Home > Inventory > Working with Computers

Working with Computers

A computer record in Web 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 Web 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 Service Desk Tickets to the computer and its related peripherals. 

Adding Computers
The easiest way to get computer records in Web Tracks is to inventory them using Web Tracks Audit. 

To manually add a computer to Web 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 Web Tracks Audit, it will use a PC Audit License.

Disposing of Computers
To remove a computer from Web 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 radio option 'Software Detected on this Computer' should be selected by default.  This list shows you the software Web Tracks Audit detected on this PC.

Assigning Software Assets to Computers
Web 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 Allocated to this Computer'
5. Click the 'Allocate' command.
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

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

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 Web Tracks you can associate documentation records with any inventory item.  To Add a shared document link to a computer switch 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 ticket history list.  If you are using the Service Desk feature within Web Tracks, tickets can be linked to computers, peripherals and/or software products.  The history tracking features in Web Tracks makes it very simple to track the health of a PC from purchase through disposal.