

​
​

42
 ​

12.​Authentication: Enables authentication with the Active Directory.

13.​Auto provisioning: Imports users when they log in for the first time.

14.​Role: Selects the role for the new technician users. By default, the assigned role is
Standard Technician.​

Once you’ve finished, save the changes. By default, the configuration is already enabled.

[Link] SCIM

Add a new setting and select the Azure AD/Okta/SCIM applications type. Complete the
Name field with a name of your choosing and click on “Generate” in order to obtain a
Token.

43
Follow the steps in the Azure AD and Okta manuals to perform the configuration.

Once you’ve finished, save the changes. By default, the configuration is already enabled.

[Link] User Selection Tool

When using this tool, you will proceed to the following screen to determine which users
will be imported and synchronized with the directory:

44
 1.​ Enter a custom query.
2.​ Test the custom query.
3.​ List of users detected by the query.
4.​ Page selector.
5.​ Number of results shown per page.
6.​ Import users (requires to have at least one selected).
7.​ Total number of users and selected users.

Selected users will be created in InvGate Asset Management. Take into account that:

●​ Only one integration per domain can be made.

●​ User synchronization will update the information of existing users in InvGate
Asset Management, and also create missing users and mark as non-synchronized
those that are no longer in the directory.

●​ Selected users will be shown in the user list.

●​ By eliminating the integration with a directory, users imported by it will also be
deleted.

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4.2.4 Roles and Permissions

Navigate to Settings > Users > Permissions in order to create, edit and manage new,
customized roles. This tool will allow you to configure different sets of permissions,
providing with more control and organization capabilities.

You will notice two default Roles: Administrators and Standard Technicians. None of
these can be eliminated, edited or cloned, but you can assign them to several users.

●​ Administrators have all the possible permissions included in InvGate Asset

Management: full access to the product, settings, discovery, asset creation and
edition, smart tags creation and edition.

●​ Standard Technicians can manage several functions, including: asset creation and
edition, Business Applications, tags and documents creation and edition.

Click on the Add icon to create a new Role with its own set of Permissions. This will lead
you to the Role creation screen, as you see in the following image:

46
 1.​ Name: assign a name to the role that’s easy to identify and descriptive of said role’s
scope.

2.​ Description: add an optional description for the role.

3.​ Users: choose which users will be included in the current role. Keep in mind that
you can add and/or remove users in the future.

Notice that you will visualize the Default Role of your users, altogether with their name
and registration email address.

4.​ View-only access: by selecting this option, users will be able to view only the
information selected below:

47
In the "CIs permissions" field, you will be able to define which assets this permission will
apply to and also apply filtersthrough tags. On the other hand, at the moment in the
"Sections" field, access can only be granted to the Dashboards section (shared
dashboards, predefined dashboards, and access to the details module can be selected).

5.​ CIs permissions: in this field, you must configure at least one rule as follows:

In the first box, you must select one of the following permissions:

a.​ View: allows users to view assets.

b.​ Edit: allows users to view and edit assets.

c.​ Manage: allows users to view, edit and create assets.

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In the second box, you must select the types of assets that will be included within the
permission (you can choose all assets or some of them). Choose among the following
options:

1.​ Assets. Allows you to create rules that apply to assets.

2.​ Contracts. Allows you to create rules that apply to contracts.

3.​ Business Applications. Allows you to create rules that apply to Business
Applications.

Important: there must be at least one rule created for assets and each CI must have an
individual rule.

Finally, in the third box, you can filter assets by tags and smart tags. You can add up to 100
tags per CI. For example, if you configure the “Edit” permission and select the asset type
"Computers" and the tag "Virtual machines," users will be able to view and edit only those
computers tagged as "Virtual machines." If you select the "Asset" and "No filter" options,
this configuration will apply to all asset types. It is worth mentioning that once this
permission is granted, the user will see all the editing buttons from the Asset Explorer
and from the profile of each CI.

Finally, click on “Add” to configure a new rule.

Important: if you select the "Manage" option, the selected tag filters will only apply
when editing and viewing assets. It is important to keep this in mind when creating new
assets because if new assets are created without applying the selected (manual) tags in
the rule, they will not be visible or editable.

6.​ Other permissions: permission to view is granted by default for the “Software”,
“People” and “Locations” sections.

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 7.​ Sections: select to grant view and management permissions for the following
sections:

7.1 Custom dashboards management: grants permission to create, view, and edit
custom dashboards.

7.2 Deployment: grants permission to view the Deployment section, manage

packages (including permission to create, view, and edit), and/or manage plans
(including permission to create, view, and edit).

7.3 Discovery: grants view and edit permission for the Discovery section.

7.4 Documents: grants permission to create documents. Note: to create

documents, the Administrator must have previously created a template.

7.5 Tags: select the "Tags" option to grant permission to create, edit, and delete
tags. It is important to note that this permission does not include assigning tags to
assets. Additionally, you can also select the "Smart tags" option to allow the user to
create smart tags.

8.​ Settings: This option is disabled by default since the access to Settings is only
available for Administrators.

Note: In the Activities section, users will only see activities involving assets for which
they have viewing permission. For example, if users have permission to view computers,
they will be able to see activities related to computers.

Once you are done, remember to click on Save.

To get more information about how to create visibility rules for assets and view examples,
access this guide.

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[Link] Manage Roles
Once you have created different roles, you can manage them in the following way:

1.​ Displays the number of users assigned to the role and allows editing them.

2.​ Displays the details of the permissions included within the role:

3.​ Allows copying or cloning this role; a new name must be assigned. Note:
only the role will be cloned, not the users assigned to it.

51
 4.​ Allows editing the role.

5.​ Allows deleting the role. To do so, the system will require selecting a new
role for the users included in this set of permissions. By default, the Standard
Technician role will be suggested.

4.3 CIs

This section allows you to manage various types of hardware assets and their related
settings. Below is a list of the default assets that can be added in InvGate Asset
Management:

●​ Access Point
●​ Headphones
●​ Azure Virtual Machine
●​ IP Camera
●​ Chromebook
●​ Computer
●​ Video Conferencing Device
●​ EC2 Instance
●​ Firewall

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 ●​ Printer
●​ Monitor
●​ Projector
●​ Router
●​ Switch
●​ Tablet
●​ Phone
●​ Vendor
●​ VMware ESXi
●​ VMware vCenter

4.3.1 CIs Fields

This section allows you to create and assign custom fields to asset types. Custom fields
can be of any of the following types:

●​ Text
●​ Numeric
●​ Date and time
●​ List

[Link] Creating CIs fields

To start, go to Settings > Assets > Fields and click on “Add”:

Upon entering the Registration form, the following fields must be completed:

53
 1.​ Name.
2.​ Description.
3.​ Types of assets to which it will apply.
4.​ Field type.
5.​ Required field. With this option you may select if the field will be required or not
when creating or editing an asset.

[Link] Fields Management

Within the Settings > Assets > Fields section, you will find the list of customizable fields.

From there, you can edit or delete existing fields.

54
 1.​ Type of field.
2.​ Name of field.
3.​ Number of asset types to which it is assigned.
4.​ Edit.
5.​ Delete.

[Link] Asset Editing

Within the profile of any asset, in the top bar, there is a button for editing:

There, you can edit data related to three sections: General, Additional, and Financials.

55
Then, click on “ Save".

4.3.2 Types of Assets

This section allows you to manage the types of assets and custom fields that apply to
them.

[Link] Asset Type Creation

To begin, go to Settings > Assets > Types and click on “Add”:

56
You must complete the following information and click on “Save”:

1.​ Name.
2.​ Asset fields that will be assigned.
3.​ Icon. Select an icon from the samples in order to identify it with ease.

57
[Link] List of Types
Within the section Settings > Assets > Types you will find the list of types.

From there, you can edit or delete existing types.

1.​ Icon representing the type of asset.

2.​ Name of the asset type.
3.​ Amount of fields assigned.
4.​ Edit.
5.​ Delete.
6.​ Disable. Note: When you disable a type, you cannot create new assets associated
with it. However, the assets already created will not be modified. This option is
only available for non-native types.

4.3.3 Health Rules

This feature consists in the evaluation of certain conditions, which are qualified as in
“Safe”, “Critical” or “Warning” status. Health rules apply to assets with tags and are
executed every hour on new assets with those tags, or when a rule is created, edited or
reordered.

If more than one rule applies to the same labels, their order of evaluation is determined
manually, by doing drag & drop in the list of rules from Settings > Assets > Health:

58
[Link] Creating Health Rules
To begin, go to Settings > Assets > Health and click on “Add”:

Then, provide the required information:

59
 1.​ Enter a name for the new rule.
2.​ Enter a description for the new rule.
3.​ Enables the application of the rule to all computers globally.
4.​ Add all the necessary conditions and assign them the status of “Warning” or
“Critical”.

Then, click on “Save”.

[Link] Health Rules Visualization

Once the health rules are configured, if they are associated with an asset, they can be
found in the Explorer. The health status can be identified by the color of the Health Status
column in the list view, or according to the icon color in the card view:

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 List view

Card view

By clicking on the asset icon, you will visualize the details of the affected health rules:

61
It should also be noted that, both in the web and mobile version of Asset Management,
when clicking on the Warning or Critical status, we’ll visualize the health rules that are
unmet.

Health rules determine the health status of an asset: if it meets at least one
"Critical" condition, it will adopt that status; if the most serious condition that it
meets is a "Warning", it will adopt that status. If no condition is met, it will adopt
the "Safe" status.

4.3.4 Inventory ID
In this section you can create, edit, and delete inventory ID templates. This feature allows
you to associate unique identification codes (Inventory ID) with assets, so that you can
easily differentiate them.

[Link] Creating Inventory ID Templates

Go to Settings > Assets > Inventory ID and click on "Add".

The system will open a form where you must complete the following information:

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 ​

1.​ Name of the template.

2.​ Prefix.

3.​ Base number for generating the Inventory ID.

4.​ Minimum number of digits after using the prefix.

5.​ Suffix.

Next, click on “Save”.

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​
[Link] Editing Inventory ID Templates
From the main listing in Settings > Assets > Inventory ID you can manage templates using
the tools located on the right:

1.​ Edit.
2.​ Delete.

[Link] Using the Inventory ID as the Name of the Asset

From the main listing in Settings > Assets > Inventory ID you can indicate which types of
assets will use the Inventory ID as the name. This means that when the asset has an
assigned Inventory ID, it will be synchronized with the name property.

To define the types of assets where this feature will be used, select them from the
“Inventory ID as name” selector and save the configuration.

*Note: When saving the configuration, the properties synchronization for all the assets of
the selected types will be performed.

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4.3.5 Automations
InvGate Asset Management offers you the possibility of configuring different automated
actions to optimize your daily work. With these Automations you can instantly trigger
several tasks that otherwise you would have to do manually.

Navigate to Settings > CIs > Automations. You will visualize all your Automations here. If
you have none, you will need to create a new one by clicking on the Add button.

