[Music] hi my name is sha Walker I'm a principal product success architect and part of the Ranger team here at service now today I'm going to be talking to you about the reclaim asset flow specifically the S Sam Reclamation tasks so in the agenda today we're just going to briefly talk about the reclaim asset flow and then I'm going to jump into a demo and walk you through the reim asset flow so when an employee leaves an organization or they move to a different role or for whatever the reason reclaiming those assets that were assigned to them is really hard to do and often takes a lot of coordination between HR and an asset manager to make sure they're successful the Sam offboarding process really helps you uh return all the software licenses assigned to the employee um and it also will look and take care of removing all the software installations um from the device and any user or device allocations and then can even get into things like SSO sap and kind of other Citrix provided uh sorry subscriptions and do the revocation for those as well so the option you're going to see in the reclaim flow is going to vary depending on the instance you have so the tasks that get generated are dependent based off whether you have um just ham or whether you have just Sam or you have both ham and Sam um since this flow is both a ham and Sam flow whatever you subscribe to uh will present different options for you so in today's demo that I'm going to hop into next it's going to to be Sam only so the task that we generated with ham will not be visible in the demo so now I'll jump into a Washington DC instance and uh show you the reclaim asset flow okay so I'm logged in a Washington instance of service now with software Asset Management only installed it's important to note that this instance only has Sam it does not have ham installed it only has the base Asset Management installed so what I'm going to do today is take you through the uh re sorry reclaim asset flow and I'll show you all the different tasks and the different steps that happen automatically when only Sam is installed So today we're going to be um triggering the reclaim request for uh coren Cen and I do happen to know already that Ken has one of the entitlements now you don't really have to do this step I just wanted to show you um the different kind of allocations that Ken may have and and just show you that she did in fact have one so we've got this Adobe Systems Firework and if we look under the user allocations we can see that Karen doeses in fact have a user subscription for this Adobe system fireworks so part of the reclaim flow will actually remove this subscription um and there's also a device-based subscription on Karen's machine so I'm just going to quickly jump into the asset workspace again it's not the ham workspace it's the asset workspace with base asset management and I'm just going to quickly show you that this device um does in fact have um a device based allocation as well so the Reclamation flow is going to remove this device based allocation so you can see here this particular device has um Vio 2016 professional installed on it uh one of the other things I can quickly show you is just come into the CI and we can see that it does in fact have software installation records as well so again the reclaim flow will remove the user allocations the device allocations and the software installations associated with this particular device so this is a really big advantage of using the software Reclamation or sorry the reclaim asset flow when you have Sam installed so what I'm going to do now is I'm going to go and I'm actually going to go to the service catalog and I'm going to actually put in the um reclaim for karine's device so Kine has decided to leave the company today and so we are going to reclaim her asset so again it's the same um service catalog item same flow whether you have ham installed or whether you have Sam installed or whether you have both installed so again remember this demo is with Sam only so we are going to go through and we are going to um and again for those of you not familiar with the reclaim flow um you can use it as part of your offboarding process for employees you can also use it as part of um a lot of times in the ham space you might want to be as an asset manager and reclaim specific devices as maybe part of a refresh program or something like that um and so you can also do it as a manager to reclaim so managers can reclaim for only their users asset managers can reclaim for anybody and HR can reclaim for anybody and you could actually trigger it as a user yourself and reclaim your specific devices um but in this case I'm going to trigger it as HR and we are going to trigger it for Karine Cen because she has left the company so we are going to actually choose the employee separation and when you choose employee separation it's going to select all of the assets assigned to Karim um you could also individually pick which asset you want to reclaim by clicking on the assets button and it's going to filter what has what's assigned to Karina and allow you if she had multiple devices you could pick just just one but in this case we're going to do the employee separation and you see what happens it automatically populates all of the assets both consumable and Hardware assets so what I'll do now is I'm going to pick the reclaim date of today because she's told us today she's leaving today and I'm going to choose again the Reclamation flow allows you to track shipments um of people having to return so if she was a remote employee needed to ship us to the devices you can track it that way whether it's picking up whether we need to schedule a pickup for her or whether she's going to be dropping it off and we're going to just say drop off CU she's in one of the offices she's just going to go hand it in so we can just say uh employee is leaving the company today and we can hit submit and that's that's all you have to do to trigger the Reclamation request now it's automatically going to open up the re the asset Reclamation request for you uh one of the important things to not is you can't actually access the Reclamation request from the software asset workspace um Reclamation requests can be found under the inventory module and you can see here asset reclaim and you can see your asset Reclamation requests so we can see here there is the asset Reclamation request that was created for Kine so you can have these automatically assigned to specific people to handle so if we take a look at the Reclamation request we can see automatically that software asset Reclamation lines have been created so the first one is pending user action it's actually the device Reclamation um part of the the flow so we're going to go into that particular one and if you had ham installed this part there would be a bunch more tasks here but since there's ham is not installed in this instance um you're going to have to actually go through and receive an evaluate and update the asset manually so I'm going to go ahead and just jump in go jump back over to my my Hardware asset estate here and I'm actually going to reclaim the device manually so I want to make sure that yeah she's left so it's going in stock it is going um pending repair cuz we got to take a look and do an evaluation and it's going to be in the San Diego stock room so basically what this is is Karen's Dro this off I'm the I'm the technician who received this I'm going to go in and make this update to this device so we know where is and I'm going to save this and so now her asset is back in our possession and I can come back into to the software asset Reclamation task and I can say okay uh reclaimed the asset and updated the state obviously you'd want to basically make sure your assignment