Working with asset records in Asset Manager

Records are how you capture and document tasks, events, and items in the context of an asset. A record could be an incident like a server outage, a contract for a third party, a security gap and corresponding remediation plan, or anything else relevant to an asset.

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

How it works

You create records that are related to assets.

All records are instances of a record type. They are not children of that record type (records are children of the asset they were created in). The record type is a class, which defines the pieces of data its records should have and how they should behave: what attributes they have, what workflow they move through during their life-cycles, and who can see them and work on them. The exact behavior of each record type is determined by its relationship to a workflow, asset types, attribute types, and roles.

In many ways, a record type is to a record what an asset type is to an asset. A record is also similar to an asset: you record attributes for both, and you take both through your risk mitigation workflows. However, you do not have to assess the risks associated with records.

Creating, updating, and deleting record types

We supply record types as part of your solution. You cannot create, update, or delete record types on your own, but you can engage our consulting team to customize your environment.

Viewing records

You can view records in the asset they belong to, or you can view a table that lists all records of a given record type. The flat table option is helpful if you are not sure where a record exists or do not want to click through several levels to get to something.

Viewing records in an asset

1. Open the Asset Manager app.
2. Under All Asset Types, click the asset type of your choice.
3. In the asset list, click the name of the asset of your choice. If you have a large number of assets, you can search, sort, and filter to find the right one.
4. Click the record type tab, and from the record list, click the name of the record you want to view. The record type tab is configurable, so the tab name can be Findings, Records, etc.

Viewing records in a flat table

1. Open the Asset Manager app.
2. On the left hand side, click the expand button to open the side panel.
3. Under Records, click the record type of your choice. The record types are configurable, so the name can be Findings, Records, etc.
4. From the record list, click the name of the record you want to view.

Creating records

1. Open the Asset Manager app.
2. Click the asset type that contains the asset you want to add to.
3. Click the asset you want to add to.
4. Click the record type where you want to add a record and click Add [Record Type].
5. Enter a name for this record, then click Add. Diligent One creates the record.
6. Enter any attributes necessary to describe this record.
7. Click Save Changes.

Result Your record has been created. You can begin to move it through its life-cycle by transitioning it to another status.

Updating records

1. Find the record you want to update.
2. On the page for that record, update any attributes necessary to describe this record.
3. Click Save. The record is updated.

Transitioning records to another status

Transitioning records to another status is how you move records through their life-cycle. Depending on the workflow a record type uses, different actions can happen during a transition.

1. Find the record you want to update.
2. In the top right, click the button to progress the record to the next status. For example: After creating a finding, click Start to progress the finding to In Progress status.
   

   Note

   Different status transitions can require different conditions, such as certain attributes being filled in; or they can trigger events. If you have problems moving your record to another status, contact a System Admin or your Diligent representative for assistance.

Linking asset records with other asset records or assets

You can create custom relationships between asset records and other objects such as other asset records, assets, risks, and controls. For more information, see Managing relationships in Asset Manager.

Deleting records

You can permanently delete records. Generally, unless a record was created in error, it's better to transition it through its normal life-cycle.

1. Find the record you want to update.
2. On the page for that record, click in the top right, then Delete.
3. Click Delete to confirm. The record is deleted.