Working with attributes in Asset Manager

Attributes describe assets and records to provide detailed contextual data. Each attribute is a piece of data or metadata, and can represent permanent or temporary information. A wide range of attributes are possible, and different asset types and record types can have very different attributes. Here are a few examples:

  • Name
  • ID
  • Description
  • Serial number
  • Contact or owner information
  • When the asset or record was created
  • When the asset or record was last updated
  • The physical location of a server
  • The person assigned to a company laptop
  • Relationships to other objects
  • Supporting attachments

The Asset Manager app requires a subscription to IT Risk Management or Third Party Risk Management.

How it works

You record attributes in assets and records.

All attributes are instances of an attribute type. The attribute type is a class that defines the format and behavior of its attributes: which asset types and record types they appear in, what kind of data they store, whether it's required data, and how it looks and works in Diligent One's user interface.

Example

Scenario

Your colleague, Jorgeo, is listed as the owner for several third-parties whose tools your team uses. Jorgeo is retiring, so you need to transition ownership of those third parties to Ashley, another member of your team.

Process

  1. Navigate to the Third Party asset type.
  2. Open the third party you want to reassign.
  3. In the Details tab, find the Business Owner attribute, and change Jorgeo to Ashley.
  4. Repeat this step for each asset you need to transition to Ashley.

Result

Ashley is now listed as the owner for all of Jorgeo's assets, and will be responsible for their risk management going forward.

Creating attribute types

  1. Open Launchpad.
    Note

    If your company uses more than one instance in Diligent One, make sure the appropriate instance is active.

  2. Select Platform Settings > Configuration.
  3. Click Attribute Types from either the side panel or the tile. The Attribute Types page opens.
  4. To add an attribute type, click Add attribute type.
  5. Enter the Admin name and Display name.
  6. Optional. Enter a tooltip. This will appear below the attribute name.
  7. In the Configuration options, select Required if you want this attribute to be mandatory when used in a handler condition. Else, you can leave this unchecked.
  8. Select the Response type. For example: Text, number, boolean, etc.
  9. Click Add. The attribute type is added to the list.

Updating attribute types

  1. Open Launchpad.
    Note

    If your company uses more than one instance in Diligent One, make sure the appropriate instance is active.

  2. Select Platform Settings > Configuration.
  3. Click Attribute Types from either the side panel or the tile. The Attribute Types page opens.
  4. Click on the name of an attribute type you want to edit. This opens the attribute details page.
  5. Click Edit. The General Information area becomes editable, and you can edit the Display Name, Tooltip, Configuration options, and Response type.
    Note

    Static fields such as the Admin name, Created by, Last updated by, and the Response type cannot be changed. The Response type itself cannot be changed, but aspects of it can be edited. For example, if the Response type is Boolean, Default True can be changed by toggling on or off.

  6. Click Save. Your changes appear on the attribute type details page.

Organizing attribute types

Diligent consultants can also help you organize the attribute types associated with any given asset or record type. Here's how it works:

  • Attribute types can appear in multiple sections. For example, if you configure an asset type to have an Overview and a Key People section, you can include the Business Owner attribute type in both. If you update an asset's business owner in one section, the updated value will automatically appear in the other.
  • You can hide attribute types by not associating them with any section; however, doing so doesn't delete the attribute type or the values associated with it.

Metadata attribute types

Certain attributes indicate when the asset or record was created and last updated (for example, the Created By attribute type), and the users who performed those actions. These attributes appear in the Details tab (on the right side) of every asset and record.

Deleting attribute types

You cannot delete attribute types on your own, but you can engage our consulting team to do this for you.

Updating attributes

To update an attribute, open the asset or record you want to change, and change the attribute value.

Work with attachment attributes

The attachment attribute type allows users to upload files to assets or records.

Uploading to attachment attributes

Depending on how the attribute type is configured, you may be allowed to upload multiple files, or you may be limited to only uploading one.

  1. Open the asset / record of your choice.
  2. In the Attachment section, either drag and drop the files or click [Select files to upload]. The file appears in the attachment attribute.

Downloading attachments

To download an attachment, click the Download icon .

Deleting attachments

To delete an attachment, click the Delete icon , then click Confirm.