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Inventory System Usage

ITSM-NG’s inventory system automates the discovery and tracking of IT assets across your infrastructure. This guide covers how to leverage inventory features for efficient asset management.

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Understanding Inventory

The inventory system automatically collects information about:
  • Hardware: Computers, network devices, peripherals
  • Software: Installed applications and versions
  • Components: Internal hardware (CPU, RAM, disks)
  • Network: IP addresses, MAC addresses, ports
  • Operating Systems: OS details and configurations

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Inventory Methods

ITSM-NG supports multiple inventory collection methods:

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Agent-Based Inventory

  • GLPI Agent: Installed on endpoints
  • Periodic reporting: Automatic updates
  • Comprehensive data: Full system information

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Network Discovery

  • SNMP: Query network devices
  • IP scanning: Discover new devices
  • Passive monitoring: Network traffic analysis

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Manual Entry

  • Direct input: Manual asset creation
  • Import: CSV/Excel bulk imports
  • API: Programmatic updates

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Setting Up Automatic Inventory

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Installing the GLPI Agent

1

Download the Agent

Obtain the GLPI Agent installer for your platform from the official repository.
2

Install on Endpoints

Deploy the agent to computers, servers, and other devices.Windows: Run the MSI installerLinux: Use package manager (deb/rpm)macOS: Install the PKG package
3

Configure Agent Settings

Point the agent to your ITSM-NG server:
# Example configuration
server = https://your-itsm-ng-server.com/plugins/fusioninventory/
delaytime = 3600
4

Set Inventory Schedule

Configure how often the agent reports (hourly, daily, etc.).
Agent deployment can be automated using GPO (Windows), Puppet, Ansible, or other configuration management tools.

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Inventory Import Process

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How Inventory Data is Processed

1

Data Collection

Agent gathers system information from the endpoint.
2

Transmission

Agent sends inventory data to ITSM-NG server (XML format).
3

Rule Processing

ITSM-NG applies import rules to:
  • Identify existing assets vs. new ones
  • Assign entity and location
  • Set initial status and type
  • Link to users or groups
4

Database Update

Asset records are created or updated in the database.
5

Notification

Optional alerts sent for new assets or changes.

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Import Rules

Rules determine how inventory data becomes asset records.

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Computer Import Rules

1

Access Rules

Go to Administration > Rules > Rules for import and link computers.
2

Define Criteria

Set conditions to match inventory data:
  • Serial number matches existing asset
  • UUID is unique identifier
  • MAC address for network matching
  • Hostname pattern recognition
3

Set Actions

Configure what happens when criteria match:
  • Assign entity: Place in specific entity
  • Link to computer: Update existing record
  • Create new: Add as new asset
  • Ignore: Skip this inventory
4

Order Rules

Rules are processed in order. Drag to reorder priority.
Incorrect import rules can create duplicate assets. Test rules carefully before full deployment.

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Common Rule Examples

Rule: Match by Serial Number 
Criteria: Serial number is already present in ITSM-NG
Action: Update existing computer
Rule: Match by UUID 
Criteria: UUID is already present in ITSM-NG
Action: Update existing computer
Rule: Assign to Entity by Hostname 
Criteria: Hostname starts with "NYC-"
Action: Assign to entity "New York Office"
Rule: Set Status for Laptops 
Criteria: Computer type equals "Laptop"
Action: Set status to "In use"

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Monitoring Inventory Activity

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Viewing Recent Inventories

1

Access Administration

Navigate to Administration > Automatic inventory.
2

View Activity

See recent inventory submissions:
  • Device name: Computer or device
  • Date: When inventory was received
  • Status: Success, error, or ignored
  • Action: What was performed (created, updated)
3

Review Details

Click on an entry to see full inventory data and processing results.

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Troubleshooting Failed Inventories

When inventories fail:
  1. Check error message: View specific failure reason
  2. Review import rules: Ensure rules are configured correctly
  3. Verify permissions: Check entity rights for import
  4. Validate data: Ensure inventory data is well-formed

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Lock Management

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Understanding Locks

Locked fields prevent automatic inventory from overwriting manual changes.
1

Access Lock Tab

Open any auto-inventoried asset and go to Locks tab.
2

Lock Fields

Check boxes for fields to protect from auto-update:
  • Serial number
  • Location
  • User
  • Any other field
3

Save Locks

Click Update to apply lock configuration.
Lock fields when you need to maintain manual overrides that differ from auto-discovered values.