[Link] Automation Templates

1. Click the “Add” button to create a new automation.

A catalog of automation templates will open, where you can:

1.​ Search templates by name or description.

65
 2.​ View individual cards with icons, titles, and descriptions.

3.​ Click “Use template” to apply the desired template.

To access the list of all available templates, go to the Automation Templates guide.

[Link] Configure Automation

After clicking the Use template button, you will begin to configure your new Automation:

1.​ Name: Set a name to identify the automated action.

2.​ Description: You can optionally write a description to further explain what the
Automation is about.

3.​ Event: What will trigger the Automation? Here you count with a wide range of
options to configure the automated action.

Once you have decided these basic options, you will proceed to choose the actions and
the rules that will trigger them:

66
 1.​ Match These Conditions: Here you will select the option or options that the
previously selected Event must match to proceed with the Automation. Each
condition rule must be added individually. You can configure only one condition or
many conditions, depending on your needs.

2.​ And Execute These Actions: These are the automated actions that the system will
execute once the Conditions are met. Once again, you can add as many actions as
needed.

3.​ Add actions rule group: Keep in mind that the same Event may trigger different
actions, depending on each set of conditions that you configure. The conditions of
each rule group will determine which actions are carried out.

This is how you will view the rule groups if you add more than one condition and more
than one action:

67
Keep in mind that the order of the Actions is important. The first action in the list is the
first action that will be executed.

You can rearrange this order by using the icon. As a final note, you can edit or
eliminate the actions whenever you need to.

[Link] Automated Actions

Asset Management can carry out several automatic actions:

68
●​ Update location: If you choose this option, you will be able to select one of the
locations you have already configured. Keep in mind that you won’t be able to
select anything if your instance has no locations.

●​ Update owner: You can choose any of your users with this option. The action will
change the owner of an Asset to the one you have chosen if the conditions are met.

●​ Update asset status: Likewise, the Automation will change the status of any Asset
if the conditions are met.

●​ Update Inventory ID: Allows you to automatically update or complete the

inventory ID of assets based on the selected template.

●​ Update Custom Fields: Allows you to automatically update the values of custom
fields for assets.

●​ Send email: One of the automated actions that Asset Management can execute is
sending an automated email. You need to configure the Outgoing email feature
(section 4.6) before being able to select this option.

●​ Web service call: Finally, you can configure an event to trigger a Web service call,
which will execute an action in another application or tool. The possible actions are
GET, POST, PUT and DELETE. You can use the API of any product; for example, you
can configure the automation to create a Request in Service Management when a
new asset is created.

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[Link] Automations Management

Automations have several basic options for you to organize them.

Like actions, the order in which you arrange your Automations is very important. This is
because the system will check every Automation in order until it executes the first one
whose conditions are met.

If you have configured two Automations with the same triggering event, the one that
comes first in the list will execute first.

Once the system executes an Automation, it will stop checking the list, even if the event
meets the conditions of a following Automation.

Let’s consider that these three Automations are triggered by the same event.

●​ The system checks if the conditions in Automation 1 are met.

●​ Automation 1 doesn’t trigger, so the system checks Automation 2.

●​ The conditions in Automation 2 are met, so the system executes its actions.

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 ●​ Because an Automation has already been triggered, the system stops checking the
list.

●​ Thus, Automation 3 will not trigger, even if its conditions would have been met.

Regarding Automations Management, you can also:

Copy Automation: This option duplicates an Automation.

Edit Automation: Click this option to change the settings of the Automation.

Eliminate Automation: Simply deletes the Automation.

Turn On/Off Automation: This option is useful when you need to

temporarily disable an Automation and you don’t want to eliminate it.

4.3.6 Automatic Asset Depreciation Calculation

In IT Asset Management, asset depreciation is the process of allocating and recording the
cost of technology assets over their useful life in order to reflect their loss of value over
time due to factors such as wear and tear, obsolescence, or technological depreciation.
This process helps organizations manage their budget, plan for replacements, and assess
the residual value of assets.

InvGate Asset Management allows for the automatic calculation of asset value and
depreciation. This is particularly useful when, due to organizational policies, it is
necessary to replace assets when their warranty expires, as well as for accounting and tax
audits.

For more information on how to configure this, please refer to the Guide for Automatic
Asset Depreciation Calculation.

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4.3.7 Automatic and Manual Merge of Assets

[Link] Automatic Merge of Assets

The automatic merge of assets is an InvGate Asset Management feature that takes care
of automatically unifying two assets of Asset Management that were created in different
moments, but represent the very same physical device. Additionally, these merge
conflicts can also be manually corrected if the automatic merge is not enabled.

In this document you will find a detailed guide about this feature.

[Link] Manual Merge of Assets

Whether because of a massive asset load from multiple sources or an agent reinstallation,
we can sometimes have duplicate, triplicate, or even more assets. It is possible to unify
these multiplied assets, in order to organize and simplify the information loaded in Asset
Management.

To use this function, we must access the Explorer and then check the Assets that we want
to combine. This will enable the Merge button at the bottom.

Keep in mind that if two assets cannot be combined, the button will appear in gray, as seen
in the previous image. If the user still clicks the button when it’s gray, the system will
display the details associated with the inability to combine the assets. This is useful to
understand why two or more assets cannot be combined.

72
If the button is shown in green, it’s possible to continue with the procedure, as we see
below.

[Link] Conflict Resolution Between Assets

The Explorer can also facilitate the task of combining assets thanks to a column that
quickly indicates if there is a conflict for each asset, showing possible duplicates.

73
To solve these problems, it will be necessary to click on the corresponding asset selection
box, which will enable the conflict resolution button, as we can see in the following image:

By clicking on this button, the system will immediately indicate the conflict in question,
suggesting the Unification of two or more assets. The system will offer the possibility of
selecting one of three options from a drop-down menu:

●​ Merge.
●​ Eliminate conflict.

74
 ●​ Ignore.

To proceed with the Merge and thus resolve the conflict, click on next.

1.​ Base Asset: here we will select which is the asset that will remain active.

2.​ Name: in this case we can choose what is the name with which the asset will be
shown from now on.

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 3.​ Owner: to define who owns said asset.

4.​ Location: to define where the asset is located.

5.​ Tags: here the asset labels will be defined once the combination is made.​

To finish the procedure, click on Apply.

4.3.8 Software Metering

This functionality allows monitoring the usage time of the applications that are measured
and that are executed on computers with the agent installed., in order to make decisions
to optimize the distribution of paid software licenses.

Access the Software Metering guide to find a detailed guide about metering.​

4.4 Network Configuration and Discovery of Assets

In this section you can perform the remote installation of the InvGate Asset Management
agent, or download and install it manually on the assets you want to monitor. In addition,
integrations can be configured to import and synchronize assets from external entities,
such as Amazon Web Services, Microsoft Azure, or Google Workspace.

4.4.1 Agent Deployment

This section allows you to deploy the InvGate Asset Management agent on the supported
operating systems (Windows, Linux, macOS, and Android) in its different methods.

4.4.2 Proxy
In this section, proxy servers can be detected and managed:

76
 1.​ Search for new connections.

2.​ Proxy name.

3.​ URL and version.

4.​ Date of last proxy use.

5.​ Number of assets that report through this proxy.

6.​ Edit.

7.​ Hide. Note: The proxy will not be listed until it is used in a discovery process or an
agent uses it to report.​

4.4.3 Discovery of Assets

The Discovery Sources feature allows to configure integrations with external entities or
define the parameters to run a network analysis to identify devices.

Regarding external entities, InvGate Asset Management integrates with Active

Directory, Amazon AWS, Microsoft Azure, Google Workspace, VMware, Hyper-V,
JAMF and Microsoft Intune. In this way, it imports and synchronizes information about
EC2 instances, virtual machines, Chromebooks, and smartphones.

Regarding the network discovery, the InvGate Discovery integration allows to define a
range of IP addresses and, based on the network protocols, identifies all the devices that
are connected to it. Then, within the Assets > Discovery section, you can verify these
devices and identify them as assets where appropriate.

[Link] Create integration for asset discovery

Go to Settings > Network > Discovery sources and click "View Catalog". Additionally,
clicking on any of the options will directly access the configuration form of the selected
integration.

77
The catalog of available Discovery sources will be displayed. Select the desired option or
use the search bar to find it quickly. Then, click on "Add".

Configure the new integration according to the corresponding form for each case, which
we review below.

[Link] Active Directory

The integration with Active Directory allows identifying those devices that are registered
in Active Directory but are not registered in the system.

*Note: To set up this type of integration, a Proxy v2.0 (or higher) is required.

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Registration form

1.​ Name. Define the name to display in InvGate Asset Management.

2.​ Type. Define the integration type. In this case, you should select the "Active
Directory" option.
3.​ Documentation. Click on "View" to access the Knowledge Base article.

Connection settings

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 1.​ Proxy. Select the Proxy required for Discovery (must be v2.0 or higher). If you
don't have a Proxy installed, you will see the option "Install proxy now." Select it to
begin the installation process.
2.​ Hostname/IP and Port. By default, this value will be 389.
4.​ Security. You can select TLS, SSL, or none.
5.​ Windows username. Enter your Windows AD domain and username following the
suggested format.
6.​ Windows password. Enter the administrator password to allow Windows devices
to be discovered correctly.
7.​ Domain. The company’s directory domain.
8.​ Domain name. This value will be automatically completed if all the previous
information has been filled out.
9.​ Base DN. This value will be automatically completed if all the previous information
has been filled out.
10.​DNs. This field is optional. You can enter each of your DNs on separate lines.

Options

1.​ Discover active devices from. Select an option to consider devices that have
logged in within this time interval.

2.​ Auto import devices. When this option is enabled, all devices found in Active
Directory will be automatically imported during each synchronization (and they
will be visible from the Asset Explorer). If this option is not selected, all found
devices will need to be converted in the Discovery section.

Schedule

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 1.​ Schedule. Check this box if you want to schedule each synchronization.

2.​ Date. Set a date and time for the synchronization.

3.​ Repeat. Select the frequency at which the synchronization will repeat.

[Link] Azure
Integration with Azure allows you to import and synchronize VMs in InvGate Asset
Management. In this way, profiles are generated with information on each of the existing
VMs, as well as a profile with global account information, such as costs or status of the
instances.

Registration Form

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1.​ Name. Define the name of the integration.
2.​ Type. Define the type of integration. In the case of Azure, select “Azure account”.
3.​ Documentation. Click on "View" to access the Knowledge Base article.
4.​ Credentials. When creating an integration, you must validate credentials by
entering the following data:
a.​ Client ID.
b.​ Client access secret key.

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 c.​ Tenant ID.
5.​ Subscriptions. Azure subscriptions available to synchronize and option to
calculate the amount of VMs in each one.
6.​ Remove action. Define the behavior for unsynced VMs.
7.​ Schedule. Synchronization schedule.
8.​ Date. Starting date for synchronization with Azure.
9.​ Repeat. Sync recurrence.

When you finish, click on “Save”.

