Working with Computers

A computer record in Mouse Tracks is a central piece of IT inventory tracking.  A computer can have peripherals, disks, documentation and software associated with it.  To access computer records in Mouse Tracks a user must have Inventory Permissions.

Allocated vs. Not Allocated
When a computer is 'Allocated' this simply means that it is assigned to a user.  If the computer is 'Not Allocated', this means that it is not assigned to a user.  It is recommended that you allocate your computers to your users.  You may even want to create generic user ID's, such as 'Server Room'.  You could then allocate all your computers in the server room to this ID. 

Allocating computers to users will not only show you the user to which the computer is assigned, but it will also allow you to more easily track Help Desk Tickets to the computer and its related peripherals. 

Adding Computers
The easiest way to get computer records in Mouse Tracks is to inventory them using Mouse Tracks Audit 32.  Once you run the audit program, you will need to Import the Audit Files.

To manually add a computer to Mouse Tracks, click the Add command from the computer list.

You can quickly duplicate a computer record by clicking the Duplicate Record command on the Computer List.  When you click this command, you will be prompted for a new computer Tag number.  You will also have the option of duplicating the computer's disks, and software.  If you duplicate a computer that was created using Mouse Tracks Audit 32, it will use a PC Audit License.

Disposing of Computers
To remove a computer from Mouse Tracks, select the computer from the list and then click the Dispose command.  This will bring up the Dispose Equipment form where you can type further details before deleting the record.

Assigning Peripherals to Computers
You can assign a peripheral to a computer by selecting the Peripherals Tab and clicking on the Add command under the Peripheral List.  You can also assign a peripheral by editing the peripheral's record.  Once you assign a peripheral to a computer, the peripheral is then considered 'Allocated'.

Viewing Software Detected on a PC
To see the software detected on a PC, edit a computer and switch to the 'Software' tab.  The toggle option 'Software Detected on this Computer' should be selected by default.  This list shows you the software Mouse Tracks Audit 32 detected on this PC.

Assigning Software Assets to Computers
Mouse Tracks allows you to allocate specific software assets to individual computers.  Since a software asset may account for more than one license (like with an Open License Agreement), you may allocate the same the same software asset to more than one PC.  Software Assets can be allocated to PC's through either the computer detail form or from the software asset list...

Instructions for allocating software assets through the computer detail form.

  1. Open the computer list
  2. Edit the computer to which you will be assigning the software asset
  3. Switch to the 'Software' Tab
  4. Click the radio option for 'software licenses allocated to this computer'
  5. Click the 'Allocate Software Licenses to this Computer' button
  6. Select the software asset(s) which you want to assign to the computer and then click the 'allocate' command.

See Working with Software Assets for an alternative way to allocate Software Assets to PC's.
 
Attaching Files to Computers Records
Mouse Tracks 2007 introduced the powerful ability of file attachments.  The following steps will teach you how to attach electronic manuals, warranty information, procedural related documents, or any other files associated with a computer record.

  1. Switch to the Attachment tab in the Computer Detail form
  2. Click the 'Add' Command
  3. Browse to the file
  4. Click Ok

The file is now stored in the database with the associated computer record.

For more information on Attachments see Working with File Attachments.

Linking Shared Documents to Computer Records
In Mouse Tracks 2009 you can associate documentation records with any inventory item.  To Add a shared document link to a computer s
witch to the Documents tab in the Computer Detail form

  1. Click the 'Add' Command
  2. Select the item(s) you wish to link
  3. Click Link

The documentation asset is then associated with the computer record.

For more information on Attachments see Working with Documentation.

Record History & Problem History
Any changes made to a computer record are stored in the record's history field. Viewing the history field is an easy way to see the changes made to the computer.  The history tab in the computer detail form also contains a problem history list.  If you are using the Help Desk feature within Mouse Tracks, tickets can be linked to computers, peripherals and/or software products.  The history tracking features in Mouse Tracks makes it very simple to track the health of a PC from purchase through disposal.