group and assigned to are populated as part of the flow but in this case it's just the out of the box flow so they're not default populated I'm just going to leave it like that um so I'm just going to close this task and now so you can see here the type went to manual reclamation because again only Sam installed I can go back oops it looks like I lost my place so I'm going to go back into the asset Reclamation request again for Kine and you can see that this particular device Reclamation is completed but since let's show show you what else happened automatically with Sam so I'm going to come back in here and you remember before all we had was to receive evaluate and update asset which we did that manually as soon as we closed that task it automatically triggered two more tasks and completed them itself so you can see here the type was Auto Reclamation so while the device Reclamation was manual because we didn't have ham the software pieces are automatically reclaimed so it removed the software installs for that device and it removed the allocation for that device let's take a look shall we so I'm going to go back into the hardware asset workspace device allocations and look at that so again this was the one that was assigned to her now that device allocation is gone so that was that uh Vio allocation that was on this device um and if we were to go back into uh the CI real quick we can see that there are no longer any software installation record so if I jump back in here to the Reclamation we can see it did remove the software installs and it did remove the device allocations so what about the user allocations let's go back into um the right back to the Reclamation request and we see there is another task here for user Reclamation now this if we were to take a look at the flow um is a time sensitive trigger so as much as I want to force this to go through and show you that yes Karen's um user subscri or user entitlement for uh Adobe fireworks has been removed I have to wait um it's a Time trigger on the flow you have to wait 24 hours so what I'm going to do is I'm going to pause the video I'm going to wait for 24 hours and then I'm going to come back and show you that yes in fact karine's uh user based um entitlement was removed automatically by the system which will then also close out the Reclamation request for Karine and having reclaimed all of those key critical entitlements for us that that device entitlement that user entitlement and removed all those software installs for that device so we'll talk to you tomorrow okay so a day has passed so I'm going to log in and see what's happened to karim's Reclamation request so we'll take a look at the Reclamation requests we'll take a look at the one that was generated for Kine and now we can see that this particular task has gone from the state of New the trigger has kicked in and it's now saying pending user action so let's take a look at this task so we can see a bunch of different tasks have been created for the reclaim user um so you can see here that it's gone through and done the revoke user license allocations so that's close complete so um that other um user subscription for fireworks should be removed we can check that in a minute but it's also generated um some tasks here to to manually go and remove SSO access uh any user subscriptions assigned to her and sap access um it's triggered these because I have these enabled in my instance so it's going to check and see what I have enabled in my instance and then it's going to um and Trigger create tasks for for my manual removal this is so you don't forget to do anything so let's quickly go and check this revoke user license allocation and make sure that that fireworks allocation for Karine is gone so we're going to go into our entitlements let's take a look for that Firework and we should go to user allocations and take a look and yes in fact Kine is no longer there so it did remove the user allocations now I thought maybe I would show you the flow um really quickly just so you can see why some of those other tasks get created so if I come into flows and I search for reclaim I can see there's the software asset Reclamation line flow so you can see that there's the asset Reclamation flow right this is kind of remember this is a ham and Sam flow so there's different pieces of it but the one that's triggering all the tasks is the software asset Reclamation line flow so let's take a peek here at this flow real quick uh I won't spend too much time in here but it just basically goes through and it's checking to see if ham is is state of the ham plugin right remember I said there's different things that happen when there's ham installed and when there's not ham installed also in the parallel it's going to be doing those are those first tasks that got created for the the install records on the device right so it's removing all those device-based install records and then it's doing the removing the device based allocations so those were those first two line items that and two tasks that got generated and then it had that trigger for the weight right you see it waited 24 hours that's why I couldn't show it to you yesterday um and then it goes through and does looking for any user base installation records making sure there's nothing hiding in the software install directory for that user and it purges those and then it does the user allocation so this was the task that removed those or the step that removed those user allocation records and then what it does is it takes a look to see the state of the ad aure spoke the OCTA spoke the sap plugin the SAS app States and Citrix plugin so this is where it's looking to see if they're in my instance and if they are it goes ahead and creates those additional tasks so you can see here that we did have one task in our Reclamation for SSL it's a manual task to remove SSO so it's basically looking to see if these plugins are enabled in your instance if they are it creates those tasks for you okay so now I quickly hop back over to the asset Reclamation request and I just wanted to finish walking you through completing the Reclamation request so we're going to go into this line I that one was for the user Reclamation and we see again this one's been closed complete that auto part of the flow I just showed you and we're going to go through and close these remaining tasks now this would involve you you know the user manually updating this task to offw the employee so it's removing the SSL access so I'm just going to close that um and then you would go through and you would remove any kind of SAS based user subscriptions so I'm going to go ahead see I did that uh and close these even though I haven't actually gone into those portals and done that but this is what you would do you would go into those portals remove their access and then close the task and again sap side of things I'm going to go through and I'm going to close this task as well so again I'm just manually going through removing the SSL access removing any SAS subscriptions revoking any sap access so you could have these tasks assigned to to the various different departments that are responsible for the management of those publisher portals and that pretty much ends the demonstration for um the software uh asset Reclamation so in today's video we discussed the reclaim asset flow for Sam we also demonstrated how to uh create a reclaim asset request we walk through the different tasks on the Reclamation request and I reviewed the reclaim asset flow for more information on this feature you can go to the service now product documentation site and take a look for employee offboarding process for asset Reclamation and create a catalog request to reclaim assets I hope you enjoyed this video talk to you in the next one