[Link] AWS
Integration with Amazon Web Services allows you to import and synchronize EC2
instances in InvGate Asset Management. In this way, profiles are generated with
information on each of the existing EC2 instances, as well as a profile with global account
information, such as costs or status of the instances.

Registration form

83
1.​ Name. Define the name of the integration.

84
 2.​ Type. Define the type of integration. For AWS, select “AWS account”.
3.​ Documentation. Click on "View" to access the Knowledge Base article.
4.​ Credentials. Note: When creating an integration, you must validate credentials by
entering the following data:
a.​ Access key ID.
b.​ Secret access key.
5.​ Regions. AWS regions to synchronize, and option to calculate the amount of
instances in each.
6.​ Total Cost Sync. Cost synchronization of the AWS account.
7.​ Remove action. Behavior for unsynced instances.
8.​ Schedule. Define the synchronization schedule.
9.​ Date. Starting date of the AWS synchronization.
10.​Repeat. Sync recurrence.

When you finish, click on “Save”.

​
[Link] Google Workspace
Integration with Google Workspace allows you to import and synchronize Chromebooks
and mobile devices in InvGate Asset Management. In this way, profiles are generated with
information on each of the imported assets.

Registration form

85
1.​ Name. Define the name of the integration.

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 2.​ Type. Define the type of integration. In this case, select “Google Workspace”.
3.​ Documentation. Click on "View" to access the Knowledge Base article.
4.​ API credentials. Enter the Client ID and Client Secret from Google Workspace,
which can be generated by following the instructions detailed here, along with the
JSON file containing the generated credentials.
5.​ Credentials. Note: When setting up a new integration, you will need to log in with
a Google account with Admin privileges. Please note that only a single connection
is allowed.
6.​ Assets. Define the types of assets to synchronize.
7.​ Schedule. Define the synchronization schedule.
8.​ Date. Starting date of the synchronization.
9.​ Repeat. Sync recurrence.

When you finish, click on “Save”.

[Link] JAMF
The JAMF integration allows you to import and synchronize devices of the Apple
manufacturer in InvGate Asset Management. In this way, profiles are generated with
information on each of the imported assets.

The integration allows you to synchronize instances associated with JAMF Pro and JAMF
School solutions.

Registration form

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1.​ Name. Define the integration name to display in InvGate Asset Management.
2.​ Type. Define the integration type. In the case of JAMF, the option “JAMF” must be
selected.
3.​ Documentation. Click on "View" to access the Knowledge Base article.
4.​ Product. Select between Pro and School JAMF versions.

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 5.​ Credentials. Note that, when registering a new integration, it will be required to
confirm that the credentials are valid. In the case of the JAMF Pro solution, you
must enter:
a.​ The Instance URL.
b.​ Username.
c.​ Password.

In the case of the JAMF School solution:

a.​ Instance URL.

b.​ Network ID.
c.​ API key.
6.​ Asset types. Available asset types to synchronize, with a button to calculate the
amount of instances in each of them.
7.​ Schedule. Define the synchronization schedule.
8.​ Date. Starting date of the synchronization.
9.​ Repeat. Sync recurrence.

When finished, click on "Save".

[Link] Microsoft Intune

Microsoft Intune is a Cloud-based device management solution. It manages user access to
organizational resources and simplifies the administration of applications and devices.

Before configuring the integration in Asset Management, credentials must be configured

in Azure. To do so, follow the steps detailed in this guide.

The configuration form in Asset Management must be filled out as follows:

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 1.​ Name: Enter a name for the integration.

2.​ Type: Select Microsoft Intune.

3.​ Documentation: Click on "View" to access the Knowledge Base article.

4.​ Client ID: Enter the Client ID obtained from Azure.

5.​ Client secret access key: Enter the key obtained from Azure.

6.​ Tenant ID: Enter the Tenant ID obtained from Azure.

7.​ Once all the previously mentioned fields are completed, click on "Validate and
continue".

Upon completion of the validation, you can fill out the integration's operational options,
as shown below.

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1. Credentials: Saved credentials that can be changed by clicking on "Change".

2. Operating systems: Here you can select the operating systems offered by Microsoft
Intune to synchronize the devices with those selected operating systems in Asset
Management. Additionally, by clicking the "Load totals" button, the number of assets
present in the instance, along with their respective operating systems, is displayed.

3. Remove action: Select the desired action in Asset Management for when devices are
deleted or unsynchronized in Intune.

Additionally, you can set a date and time for synchronization, as well as synchronization
repetitions.

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IMPORTANT: Devices pending approval (deviceRegistrationState: approvalPending)
and that have never been synchronized by Intune (lastSyncDateTime:
"0001-01-01T[Link]Z") will not be synchronized.

[Link] InvGate Discovery

When configuring a new “InvGate Discovery” integration, you need to specify the
parameters to execute network analysis.

The network protocols available to perform the discovery are: DNS, ICMP, mDNS,
NetBIOS, SNMP (in its three versions), TCP and UPnP, SSH and WMI*. For each of them,
you must specify the corresponding credentials and the network port you use.

*The WMI protocol is available for version v3.26 or higher of the Asset Management
Proxy. For information on how to enable WMI for network scanning, please refer to this
article.

Additionally, the SSH protocol is available for version v3.33 or higher of the Asset
Management Proxy.

Registration form

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93
 1.​ Name. Define the name of the integration to be displayed in InvGate Asset
Management.
2.​ Type. Select the type of integration. In this case, choose “InvGate discovery”.
3.​ Documentation. Click on "View" to access the Knowledge Base article.
4.​ Proxy. Select the Proxy to run the discovery.
5.​ IP Addresses. Enter the range of IP addresses to analyze.
6.​ Protocols. Select the available protocols to use. If the WMI protocol is selected,
the fields 7, 8 and 9 will be displayed, which must be filled out.​
Additional note: The fields 7, 8 and 9 will be the same for the SSH protocol as well,
detailed in the next section.
7.​ Username. Enter the Windows username.
8.​ Password. Enter the Windows password.
9.​ Auto import devices. Check to automatically import devices detected via WMI in
each synchronization. These devices will be visible in the Asset Explorer.
Otherwise, it will be necessary to manually convert all discovered devices from the
Discovery section.
10.​Advanced options. By selecting this option, advanced settings for configuring the
protocols will be displayed. Asset Management will automatically populate the
fields for each protocol based on their predefined values.
11.​Schedule. Select to define the synchronization schedule.

When you finish, click on “Save”.

SSH
The SSH protocol is used to remotely obtain information via Proxy from computers
running the Linux operating system, in order to gather hardware and software
information similar to what is currently obtained with the agent.

The requirements for selecting the SSH protocol are as follows:

●​ Asset Management v2.23

●​ Proxy v3.33

When selecting the SSH protocol, the additional fields to complete are as follows:

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 1.​ Username. Enter the Linux username.
2.​ Password. Enter the password for the previously entered user.
3.​ Auto-import devices. When this option is enabled, all new Linux devices detected
by discovery that use the SSH protocol will be imported during each
synchronization. If this option is disabled, discovered devices that use the SSH
protocol will need to be added manually in the Discovery section.

Once the discovery source is configured, the asset profile will be displayed as follows:

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At the same time, the Hardware and Applications sections of the profile will be displayed
as follows:

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Additional note: Although the profiles of assets discovered via the SSH protocol are
similar to those discovered by the agent, software deployment cannot be performed on
them (this functionality is limited to assets with Windows operating system).

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SNMPv3
When selecting the SNMPv3 protocol, the additional fields to complete are as follows:

1.​ Username. Enter the username corresponding to the protocol.

2.​ Authentication protocol. Select the authentication protocol.

3.​ Authentication password. Enter the password for the previously entered user.

4.​ Encryption protocol. Select the encryption protocol.

5.​ Encryption password. Enter the encryption password.

6.​ Port. Port used; the default is 161 for SNMPv3.

[Link] VMware
Through a proxy connection with your VMware services, this integration enables
effective monitoring of vSphere infrastructures, allowing visibility into the performance
and health of your virtual machines.

Note: the integration enables the connection to both standalone ESXis and vCenters.

Below, we provide detailed information that must be completed in the configuration

form:

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Registration form

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1.​ Name. Define the integration name to display in InvGate Asset Management.

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 2.​ Type. Define the integration type. In this case, the option “VMware” is selected.
3.​ Documentation. Click on "View" to access the Knowledge Base article.
4.​ Proxy: Proxy required for Discovery (must be v3.29 or higher). If a Proxy is not
installed, the option 'Install proxy now' will be displayed. Select it to begin the
installation process.
5.​ Username. Enter the VMware username.
6.​ Password. Enter the VMware password.
7.​ Hostname/IP address. Enter the Hostname/IP address of the VMware product.
8.​ Remove action. Define what will happen to devices synchronized by this
integration when they no longer appear in VMware. Select one of the following
options:

8.1 Change status.

8.2 Delete permanently. Selecting this option will permanently remove the assets
from the inventory in Asset Management.

9.​ Schedule. Define the synchronization schedule.

When finished, click on "Save".

Once the integration has been completed, the profiles of vCenters, ESXi servers and
virtual machines will be added to Asset Management. For detailed information on each
type of profile, access this guide.

[Link] Microsoft Hyper-V

Microsoft Hyper-V is a hardware virtualization product that enables the creation and
management of virtual machines (VMs) on physical servers. It acts as a Type 1 hypervisor,
meaning it runs directly on the server hardware without requiring to run on an operating
system.

Through a connection via the InvGate Asset Management agent and your Microsoft
Hyper-V services, this integration allows you to effectively monitor your virtualization
infrastructure, providing visibility into the performance and health of your virtual
machines.

The supported operating systems for the integration with Microsoft Hyper-V are
Windows 10 and 11 Pro & Enterprise and Windows Server 2008 and later.

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Below, we provide detailed information that must be completed in the configuration
form:

Registration form

1.​ Name: Define the name of the integration to display in InvGate Asset
Management.

2.​ Type: Define the type of integration. You should select the “Microsoft Hyper-V”
option.

3.​ Documentation: Click “View” to access the Knowledge Base article.

4.​ All hosts: Enabling this option will include all Microsoft Hyper-V hosts as assets in
InvGate Asset Management. This option is selected by default.

5.​ Tags: Use tags to select which hosts (the hypervisor's host operating system)
whose Hyper-V machines you want to include as assets.

6.​ Remove action: Define what to do with devices synchronized through this
integration when they no longer appear in Hyper-V. Select one of the following
options:

6.1 Change status: Selecting this option will change the status of the assets.

6.2 Delete permanently: Selecting this option will remove the assets from the
inventory in InvGate Asset Management.

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Once finished, click “Save.”

Once the integration has been completed, the profiles of virtual machines will be added to
Asset Management. For detailed information on each type of profile, access this guide.

[Link] Google Cloud Platform

By integrating Google Cloud Platform, you can import and synchronize virtual machines
into InvGate Asset Management, as well as import other resources as cloud assets in
IGAM. This process generates individual profiles with information about each virtual
machine and existing resource.

