TDX DSAR: Work with Departmental Software Asset Registry

This article is for agents in groups onboarded to use the Departmental Software Asset Registry in TeamDynamix (TDX) and covers how to add, modify, view, and report on software asset records.

 

 

In This Article:

 

 

Managing Software Records

 

Add New Software Asset Records

  1. Go to TD Work Management 
  2. Click View Applications and select Departmental Software Asset Registry.
  3. Click New Asset button.
  4. From the dropdown, select Departmental Software Asset Registry Form.
  5. Complete the form:
  • Hover over the  ?  icon to view detailed help text for each field.
  • Complete the Entitlement Identifier field according to the guidelines provided in the help text.
  • Ensure you select your Responsible group for the Operational Support Group filed. 
  • Complete or skip optional fields based on your group's internal processes and reporting needs.
  1. When you finish, click Save.

 

View Software Asset Records

Because the Global Search and Filter features have limited or no usefulness for this solution, use reports to view your group's software asset records.

The TDX Admin Team provides a starter report for each group to see their data:

  1. Go to TD Work Management 
  2. Click View Applications and select Departmental Software Asset Registry.
  3. In the left navigation, under All Software Records, click Software Records: xxx. The xxx represents your group name or abbreviation.

Result: A table displays the software records supported by your group.

The Software Records: xxx report provides a starting point. We recommend creating additional reports with the columns, filters, and other options that best meet your group's needs.

 

Create Software Asset Reports

You can create software asset reports in Departmental Software Asset Registry, similar to how you create ticket reports in the Tickets application.

  1. Go to TD Work Management 
  2. Click View Applications and select Departmental Software Asset Registry.
  3. Click Reports drop-down and select New Report.
  4. For the type of report, select Asset Report
  5. Configure the report as desired by adding/removing columns, filters, and choosing the visibility settings.
  6. In the report filters, add the following condition to limit the results to your group's records:
  • Support Group > is one of > your-group-name.​
  1. When you finish, click Save.

After you create reports, you can make them show in the left navigation of Departmental Software Asset Registry, add them to an existing ticketing dashboard, or create a dedicated software asset management dashboard under the Home tab in TD Work Management.

 

Modify Existing Software Records

To modify an existing software asset record, first locate the desired record. After you locate the record, make the necessary changes.

Step 1: Locate the Software Asset Record

You can locate the record in several ways. One methods is given below:

  1. Go to TD Work Management 
  2. Click View Applications and select Departmental Software Asset Registry.
  3. In the left navigation, under All Software Records, click Software Records: xxx. The xxx represents your group name or abbreviation.
  4. Sort or scroll through list to find the desired record.

Step 2: Modify the Software Asset Record

  1. Click the Asset ID or Serial Number (Entitlement Identifier) 
  2. Click Edit.
  3. Make the necessary changes.
  4. Click Save.
  5. Click To Detail.

Result: The changes are saved, and a feed entry is logged as a change audit trail. 

 

Associate Users to Software Records

You can associate users with a software asset record to track who has been allocated a license. Keeping these associations accurate and up to date allows you to report on license allocations and usage.

To associate users with a software asset record, first locate the desired software asset record, then add the users to the record.

Step 1: Locate the Software Asset Record

You can locate the record in several ways. One methods is given below:

  1. Go to TD Work Management 
  2. Click View Applications and select Departmental Software Asset Registry.
  3. In the left navigation, under All Software Records, click Software Records: xxx. The xxx represents your group name or abbreviation.
  4. Sort or scroll through list to find the desired record.

Step 2: Associate Users with the Software Asset Record

  1. Click the Asset ID or Serial Number (Entitlement Identifier) 
  2. Click Users tab.
  3. Click +Person. 
  4. Use Lookup to search for the desired user.
  5. Click Save.

Result: The selected user is associated with the software asset record, and the change is logged in the record feed. 

 

Disassociate Users from Software Records

You can disassociate users from a software asset record when they are no longer allocated a license. Keeping user-asset associations accurate and up to date helps ensure accurate license allocation and usage reporting.

To disassociate a user from a software asset record, first locate the desired record, then remove the user from the record..

Step 1: Locate the Software Asset Record

You can locate the record in several ways. One methods is given below:

  1. Go to TD Work Management 
  2. Click View Applications and select Departmental Software Asset Registry.
  3. In the left navigation, under All Software Records, click Software Records: xxx. The xxx represents your group name or abbreviation.
  4. Sort or scroll through list to find the desired record.

Step 2: disassociate the User from the Software Asset Record

  1. Click the Asset ID or Serial Number (Entitlement Identifier) 
  2. Click Users tab.
  3. In the Remove column, click Remove for the user you want to disassociate.. 
  4. On the confirmation prompt, click OK.

Result: The selected user is disassociated from the software asset record, and the change is logged in the record feed. 

 

Associate Tickets to Software Records

You can associate tickets with a software asset record to track work related to that software asset.

To associate a ticket with a software asset record, first locate the desired record, then add or create the ticket.

Step 1: Locate the Software Asset Record

You can locate the record in several ways. One methods is given below:

  1. Go to TD Work Management 
  2. Click View Applications and select Departmental Software Asset Registry.
  3. In the left navigation, under All Software Records, click Software Records: xxx. The xxx represents your group name or abbreviation.
  4. Sort or scroll through list to find the desired record.

Step 2: Associate a Ticket with with the Software Asset Record

  1. Click the Asset ID or Serial Number (Entitlement Identifier) 
  2. Click Tickets tab.
  3. Choose one of the following options:
    • To associate an existing ticket:
      1.  Click +Add Tickets. 
      2. Use Lookup to search for the desired ticket.
      3. Click Save.

Result: The selected ticket is associated with the software asset record, and the change is logged in the record feed.

  • To create and associate a new ticket:
    1. Click +New Ticket
    2. Follow the standard ticket creation process

Result: The new ticket is created and associated with the software asset record, and the change is logged in the record feed. 

 

 

Managing Software Publisher Records

Add New Software Publishers Records 

We use the OOTB Vendors functionality to maintain software publisher records. To keep the registry accurate:

The platform does not enforce these naming standards, so maintaining accurate vendor records is a shared responsibility.

To add a new software publisher:

  1. Go to TD Work Management 
  2. Click View Applications and select Departmental Software Asset Registry.
  3. In the left navigation, click Vendors.
  4. Search the existing vendor records to confirm the vendor does not already exist
  5. Click +Vendor.
  6. Complete the New Vendor form:
  • For the Name, use the vendor's official name.
  • Make sure Active is checked
  • Ignore all other optional fields. 
  1. Click Save.

Result: The new vendor record is created.

 

Modify Existing Software Publishers Records

We use the OOTB Vendors functionality to maintain software publisher records. When updating a vendor, keep the vendor name accurate and consistent:

The platform does not enforce these naming standards, so maintaining accurate vendor records is a shared responsibility.

To add a new software publisher:

  1. Go to TD Work Management 
  2. Click View Applications and select Departmental Software Asset Registry.
  3. In the left navigation, click Vendors.
  4. Search the existing vendor records to confirm the vendor does not already exist
  5. Click +Vendor.
  6. Search or scroll to locate the desired vendor.
  7. Click the vendor's name.
  8. Click Edit.
  9. Make the necessary changes.
  • If changing Name, use the vendor's official name
  • Make sure the change do not create a duplicate vendor.
  1. Click Save.
  2. Click To Detail.

Result: Changes are saved and immediately reflected on associated software asset records.

 

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