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Software Inventory

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Managing Discovered Software

Automatic inventory detects installed applications:
1

View Software List

Go to Assets > Software to see all discovered applications.
2

Consolidate Versions

Multiple versions of the same software appear as separate entries. Merge if needed:
  • Select versions to merge
  • Use Merge action
  • Choose canonical name
3

Link Licenses

Associate software installations with purchased licenses:
  • Open software record
  • Go to Licenses tab
  • Add or link licenses

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Software Dictionary

Automate software naming and categorization:
1

Access Dictionary

Navigate to Administration > Dictionaries > Software.
2

Create Rules

Define how to rename or categorize software:
  • Criteria: Software name contains “Adobe Reader”
  • Action: Rename to “Adobe Acrobat Reader DC”
  • Category: Assign to “PDF Readers” category
3

Apply Rules

Rules automatically process new inventory data.

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Component Tracking

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Hardware Components

Automatic inventory tracks internal components:
  • Processors: CPU model, cores, speed
  • Memory: RAM size, type, slots
  • Storage: Disks, partitions, capacity
  • Network: Network adapters, MAC addresses
  • Graphics: GPU model and memory

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Component History

ITSM-NG maintains component change history:
  1. Component added: New hardware installed
  2. Component removed: Hardware removed
  3. Component changed: Specifications modified
Component history helps track hardware upgrades and troubleshoot issues.

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Network Inventory

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Discovering Network Devices

1

Configure Network Discovery

Set up SNMP credentials and IP ranges to scan.
2

Run Discovery

Execute network scan to find devices:
  • Switches
  • Routers
  • Printers
  • Access points
  • Other SNMP-enabled devices
3

Import Devices

Review discovered devices and import into ITSM-NG.

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Network Port Tracking

Automatic inventory maps network connections:
  • Physical ports: Network interfaces
  • IP addresses: IPv4 and IPv6
  • MAC addresses: Hardware addresses
  • VLANs: Virtual network assignments
  • Switch ports: Connected switch and port number

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Inventory Configuration

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Entity Assignment

Control where inventory creates assets:
  • Default entity: Fallback when rules don’t match
  • Rule-based assignment: Use import rules
  • Agent configuration: Set entity in agent config

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Status and State

Define default values for new assets:
  • Initial status: “In use”, “In stock”, etc.
  • Auto-update status: Keep status from inventory
  • Lock status: Prevent status changes

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Notification Settings

1

Configure Alerts

Go to Setup > Notifications > Notifications.
2

Enable Inventory Notifications

Activate alerts for:
  • New computer in inventory
  • Component changes
  • Software changes
  • License compliance issues
3

Set Recipients

Define who receives notifications (users, groups, profiles).

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Inventory Reports

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Standard Reports

Generate reports on inventory data:
  • Assets by type: Count of computers, monitors, etc.
  • Software deployment: Installation statistics
  • Component inventory: Hardware breakdown
  • Network inventory: IP and MAC address lists
  • Inventory status: Last inventory date per asset

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Custom Reports

Create tailored reports:
1

Use Search

Navigate to asset type and click Search.
2

Add Criteria

Filter by:
  • Last inventory date
  • Operating system
  • Software installed
  • Component specifications
3

Export Results

Export to CSV, PDF, or other formats.

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Manual Inventory Operations

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Forcing Inventory Update

Trigger immediate inventory from agent: On the endpoint: 
# Windows
glpi-agent --server=https://your-server.com/plugins/fusioninventory/

# Linux
glpi-agent --force

# macOS
sudo /usr/local/bin/glpi-agent --force

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Importing CSV Data

1

Prepare CSV File

Create CSV with required columns (name, serial, type, etc.).
2

Access Import

Go to Tools > CSV Import.
3

Map Fields

Match CSV columns to ITSM-NG fields.
4

Preview and Import

Review mapping and execute import.

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Best Practices

Agent Deployment:
  • Deploy agents to all managed devices
  • Set appropriate inventory frequency (daily recommended)
  • Use secure communication (HTTPS)
  • Keep agents updated to latest version
Import Rules:
  • Test rules on sample data before production
  • Use serial numbers as primary matching criteria
  • Order rules from specific to general
  • Document rule purposes and conditions
Data Quality:
  • Review new inventory regularly
  • Merge duplicate assets promptly
  • Clean up software names with dictionary
  • Lock manually corrected fields
Always backup your database before making bulk changes to import rules or inventory configurations.

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Troubleshooting

Inventory not appearing
  • Check agent configuration and server URL
  • Verify network connectivity from endpoint to server
  • Review server logs for import errors
  • Ensure import rules allow the inventory
Duplicate assets created
  • Review import rules matching criteria
  • Check if serial numbers are being collected
  • Verify UUID is unique and present
  • Use manual merge to consolidate duplicates
Components not updating
  • Check if component fields are locked
  • Verify agent is collecting component data
  • Review import rules for component restrictions
  • Ensure auto-update is enabled for components
Software not appearing
  • Verify agent is scanning software
  • Check software dictionary rules
  • Ensure software inventory is enabled in agent config
  • Review entity rights for software creation

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