The resources you can import include:

●​ Virtual Machines (VMs)

●​ Virtual networks
●​ SQL databases
●​ Cloud Storage

With this integration, IGAM becomes your centralized source of information for
managing cloud assets and resources.

Below you will find the configuration form in Asset Management for asset discovery.

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1. Name: Define the name of the integration.​
2. Type: Define the type of integration. In this case, select “Google Cloud Platform”.​
3. Documentation: Click on "View" to access the Knowledge Base article.​
4. Credentials: When creating an integration, you must validate credentials by uploading
a JSON file obtained from Google Cloud Platform.

5. Project: Select the Google Cloud Platform project to synchronize.

[Link]: Select the resources you wish to import as Cloud assets.​

7. Schedule: Synchronization schedule.​
8. Date: Starting date for synchronization with Azure.​
9. Repeat: Sync recurrence.

To view the steps to create the application in Google Cloud Platform and obtain
credentials for configuration in Asset Management, refer to this guide.

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[Link] Amazon Web Services (AWS)
The integration with Amazon Web Services enables you to import and synchronize
multiple AWS resources into InvGate Asset Management, such as EC2 instances as well
as Cloud resources. This generates profiles with detailed information for each individual
resource, as well as a global account profile that includes data like costs and operational
statuses.

Complete the registration form as follows:​

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106
 1.​ Name. Define the name of the integration.
2.​ Type. Define the type of integration. For AWS, select “AWS account”.
3.​ Documentation. Click on "View" to access the Knowledge Base article.
4.​ Environment. Select one of the following options:
●​ Global Service.
●​ US Government.
5.​ Credentials. Note: When creating an integration, you must validate credentials by
entering the following data:
a.​ Access key ID.
b.​ Secret access key.
6.​ Regions. Select the AWS regions to synchronize, and option to calculate the
amount of instances in each.
7.​ Resources. Select the Cloud resources you want to import as assets:
●​ AWS Elastic Block Store
●​ AWS ElastiCache
●​ AWS Elastic Load Balancing
●​ AWS Relational Database Service
●​ AWS Simple Storage Service
●​ AWS Virtual Private Cloud
●​ AWS EC2 Instance
8.​ Total Cost Sync. Enable this option to synchronize the costs of the AWS account.
9.​ Remove action. Select the behavior for unsynced instances.
10.​Schedule. Define the synchronization schedule.
11.​Date. Enter the starting date of the AWS synchronization.
12.​Repeat. Define the sync recurrence.

When you finish, click on “Save”.

To view a profile that corresponds to an AWS Virtual Private Cloud (VPC) and the
information collected, refer to this guide.

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[Link] List of integrations for asset discovery
Within the Settings > Network > Discovery sources section, you will find the list of
integrations.

From there you can edit, execute or delete the already configured integrations as well as
get to know their status and access the logs.

1.​ Icon representative of the integration.

2.​ Name of the integration.
3.​ Type of integration and synchronization frequency.
4.​ Status and date of the last synchronization. The status types are detailed below:
a.​ Connecting to Proxy. Applies only to Active Directory, InvGate Discovery
and VMware integrations.
b.​ Scanning.
c.​ Completed.
d.​ Completed with errors. Applies only to the integration with Hyper-V.
Refers to cases where one or more inventories of Hyper-V host computers
encountered errors during processing.
e.​ Never run. Applies only to the integration with Hyper-V. Refers to cases
where no Hyper-V inventories have been received that meet the criteria
specified in the form.

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 f.​ Failed.
g.​ Stopped.
5.​ Start synchronization manually.
6.​ List of results. Displays the number of devices found once the sync is completed
successfully.
7.​ Logs. Clicking on this option will expand a list that shows executions as well as their
description.

8.​ Edit the integration.

9.​ Delete the integration.

4.5 Tasks
Tasks are executed in the background to monitor the progress and status of certain
processes. They can be viewed from the section Settings > Tasks.

These are the types of tasks currently supported:

●​ Agent Deployment on Windows, Linux and macOS: List of deployment processes

and details of computers and platforms where the agents will be installed, as well
as their protocol or installation methodology. For more information, refer to
section 3. Deployment of the Agent.

Next we point out the items available on the main task screen:

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 1.​ Create a task.
2.​ Tasks awaiting execution.
3.​ Tasks in execution.
4.​ Tasks completed.
5.​ Update task list.
6.​ Finder task.
7.​ Access to the details of the task.
8.​ Task notice with errors.
9.​ Cancel a task in progress.

4.5.1 Detail of tasks

Clicking on the hyperlink of the title of a task you access its details, which includes a list of
sub-tasks included in the process.

Here are the items available on this screen:

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1.​ Details of the task: title, number of processes included, start date and time, end
date and time and author.
2.​ Counter sub-tasks pending, running, completed or failed / canceled.

3.​ Update data.

4.​ Restart tasks.
5.​ Cancel tasks.
6.​ Search among sub-tasks.
7.​ Show all errors.
8.​ Details of the sub-tasks: IP or equipment on which they are executed, start date
and time, end date and time, duration and confirmation or error message.
9.​ State of the sub-task.
10.​Cancel sub-task (only available on new or running tasks).

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4.6 Email
4.6.1 Outgoing Email
InvGate Asset Management allows Administrator users to configure the application for
sending outgoing emails. You can take advantage of this feature in many sections of Asset
Management, allowing the system to send automatic emails, for example, after several
conditions have been met.

Navigate to Settings > Email, where you will have the option to enable the Outgoing email
feature. You will notice that the Outgoing email screen is visible by default. Click on the
“Edit” button next to the “Outgoing email server” field in order to get started.

Keep in mind you have three different configurations to set up:

●​ Custom SMTP.

●​ Google OAuth 2.0.

●​ InvGate Cloud Server.

●​ Microsoft OAuth 2.0.

[Link] Custom SMTP

Once you’ve selected the “Custom SMTP” authentication type, a configuration module
will be displayed:

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 1.​ Outgoing email server. Select the “Custom SMTP” option.

2.​ Host or IP address.

3.​ Security. Select the “TLS” or “SSL” option.

4.​ Port.

5.​ Username.

6.​ Password.

[Link] Google OAuth 2.0

Once you’ve selected the “Google OAuth 2.0” authentication type, a configuration
module will be displayed:

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 1.​ Outgoing email server. Select the Google OAuth 2.0 type.

2.​ Email address. Enter the email address. This must be the same account you will use
to perform the configuration in Google.

3.​ Redirection URl. URI to which you will be redirected after completing the
configuration.

4.​ Client ID. Enter the Client ID obtained when setting up the application in Google.

5.​ Client Secret. Enter the Client Secret obtained when setting up the application in
Google.

6.​ Access. Click on "Request access" to request access to the application. This option
is required to be able to save the changes made. Once the "Approved" message
appears, you can finish saving the configuration of the credentials.

When requesting the access token, you must log in to the email account that you wish to
use as the outgoing mail.

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Important: To complete the last three fields on this screen, you must first complete the
configuration in Google.

For more detailed information regarding the configuration in Google, please refer to
the guide for outgoing email configuration with Google OAuth 2.0.

[Link] InvGate Cloud Server

On the other hand, you can also choose the InvGate email server as your preferred
mailing system.

After enabling the Outgoing email feature, select “InvGate Cloud Server” as the
configuration type.

Options section
After you are done with the initial configuration, you will find a couple of additional
options.

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 1.​ Enable or disable the Custom sender address. Click on the checkbox if you want
each email to have a custom sender name and address.

2.​ Sender name: enter a sender name of your choice.

3.​ Sender account: enter the sender account of your choice. In the case of “Microsoft
OAuth 2.0” and “InvGate Email Server” configurations, this field will be
autocompleted with the same email address you previously entered in the initial
configuration.

Email Validation

If you selected the InvGate email server as your Outgoing mailing system, you will need to
manually validate the users’ addresses that will receive the emails.

Navigate to Settings > Users and find the icon in the Users list.

Find the User you are looking for and click on the icon. This will send a validation email to
their account:

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After clicking on the “Validate” button, the mail will become validated and ready to act as
a receiver account.

[Link] Microsoft OAuth 2.0

Once you’ve selected the “Microsoft OAuth 2.0” authentication type, a configuration
module will be displayed:

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1.​ Outgoing email. Select the Microsoft OAuth 2.0 option.

2.​ Email address.

3.​ Redirect URL.

4.​ Account type. You may select the “Multiple tenant” or “Single tenant” option. If
you choose the latter, field 5 will be enabled.

5.​ Custom domain.

6.​ Application ID.

7.​ Client secret.

8.​ Permissions.

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For more detailed information regarding this configuration, please refer to this article.

4.7 Integrations

4.7.1 Integrations for Service Management

InvGate Asset Management allows integration with the following ITSM solutions:

●​ InvGate Service Management

●​ Jira
●​ ServiceNow

This enables centralized asset management and greater efficiency in support processes
by connecting asset information with service management tools. To access the
integrations section, go to Settings > Integrations > Service Management:

[Link] InvGate Service Management Integration

The integration of InvGate Asset Management with InvGate Service Management helps
to improve the management of requests and change processes, since it allows to:

●​ Obtain the number of requests related to an asset and display them in the profile.
●​ Obtain the data of requests related to an asset (ID, title, status, priority).
●​ Apply filters or assemble reports using the number of open incidents an asset has.
●​ Go to a request via a direct link.

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How to Configure the Integration

Go to Settings > Integrations > Service Management, enable integration with the
selector, configure it according to the parameters described below:

1.​ Activate the integration function.

2.​ API URL for InvGate Service Management (see section "API" of the InvGate
Service Management manual).

3.​ API User.

4.​ API Password.

5.​ Source ID: This ID is obtained from Service Management, in Settings >
Integrations > Asset Management as you can see in the following image:

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 6.​ Test Connection.

When finished, click "Save".

[Link] Jira Integration

The Jira integration with InvGate Asset Management enables assets to be linked to
tickets created in Jira Service Desk and details of Asset Management assets can be
viewed from within Jira.

In this article you will find a configuration guide for the Jira integration.

[Link] ServiceNow Integration

The ServiceNow integration with Asset Management establishes a bidirectional
connection between Asset Management and ServiceNow, allowing ServiceNow users to
utilize Asset Management as the management engine for their CIs (Configuration Items)
and link Asset Management assets to ServiceNow tickets.

In this article you will find a configuration guide for the ServiceNow integration.

4.7.2 API
The API provides a set of functions that allow other applications to access system
information, as well as take action on it. To allow integration with external applications,
the corresponding credentials must be created.

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[Link] How to Configure the Integration with the API
Go to Settings > Integrations > API and use the following configuration options.

1.​ API URL, which will be generated by default in the instance. Your documentation
will also be available.

2.​ Add credentials for external application. To generate them, click on the “Add” icon.
A window with the configuration will open, where you’ll be able to enter the name
of the application and, once entered, click on “Save”, to generate the credentials.

[Link] API Credential Management

The credentials that have been added will be listed in Settings > Integrations > API. With
the tools located on the right, you can perform the following actions:

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 1.​ Download a JSON file that contains the client ID and client secret application.
2.​ Edit the credentials.
3.​ Remove the credentials.
4.​ Enable / disable credentials.

4.7.3 Integration with Remote Desktop Software

InvGate Asset Management allows you to start a direct connection through remote
access softwares, such as TeamViewer and AnyDesk, by enabling the Remote Desktop
feature.

The remote access softwares currently supported are the following:

●​ AnyDesk
●​ RealVNC
●​ Splashtop Business
●​ TeamViewer
●​ TightVNC
●​ UltraVNC
●​ Windows Remote Desktop

In this article you’ll find a guide about how to configure the remote desktop integration in
Asset Management.

4.7.4 Warranty APIs

All Configuration Items (CIs) have two fields available to be manually completed in their
profile in InvGate Asset Management: Warranty expiration and Acquisition date, which
can be viewed and edited from the CI profile.

As of version 1.117.3, Asset Management will be able to automatically obtain this

information for Dell, Lenovo, and IBM devices that have a Serial Number. This data can

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also be viewed in the different system Explorers and imported during the CSV import
process.

This functionality is aimed at helping IT administrators keep their device warranty and
acquisition information up to date, enabling them to make informed decisions about asset
replacement or maintenance. Additionally, it reduces the risk of human errors in warranty
information management.

Access the Automatic Warranty Detection guide to find details on how to configure the
integration with Dell and Lenovo APIs.

5. User Guide

5.1 Search Bar

The search bar allows you to assemble terms based on filters and operators using only
the keyboard.

Once a search term is completed, the results for each Explorer (Configuration Items) are
displayed, which can be navigated using the corresponding tabs.

5.1.1 Filters
The search bar uses filters that can be assembled by selecting a property, followed by an
operator and finally the value to be searched. For example: “[Link]:USA”.

Both the operator and the type of value are defined by the property; in some cases it is
possible to write the value freely, while in others a list will be displayed to select them. A
calendar may also appear for filters that correspond to a date.

5.1.2 Suggestions
By default, positioning the cursor in the search bar suggests a series of preselected filters
(1) and the types of assets available to filter (2):​

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​

When you start writing a search, the bar will suggest these pre-assembled filters based on
the value of the word you are trying to find, which will be contrasted with the records of
assets, software, manufacturers, locations, tags, as well as owners and their properties.

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Thus, you can generate a search that redirects to the Explorer or enter directly to the
result profile by pressing ctrl + enter.

5.2 Configuration Items Creation

To add Configuration Items manually, click on the creation shortcut on the top bar of the
system, which has the “+” sign.​

This will display the options to create the different CI profiles that Asset Management
has:

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127
5.2.1 Assets
When clicking on Assets, you must select the type of asset you want to add. The screen
that opens will be the same for all types; then we will review each of its sections.

[Link] General
The following information must be filled:

1.​ Format: Some assets will allow you to choose between different types/formats for
further specification.
2.​ Status: Choose a status for the new asset.
3.​ Manufacturer: If the desired option does not exist, it can be created on-the-fly by
clicking on the “+” sign and completing the name of the new manufacturer.:

4.​ Model: The options depend on the manufacturer that has been chosen in the
previous field; If the desired option does not exist, it can be created on-the-fly by
clicking on the “+” sign and completing the asset specifications*:

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*Note: If the created asset is a monitor type, when adding a new model the following
additional fields will appear: height, width, aspect ratio, inches and resolution. In the event
that the asset is a tablet or cell phone type, the additional screen size field will appear.

5.​ Location: Choose the geographic location for the new asset.

[Link] Financial information

The following data must be entered:

1.​ Invoice.
2.​ Acquisition date.
3.​ Acquisition type.
4.​ Acquisition price and currency.
5.​ Actual price.
6.​ Purchase order.

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 7.​ Supplier: If the desired option does not exist, it can be created on-the-fly by
clicking on the “+” sign and completing a name:

8.​ Warranty expiration.

9.​ Percentage of depreciation.
10.​Cost center: If the desired option does not exist, it can be created on-the-fly by
clicking on the “+” sign and completing a name:

[Link] CIs list

The following data must be entered:

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 1.​ Columns. Select the custom fields you wish to be completed when creating the
asset. By default, mandatory fields will be displayed along with Inventory ID, Serial
number and Name (these fields cannot be removed).
2.​ Rows. Enter the number of assets with the same description to be created; allows
you to register the same equipment multiple times, changing only the inventory ID
and serial number. Below, the same number of rows will be displayed in the “CI
list” box.
3.​ Inventory ID Generation. Select the inventory ID generation mechanism.

It should be noted that the creation process cannot continue if the requested custom
fields remain empty. Mandatory fields have “*” in their titles.

5.2.2 User
By clicking on User, we can quickly and manually add a new user, even selecting their role.

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1.​ In the Main tab we can enter the main data of the new user.

2.​ Choose the type of user. The User option refers to users who only act as CIs and
have no action on the tool.

3.​ For the end user case, only the full name is needed in this tab.

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1.​ In the case of needing a Technician user, choose the second option; this enables
more fields that are needed for user creation.

2.​ Role: Select one of the available roles.

3.​ User's full name.

4.​ Name with which the user will access the tool.

5.​ User password.

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 1.​ The second tab refers to User Information. For both cases, this tab will request the
same data.

2.​ User email.

3.​ Telephone number, not required.

4.​ Mobile phone, not mandatory.

5.​ Address, this information is useful in case the user does remote work or ​
Home Office.

6.​ Birthday.

7.​ Position within the organization.

Once complete, click Save to finish the process.

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5.2.3 Location
The third option is the quick creation of a new Location. When you click on this
alternative, the following screen is displayed:

1.​ First choose if the new location has a parent location to which it belongs.
2.​ Enter the name for the location.
3.​ Enter a Description that is representative.

At the end, click on Save.

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5.2.4 Contracts
Contracts are one of the Configuration Items available in InvGate Asset Management.
You can add both software and assets contracts to your database, keep track of them, and
manage them according to your needs.

Software contracts are used to register the acquisition of licenses for particular software
or suites (software packages). These contracts facilitate the monitoring and distribution
of software in the most efficient way possible within an organization, by assigning them
(manually or automatically) to programs installed on devices (assets) or to users
according to the type of license purchased.

On the other hand, asset contracts are used to record the acquisition of maintenance,
rental, leasing, support or guarantee services on the assets of an organization, and
assigning these assets (manually or automatically) to the contracts in order to facilitate
their control and monitoring.

For more information about contracts, here is a detailed guide.​

5.2.5 Asset Import

This feature allows you to import assets using a .CSV file, so that you can add them to
InvGate Asset Management. To do so, click on the drop-down menu next to the CI
creation icon, and choose the “Import CIs” option.

A form will open, where you must complete the following information:

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 1.​ Download the template.
2.​ Select the file to upload in CSV format.
3.​ Select the file delimiter.
4.​ Match existing CIs according to: Inventory ID, Internal ID, Name, Serial Number,
or none.
5.​ When you finish, click on “Validate”.

The column assignment must be made with respect to the properties of the assets. Once
finished, click on “Preview”.

Note: If any column contains the same name as the asset properties, it will be assigned
automatically.

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Once the file has been uploaded, its content will be displayed as a preview:

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 1.​ Preview of the assets to be imported.
2.​ Upload a new .CSV file.
3.​ Import valid assets that have no errors.

*Note: For some of the properties, if a value is not found in the system, it will be created
on-the-fly when importing the assets. These cases will be marked in blue in the preview
and will be considered valid.

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5.3 CIs Explorer

5.3.1 Functions and behavior of the Explorer tab

Next we indicate the components of the Explorer:

1.​ Selection of Assets (we can also select Software, People, Locations or Activities
according to the section we navigate.).
2.​ Access to the custom views administrator.
3.​ Buton to create new custom view.
4.​ View name.
5.​ Filters to apply.
6.​ Save as a new view.
7.​ Export to “.csv” or “.xlsx”.
8.​ Page selector.
9.​ Refresh the current view.
10.​Expand to full screen.
11.​See as a table or cards.
12.​Toggle to show/hide side panel.
13.​Settings: number of items per page and selection of columns to display (only for
assets).
14.​ Selector for bulk editing.

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 15.​Sort results by any given data.
16.​ Column Filters (this apply to the current results of the view).
17.​Total count of assets found or selected.
18.​Total cost of assets found or selected.
19.​Chart distribution according to the selected option.

5.3.2 Custom views for Configuration Items (CIs)

InvGate Asset Management offers a flexible way to manage and organize your
Configuration Items (CIs) by allowing you to create custom views. These views help you
focus on specific assets, track their performance, and monitor changes more effectively.
Whether you are managing hardware, software, or services, setting up custom views
enables you to optimize your workflow and keep critical data at your fingertips. It’s worth
noting that you can create as many views as needed in the Explorers for assets, software,
contracts, CMDB, People, Locations, and Activities.

5.3.3 Creating and updating custom views

1.​ Go to the Explorer and click on the icon to create a new view.
2.​ Select the filters and columns that you want to observe.
3.​ Click on “Save” in case it is being created or “Update” in case an existing view is being
updated.

For more details on how to create and manage CI views, refer to this guide.

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5.3.4 Report generation
The system allows you to export customized views and search results in .csv and xlsx
formats, as well as via email.

Below we detail the maximum number of entries that can be exported per operation
along with some details:

1.​ Up to 50,000 rows + 20 columns.

2.​ 19,999 rows + 50 columns.
3.​ 20,000 rows + 20 columns.

The data can be exported in the following cases:

●​ With option 1, if you have between 20,000 and 50,000 rows and up to 20 columns.

●​ With option 2, if you have between 20,000 and 50,000 rows and between 21 and
50 columns.

●​ With option 3, if you have up to 20,000 rows and up to 20 columns.

If you have more than 50,000 rows and more than 20 columns, you will only be able to
export the data via email.

The file will contain the columns that have been selected in the system at the time of
starting the report.

5.3.5 Export to .csv and .xlsx

1.​ Go to Explorer.
2.​ Select the filters and columns that are of interest.
3.​ Click on the Export icon en select “Export to CSV” or “Export to XLSX”.

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5.4 User Preferences

By clicking the profile image located in the upper-right corner of the screen, the
following menu will be displayed:

1.​ Access to the user profile.

2.​ Access to the "User Options" section.

3.​ Allows customizing the appearance of Asset Management by selecting one of the
following options:

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 ●​ Browser

●​ Light

●​ Dark

4.​ Access to the User Community.

5.​ Access to the user manual.

6.​ Log out button.

5.4.1 User Profile

This profile shows all the assets that have a certain user assigned as owner, as well as a
record of their activity. Owners, in turn, can have tags and an assigned location.

Below, we review the available elements in the profile of a user:

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1.​ Name, email address and type of user.
2.​ Location of the user and editing option.
3.​ Tabs with more information of the user:
a.​ Summary.
b.​ Contracts: It includes detailed information about the contracts assigned to
the user or to the assets which are owned by the user.
4.​ Assets associated with the user.
5.​ Details (phone, cell, address, position, etc.).
6.​ Contracts. This module shows the estimated annual cost of the contracts assigned
to the assets of which the user is the owner or those contracts the user consumes
through the software installed in its assets.
7.​ Tags associated with the profile; it can be edited at any time.
8.​ Documents attached to the profile and option to attach new ones.
9.​ Notes attached to the profile and option to attach new ones.

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5.4.2 User Options
This section allows you to complete fields with essential user information.

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 1.​ Main: Includes the following fields:

○​ Full name.

○​ Username.

○​ Current password.

○​ New password.

○​ Confirm new password.

●​ Information: Includes the following fields:

○​ Email address.

○​ Avatar: Allows uploading a profile picture.

○​ Phone.

○​ Mobile.

○​ Address.

○​ Date of birth.

○​ Job position.

○​ Employee ID.

●​ Regional: Allows the user to select the language to use when navigating Asset
Management in that particular instance. The default languages are:

○​ Spanish.

○​ English.

○​ Dutch.

○​ Portuguese.

5.5 Main Menu

InvGate Asset Management’s main menu is divided into 9 sections:

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1.​ Dashboard
2.​ Assets
3.​ Software

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 4.​ Contracts
5.​ CMDB
6.​ Other CIs
7.​ Activities
8.​ Settings
9.​ Service Management (only displayed if the integration with InvGate Service
Management is enabled)

Below, each section will be described along with its functionalities.

5.5.1 Dashboard
The Dashboard tab allows you to view metrics about the assets included in InvGate Asset
Management and, at the same time, it offers a general overview of the status of each
asset’s most relevant properties.

Moreover, in this tab there are graphics about the distribution of operating system, the
antivirus status, firewall, among others. It even shows the number of assets with expired
warranty.

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Note: The charts may take up to 15 minutes to update automatically.

For detailed information about this section, refer to this guide.

5.5.2 Assets
The Assets tab gathers information related to previously registered assets into Asset
Management. It contains 2 tabs: Assets, Cloud Assets and Discovery.

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By default, when clicking on Assets, you will be redirected to the Explorer tab.

It is easy to locate the characteristics that correspond to each item, such as type, name,
current status, owner, location, MAC address, the default IP address, inventory record
(ID), manufacturer, source of registration, and tags.

To customize a particular view, you can arrange the columns from the Settings icon at the
upper right corner.

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To filter into the Explorer tab, click on Filters to access the box corresponding to the
device where the filter will apply, then select an option from the drop-down list and click
on Update.

The filter will apply to Monitor, and it will get the previously registered monitors to show
up after clicking the Update button -located at the bottom of this section.

Over the next section, you will find a detailed explanation of other functionalities that
serve to better use through the Explorer tab.

[Link] Editing an asset

The data of an asset that is displayed in the Explorer can be edited by following these
steps:

1.​ Click on the checkbox of a particular asset.

2.​ The "Edit Asset" option will be enabled below the Explorer table. Click on it:

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A window will open on the right side with fields that can be edited as a block (those that
do not want to be modified will keep their current value):

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When finished, click on “Apply”.

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[Link] Bulk Asset Editing
The data displayed in the Explorer can be edited in bulk by following these steps:

1.​ Click on the checkbox.

2.​ Select "all of this page", "all" the results or "none".
3.​ The "Bulk Edit" option will be enabled below the Explorer table. Click on it:

A window will open on the right side with fields that can be edited as a block (those that
do not want to be modified will keep their current value):

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When finished, click on “Apply”.

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[Link] Bulk edit of asset tags
The tags associated with the assets that are displayed in the Explorer can be edited in
bulk by following these steps:

1.​ Click on the checkbox.

2.​ Select "all of this page", "all" the results or "none".
3.​ The "Tags" option will be enabled under the Explorer table. Click on it:

A popup will open with the tags created in the instance. You can choose the option to add
the tag or smart tag to those that already have the asset or replace all those assigned by
the selected one.

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When finished, click on “Apply”.

[Link] Generating QR codes for assets

Through the Explorer, Asset Management allows the individual or bulk generation of QR
codes in order to print asset labels directly from Asset Management or through a .csv file
which will be later used by an external software. You can export up to 99 QR codes in each
operation.

Generating QR codes from the Explorer

Go to Assets > Explorer and select the assets for which you wish to generate a QR code.

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Click on the Export icon . Next, a list will be displayed. Select “Generate selected
QR codes”.

Next, the following popup window will appear:

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In the “Method” field, select one of the following options:

1.​ Document: it allows the generation of QR codes for direct printing in Asset
Management. It is the default option.
2.​ CSV: when selecting this option, a .cvs file containing the items listed below will be
automatically downloaded
●​ Dynamic URL.
●​ Inventory ID
●​ Name
●​ Type.

Reminder: If you select this option, you must use an external software for the labels
generation.

If you select the “Document” option, the “Layout” field will also be enabled:

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 ​

1.​ Auto adjust: This option enables the generation of an image with the QR codes set
in line in order to maximize the use of printing space for A4 or letter size paper.

2.​ One per row: This option generates an image which contains one QR code per line,
thus making it easier to customize the page if you use thermal printers.

Once you have selected the “Method” and “Layout” options, click on “Print”.

Next, you will visualize the image with the corresponding QR codes and the browser’s
print module will appear:

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For more details, you can also read this article.

Generating a QR code in the asset profile

You can also generate a QR code from an asset profile.

Go to the asset profile and click on . Next, select “Generate QR code”.

An image of the QR code will be generated for the asset and the browser’s print module
will appear:

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Reading a QR code

Once you have generated a QR code, it can be read with a QR reader in Asset
Management’s search bar. It should be noted that the codes generated in Asset
Management can be read individually or in bulk.

[Link] Change of status

Within the Discovery table, the devices will be assigned one of the two available states:

●​ Pending.
●​ Ignored.

Any new device that is found will be identified as pending. They will also be the ones that
will be seen by default when entering the Discoverys section.

Any device that is marked as ignored will be updated if it is found again when performing
a network analysis, but it will not be visible in the default view of the Discovery section.

To change the status of a device, the following steps must be followed:

1.​ Click on the checkbox of a particular device.

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 2.​ The options "Set as pending" and "Set as ignored" below the table will be enabled,
depending on the selected view.
3.​ Click on the desired option.

The change of status can be done both singularly and massively.

[Link] Cloud Assets Tab

Cloud Assets Discovery in InvGate Asset Management enables your organization to gain
full visibility into its cloud-based IT assets. By automatically identifying and cataloging
resources across multiple cloud providers, it ensures accurate asset tracking, optimized
resource allocation, and compliance with company policies.

With Cloud Assets Discovery, IT teams can monitor virtual machines, storage instances,
networking components, and other cloud resources in real-time. This centralized
approach simplifies asset management, reduces security risks, and enhances
decision-making through accurate and up-to-date inventory data.

By integrating tools such as Microsoft Azure or AWS, you can import and synchronize
virtual machines into InvGate Asset Management, as well as import other resources as
cloud assets in IGAM. This process generates individual profiles with information about
each virtual machine and existing resource.

The resources you can import include:

●​ Virtual Machines (VMs)

●​ Resource Groups
●​ Virtual Networks and Network Interfaces
●​ SQL Databases for commonly used engines

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 ●​ Unstructured Data Storage
●​ Storage Accounts
●​ Public IP Addresses
●​ Load balancers

Once you have configured your Discovery source for Cloud assets, you can access a
centralized view of all your Cloud resources from Assets > Cloud Assets.

From this section, you will be able to:

●​ Apply filters to refine the displayed assets.​

●​ Create custom views for better organization.​

●​ Export views for external use.​

●​ Switch to card view for a more visual representation.

For more information on how to configure Cloud asset discovery, refer to this guide.

5.5.3 Software
The Software tab gathers the information associated with the programs already installed
into the registered items. It contains three tabs: Software, Cloud software and
Deployment.

[Link] “Software” Tab

This tab contains information related to the programs installed on registered items. Data
can be grouped by name, market version, or reported version. To do so, click on the "All
Installations" dropdown list, which is the default option.

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You can find the corresponding data in each column, such as type, program name, version
market, reported version of the software manufacturer, operating system, and category.

It is also possible to identify the name, location, and asset owner.

To filter through the Software tab, the default behavior (when clicking on Filters) will
apply the filters considering two software types:

1.​ Standard (any registered installation), and

2.​ Suite (packages such as Office 365, for example).

To apply the filter to every box, click on All.

The Update box is hidden by default. To get updates for each registered operating system,
you must enable the Update box and select an option from the drop-down list.

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[Link] “Cloud Software” Tab
This tab contains information about the Cloud software subscriptions in your instance.

It includes the following details:

●​ Subscription name
●​ Manufacturer
●​ Plan
●​ Subscriber's name
●​ Location
●​ Category
●​ Type
●​ License classification
●​ Related Business Applications

Note: Currently, only Microsoft 365 software installations are displayed here. For more
details, refer to the article M365 Integration: Control and Usage Analysis for Microsoft
365 Licenses in InvGate Asset Management.

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[Link] “Deployment” Tab
Software and configurations deployment, which can be accessed from Software >
Deployment, is the process of remotely distributing and installing software and applying
configurations on computers equipped with the Asset Management Agent. This
functionality is valuable as it is an automated process that does not require manual
intervention from administrators or end-users, streamlining daily tasks.

For more information on how it works, please refer to the Software and Configurations
Deployment guide.

[Link] “Authorization Policies” Tab

Efficient management of the software installed on devices is essential to maintain your
organization’s infrastructure security and ensure compliance. In this context, InvGate
Asset Management allows you to create policies that classify different titles as allowed,
prohibited, or under review.

This tool provides stricter control over software usage within the organization, enabling
the automatic detection of unauthorized or potentially malicious applications. By
establishing clear categorization rules, you can reduce security risks, prevent license
violations, and keep your operations aligned with internal policies or external regulatory
standards.

In addition to strengthening your security posture, this feature offers a key compliance
advantage, as it allows centralized auditing and management of which software is
installed, how it is categorized, and what actions should be taken based on its status.

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From the Software Policies tab, you can view the list of created policies and easily manage
their priority. The explorer displays the following information:

1.​ Button to create a new policy

2.​ Search bar to find policies by name or description

3.​ Quick filters

4.​ Button to export to CSV or XLSX

5.​ Refresh button

6.​ Policy: shows the name and description of the policy

7.​ Status: includes the following types:

●​ Active: The policy is active and being applied to devices according to the
defined rules.

●​ Deactivated: The policy is no longer applied. Devices previously affected

are no longer under its scope, and the system shows it in gray.

●​ Not applied: This is the initial state of a new or modified policy; it hasn't
been processed yet, so it has no effect.

●​ In progress: Indicates the system is processing the policy; during this time,
no changes can be made to it or other policies.

8.​ Affected installations: Shows the total number of installations included in the
policy. Clicking the number redirects you to the filtered Software Explorer.

9.​ Excluded: Shows the total number of assets excluded from the policy.

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 10.​Last execution: Displays the date of the last execution and details of the next one.

11.​Last updated by: Shows the name of the user who last updated the policy.

12.​Drag and drop icon to reorder policy priority.

13.​Button to access policy management actions.

To learn how to configure new software authorization policies, refer to this guide.

5.5.4 Contracts

[Link] Contracts Tab

The Contracts tab refers to the information of the registered contracts. You can find the
data corresponding to the characteristics of each contract, such as the name of the
contract, type of contract, the contract’s current status, owner, type of license, assigned
licenses, available licenses, program, and type of program.

For more detailed information regarding contracts, please refer to this guide.

[Link] Software Compliance Tab

The Software Compliance functionality allows you to monitor and control the usage and
installations of software within your organization to maintain a record of acquired
licenses, ensure that the number of installations matches the purchased licenses, and
therefore guarantee that only authorized software is being used following the terms and
conditions outlined in the licenses.

For more detailed information regarding Software Compliance, please refer to this guide.

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5.5.5 CMDB
The CMDB section allows you to view and manage all the Business Applications created
in the instance, offering an overview of the number of CIs and relationships, owner and
location, among other details. You can also search for the BAs through the search bar,
export them and switch to the table view. It contains the following options:

1.​ Button to access the views administrator.

2.​ Button to create new view.

3.​ View name.

4.​ Filters. Apply conditions or groups of conditions to search for BAs.

5.​ Save. After applying filters, you can save the custom view, preserving applied
filters for subsequent use.

6.​ Export. Export the content to CSV or XLSX files.

7.​ Refresh.

8.​ Switch to table view.

9.​ Settings. Customize the display preferences by adjusting the number of results
displayed per page.

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5.5.6 Other CIs

[Link] People
The People tab gathers information related to registered people. You can find the data
corresponding to each individual, such as name, email, role, username, address, and
telephone number, among others.

[Link] Locations
The Locations tab contains the information related to the place where there are assigned
items. You can find the data corresponding to each spot, such as country, city, total
registered Assets, and total registered users, among others.

[Link] Vendors
Vendors contains information related to the companies or entities that supply goods or
services to the organization. Each column allows you to easily view the data
corresponding to each vendor, such as name, status, monitored assets, active contracts,

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email address, legal address, phone number, and associated tags, among others. In
addition, this view provides quick access to contact information and vendor status to
facilitate the management and control of business relationships. For more information,
see this guide.

5.5.7 Activities
InvGate Asset Management allows you to view all the activities related to your
Configuration Items in one unified tab. As usual, you can also check the activities of each
CI by viewing their profiles.

The goal of this section is to allow you and your company to understand which changes
have happened during a certain time frame. This way, you can further monitor your CIs,
create more detailed reports, and perform deeper analysis.

Notice the table contains the Filters and Export tabs. The two possible exporting formats
are CSV and XLSX.

[Link] Activities Details

The Activities table displays information useful for you and your company:

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1.​ Type: this is represented by the CI icon and a color, which changes according to
this color code:

a.​ Green:
■​ When there is no previous value.
■​ When the CI is created.
■​ When it represents an assignment (tags, documents, new software,
etc.).

b.​ Blue: when it represents an update.

c.​ Red:
■​ When the current value is null.​
■​ When the CI is deleted.
■​ When it represents a deallocation (tags, documents, uninstalled
software, etc.)

2.​ The Date the activity took place. This column can be arranged in an ascending or
descending order.

3.​ The Event of the activity itself.

4.​ The CI of the activity.

5.​ The value the CI displayed before the activity took place.

6.​ The value the CI displays after the activity takes place.

7.​ A description of the activity.

8.​ Who performed the activity.

9.​ The priority of the activity itself.

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[Link] Table Filters
The filters you can apply to the Activities table are the same you can use in the Explorer
and Discovery sections.

You can add a set of conditions to filter which CIs you want to view in the table. In the next
example, the table will display all Keyboards acquired before March 2021:

[Link] Activity Filters

On the other hand, you also count with a section to specifically filter activities:

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These options allow you to adjust the Global Activities table according to the information
you need. Just like the table itself, you can also apply the filter to arrange activities in a
descending or ascending order.

Once you are done, click on Apply and the filter will be applied.

5.5.8 Settings Section

The Settings section, available only for Administrators, centralizes all configuration
options for the instance.

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For detailed information on each tab and its configuration details, please refer to 4.
Settings: Product Configuration.

[Link] How to View System Configuration Event Logs

Within Settings > System > Events, you can access event logs. These events are useful for
maintaining a record and visualizing changes in the configuration of the following system
modules:

●​ Tags.

●​ Users (creation, import, and management).

●​ User authentication and permissions.

●​ Software Deployment.

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Information can be filtered by date, event type, author, and priority.

Additionally, data can be exported in CSV and/or XLSX format, or through the API.

5.5.9 Service Management

If you’ve configured an integration with InvGate Service Management, this section will
redirect you to it. Here you’ll find more information on how to integrate InvGate Asset
Management with Service Management.

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5.6 Configuration Items Profiles
There are four types of assets:

●​ Those that report through the agent.

●​ Devices that are discovered through network analysis and converted to assets.
●​ Those that are imported and synchronized through external entities.
●​ Those that were added manually.

All of them can have labels, owners, locations, attachments, a health status, an activity log,
related requests via InvGate Service Management, and financial information. In addition,
depending on the type of asset, more information can be found.

It is important to note that the information available in the profiles may vary depending
on the type of asset and its source.

Each configuration item will have a specific profile displaying its general status. Below are
examples of generic profiles for a computer with an Agent source, a printer configured
with the InvGate Discovery source, and a router.

5.6.1 Header
Additionally, all configuration item profiles include a header with the following
information:

●​ Icon illustrating the asset type.

●​ Asset name.
●​ Asset type.
●​ Last updated date and time.
●​ Status.
●​ Location.
●​ Owner.
●​ Remote Desktop.
●​ Icon for subscription.
●​ Access to the edit section.
●​ Settings button to create a request in Service Management or generate a QR code.

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5.6.2 Common Tabs Across All Assets

It is important to note that the number of tabs displayed in the profile depends on the
asset type and its source. Below is a list of tabs common to all assets and the information
they contain:

[Link] Home

Displays a summary of the asset's status and associated information, including:

●​ Software
●​ Hardware
●​ Network
●​ Discovery source
●​ Tags applied to the asset
●​ Custom fields
●​ Requests
●​ Business Applications the asset is part of
●​ Operating system users
●​ Chain of custody
●​ Attachments
●​ Notes

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[Link] Contracts

This tab consolidates information about contracts related to the asset, including:

●​ Contract name
●​ Contract type
●​ Contract status
●​ License type
●​ Software name and type
●​ Expiration date
●​ End of support date
●​ Annual license cost

[Link] Requests

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If there is an active integration with InvGate Service Management or ServiceNow, this tab
provides access to details of requests related to the asset, including:

●​ Request title
●​ Status
●​ Priority
●​ ID
●​ Last updated date

[Link] Activities

The Activities tab shows details of recent changes made to the asset. Users can filter by
date range and apply various filters.

[Link] Financials
The Financials tab provides financial information about the asset, including:

●​ Warranty expiration date

●​ Inventory ID
●​ Price and depreciation details
●​ Price and acquisition details

5.6.3 Computer Profile

Below, we outline the elements available in the profile of an asset reported by an agent:

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[Link] Home Tab

1.​ Asset name.

2.​ Last update.

3.​ Status and option to change it.

4.​ Location and option to change it.
5.​ Asset owner and option to change it.
6.​ Remote desktop enabled for the asset.
7.​ Option to follow the asset to receive notifications about changes and activity.
8.​ Edit asset profile.

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 a.​ If there’s an active integration with InvGate Service Management, a gear
icon will become visible, which allows the creation of a request directly
linked with the Asset.
9.​ Tabs with more asset information:
a.​ Home: iIncludes general information about the asset.
b.​ Hardware: detail of the hardware information reported by the asset.
c.​ Software: detail of the facilities reported by the asset.
d.​ Contracts: detail of the contracts associated with the assets and contracts
of the software installed in the asset.
e.​ Financial information: detail of the financial data entered for the asset.
f.​ Requests: list of requests associated with the asset, including details of the
priority, status and hyperlink to the request in InvGate Service
Management.
g.​ Activity: detail of changes in status or properties registered by the asset.
10.​Connectivity status and agent version installed (configured in preferences).
11.​Status Antivirus
12.​State Firewall
13.​Asset Health status (determined based on health rules defined).
14.​Summary of software information asset. Note: In the section of installed software,
the first number indicates the software with the default filters applied, and the
second number indicates the total.
15.​Geolocalization data.
16.​Tags assigned to the asset and button to add others.
17.​ Summary of hardware information of the asset.
18.​Custom fields of the asset.
19.​Users who logged in to the asset.
20.​Status of open requests, linked via InvGate Service Management.
21.​Summary of network information of the asset.

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 22.​Contracts module which shows the estimated annual cost of the contracts
associated with the asset. Said contracts may be of two kinds: software contracts
and asset contracts.
23.​Documents attached to the profile.
24.​Notes attached to the profile.
25.​Agent information and last reporting date.

[Link] “Hardware” Tab

The Hardware tab contains information about:

●​ CPU
●​ Motherboard
●​ RAM
●​ Network
●​ Storage
●​ Monitors
●​ GPU
●​ Printers

[Link].1 Disk encryption status

In the “Hardware” tab located in the Configuration Items profile, within the Storage
section, the disk encryption status is detailed. This functionality aims at revealing which

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documents have encrypted disks since having this information is key when it comes to
conducting audits or obtaining security certifications such as SOC2.

According to the information gathered through native operating system

programs—Bitlocker for Windows, Luks for Linux and Filevault for Mac—, there are 4
encryption status:

Detected

This status, represented by an orange icon will be displayed when the disk/unit has no
active encryption through a native software, but it has an installed program within the
“Disk Encryption” software category.

Not detected

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This status, represented by a grey icon , will be assigned only to assets that do not
have an updated inventory with new information, assets with no units, or assets with no
collected information.

It should be noted that, when the disk has more than one unit, if at least one of them has
the “Not detected” status, the disk status will be “Not detected”, as it can be seen in the
following picture:

This means that, whenever the disk has more than one unit, the worst situation will be
considered the disk status.

Encrypted

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This state, represented by the green icon , will be assigned when all the disks/units
have active encryption.

Not encrypted

This state, represented by the icon , will be assigned when the disks/units do not have
active encryption or an installed program under the “Disk Encryption” category.

This information can also be visualized in Assets > Explorer, under the “Encryption
status” column.

*Important: external memory units will not be considered for the final encryption status
and will be identified with the icon . Below is an example where the encryption status
of the machine is active and an unencrypted external memory is detected:

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[Link] “Windows” Tab

[Link].1 Windows Information in the Asset Profile

If the device runs a Windows operating system, the Windows Information section will be
displayed in the asset profile. This section includes:

●​ Updates
●​ Services
●​ Startup
●​ Licenses
●​ Shared
●​ Users
●​ Groups

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For more information about this section, read this article.

5.6.4 Printer Profile

Below we detail the information obtained about a printer detected through Asset
Discovery. It is important to note that the displayed information may vary depending on
the type of source and the configured discovery protocols.

[Link] “Home” Tab

The Home tab contains the following information:

1.​ Details such as name, description, OID, manufacturer, model, serial number, IPv4,
MAC address, and SNMP information.
2.​ Ink levels:
In the case of printers, the “Ink levels'' box shows the percentage of remaining ink. Hover
the cursor over the icon to view the color codes and the serial numbers:

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If the printer's ink level cannot be obtained, for example, because the printer is not
reporting or providing the information incorrectly, it will be displayed as "Not detected"
or "Not reported by printer," respectively.

Similarly, by clicking on "View all supplies," you can access the "Supplies" tab to obtain
more information about the status of the printer supplies.

3.​ Tags applied to the asset.

4.​ Attachments.
5.​ Printer uptime.
6.​ Attached notes about the asset.
7.​ Details about the Discovery source.
8.​ Custom fields assigned to the printer.
9.​ Total number of requests associated with the printer.

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[Link] “Supplies” Tab

This tab centralizes information regarding the status of supplies for printers using the
SNMP protocol. Within this section, the following information is included:

1.​ Ink Level. Indicates the remaining ink percentage for each cartridge in the printer.

2.​ OPC Drum. Indicates the remaining lifespan percentage of the Organic
Photoconductor Drum (OPC), which facilitates the transfer of the image through
the process of electrical charging and discharging during printing.

3.​ Developer. Indicates the remaining lifespan percentage of the developer unit, a
component that applies an electrical charge to the surface of the photosensitive
drum.

4.​ Waste Ink Tank. Indicates the remaining capacity of the waste ink tank,
responsible for storing excess ink and residues generated during the printing
process.

5.​ Fuser. Indicates the remaining lifespan percentage of the fuser, a component that
applies heat to fix the ink to the paper.

6.​ Transfer Unit. Indicates the remaining lifespan percentage of the transfer unit,
responsible for transferring the ink to the paper during the printing process.

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 7.​ Cleaner Unit. Indicates the remaining lifespan percentage of the cleaning unit,
responsible for keeping the internal components of the printer clean for optimal
operation.

On the other hand, when the ink level is below 15%, and the remaining percentage of

supplies is less than 10%, the icon will be displayed. Hovering the cursor over this
icon will reveal the details of the alarm:

Note: If it is not possible to obtain data about the supplies because the system is not
receiving information from the printer, the message "Not detected" will be displayed.
However, if the printer is providing invalid information about the supply, the message
"Not reported by printer" will be shown

5.6.5 Switch Profile

[Link] “Interfaces” Tab

In addition, the “Interfaces” tab provides detailed information of the asset interfaces:

1.​ Interfaces. Index assigned to the interface.

2.​ Status. Indicates whether the interface is active or not.

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 3.​ Admin. Indicates whether the interface administration is active or not.
4.​ Connected devices. This indicates which devices are connected to the interface.
5.​ Type. Type of interface.
6.​ Speed. Interface speed.
7.​ MAC address. MAC address of the interface.
8.​ MTU. Interface maximum transfer unit (MTU).

Note: the previously detailed information is available for network devices found
through the Discovery process where the SNMP protocol is activated.

To access the description of the remaining tabs within the asset profile, refer to section
Configuration Items Profiles.

5.6.6 Location Profile

It is a property that can be assigned manually to an asset or user. The profile of a location
shows all the entities and facilities that have it assigned, and also recursively takes into
account its sub-locations.

Next we indicate the available elements in the profile of a location:​

1.​ Name of the location and option to edit it.

2.​ Position within the location structure.
3.​ Profile home.
4.​ List of users that have the location assigned.

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Within the Home tab (2), the following data can be found:

5.​ Amount of assets associated with the location.

6.​ Number of installations associated with the location.
7.​ Number of users associated with the location.
8.​ Documents associated with the location and option to attach new ones.
9.​ Distribution of asset types in the location.
10.​Distribution of main location and sub-locations.
11.​Business Applications related to the location.
12.​Notes related to the location.

5.6.8 Software Profile

This profile shows the details of software programs.

1.​ Name of the program.

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2.​ Manufacturer of the program.
3.​ Category, type and classification of the program.
4.​ Tabs with more information about the asset:
a.​ Home. It includes general information about the asset.
b.​ Contracts. It includes detailed information about contracts that license the
installed software.
5.​ Number of installations.
6.​ Versions registered.
7.​ Most installed version.
8.​ Tags associated with the profile, with the possibility of editing them.
9.​ Distribution of installations by commercial version.
10.​Software use on devices over the last 7 days.
11.​Documents attached to the profile and option to attach new ones.
12.​Historical usage of the software on [Link] item, as well as item 9,
correspond to the Metering functionality. In this document you will find a detailed
Metering guide.
13.​ Contracts. This module shows the total cost, the number of assigned contracts as
well as the contract types.
14.​Notes attached to the profile and option to attach new ones.

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5.6.9 Contract Profiles

[Link] Software Contract Profile

1.​ Contract name.

2.​ Contract type and ID.

3.​ Last update timestamp.

4.​ Current status.

5.​ Contract owner, and the option to change it.

6.​ Edit button and additional options:

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 a.​ Duplicate contract: It clones the contract, opening a new window to edit the
duplicated contract's settings. Additional Considerations: You cannot
duplicate a contract and license the same devices. But, you can duplicate an
expired contract without making any changes.

b.​ Cancel contract: It stops the contract licensing and renders it disabled; the CIs
associated to the contract won’t be considered as licensed anymore. You can
further reactivate it in case you need it.

c.​ Delete Contract: It permanently erases the contract from the database.

7.​ Tabs with more information:

a.​ Home: it includes general information about the contract.
b.​ Activity: It includes details of changes in status or properties registered by the
contract.
8.​ Amount of licenses.
9.​ Amount of assigned licenses.
10.​Amount of remaining available licenses. In the case of contracts with manual
assignment, this box will show the number of available licenses. On the other hand,
in the case of contracts with dynamic assignment, this box will be empty since the
number of available licenses for this configuration is not fixed.
11.​Contract cost details.
12.​Contract general details.
13.​Software program or programs included in this contract.
14.​Installation details; displays licensees assigned to the contract, it can be users,
software installations or assets.
15.​Contract evolution timeline; it shows the relation over the time between the
acquired licenses and the assigned licenses.
16.​Tags associated with the contract.
17.​Attachments.
18.​Notes.

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[Link] Asset Contract Profile

1.​ Contract name.

2.​ Contract type and ID.

3.​ Last update timestamp.

4.​ Current status.

5.​ Contract owner, and the option to change it.

6.​ Edit button and additional options:

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 a.​ Duplicate Contract: It clones the contract, opening a new window to edit the
duplicated contract's settings. Additional Considerations: You cannot
duplicate a software contract and license the same devices. But, you can
duplicate an expired contract without making any changes.

b.​ Cancel Contract: It stops the contract licensing and renders it disabled. You can
further reactivate it in case you need it.

c.​ Delete Contract: It permanently erases the contract from the database.

7.​ Tabs with more information:

a.​ Home: It includes general information about the contract.
b.​ Activity: It includes details of changes in status or properties registered by the
contract.
8.​ Amount of licenses.
9.​ Amount of assigned licenses.
10.​Amount of remaining available licenses. In the case of contracts with manual
assignment, this box will show the number of available licenses. On the other hand,
in the case of contracts with dynamic assignment, this box will be empty since the
number of available licenses for this configuration is not fixed.
11.​Contract cost details.
12.​Contract general details.
13.​Tags associated with the contract.
14.​Assets details; displays the assets related to the contract.
15.​Contract evolution timeline; it shows the relation over the time between the
acquired licenses and the assigned licenses..
16.​Attachments.
17.​Notes.

5.7 Other Profiles

5.7.1 Manufacturer
This profile shows assets of all types that have a certain associated manufacturer, as well
as program installations by that manufacturer.

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Below, we go through the elements available in the profile of a manufacturer:

1.​ Name and URL of the manufacturer.

2.​ Amount of assets associated with the manufacturer.
3.​ Percentage of assets associated with the manufacturer with respect to total
assets.
4.​ Number of installations associated with the manufacturer.
5.​ Percentage of installations associated with the manufacturer with respect to total
installations.
6.​ Distribution of asset types associated with this manufacturer.
7.​ Top 5 asset models of this manufacturer (only if it has associated hardware).
8.​ Top 5 Software of this manufacturer with more installations (only if it has
associated software).
9.​ Distribution of types of software associated with this manufacturer.
10.​Documents associated with the manufacturer and option to attach new ones.

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5.7.2 AWS Account
As we mentioned earlier, it is possible to integrate InvGate Asset Management with
Amazon Web Services. Once the integration is configured, a profile will be created for
each EC2 instance and one for the account profile.

Below, we go through the elements available in the profile of the AWS account:

1.​ Account name; It is possible to edit it at any time by clicking on the edit icon.
2.​ Account owner; analogously, an owner can be assigned and edited at any time.
3.​ Account details. total number of instances, total cost, instances classified by type,
regions, monthly expenses, and instances by operating system.

5.7.3 Azure Account

As we mentioned earlier, it is possible to integrate InvGate Asset Management with
Azure. Once the integration is configured, a profile will be created for each VMs and one
for the account profile.

Below, we go through the elements available in the profile of the Azure account:

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 1.​ Account name; It is possible to edit it at any time by clicking on the edit icon.
2.​ Account owner; analogously, an owner can be assigned and edited at any time.
3.​ Account details. Total number of instances, total cost, instances classified by
family, regions, monthly expenses, subscriptions, documents, and instances
classified by operating system.

5.8 Notifications
Notifications let you know about changes and activity records in the assets to which you
are subscribed.

5.8.1 Visibility
The initial warning is a pop-up message of limited duration, which is then stored in the list
of notifications located in the upper right menu. From there, you can check the latest
events, and the count of unread notifications is displayed:

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This list includes:

1.​ Notification shortcut and count of unread notifications.

2.​ Reported event, asset affected by it and a hyperlink to its profile.
3.​ Mark notification as read.
4.​ View subscriptions (see "Subscriptions").
5.​ Mark all notifications as read.

5.9 Subscriptions
If a user subscribes to an asset, they will receive notifications about events related to it.

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5.9.1 Subscription list
If you drop down the list of notifications, you can access subscriptions with the “View
subscriptions” option.

Within the list, you can access the following details:

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1.​ Total count of assets followed.
2.​ Search by asset name.
3.​ Hyperlink to the profile of the asset and its type.
4.​ Unfollow the asset.
5.​ Notification about the asset.

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