Oomnitza Automations: Workflow Best Practices

Oomnitza Automations: Workflow Best Practices

by Oomnitza on October 6, 2016

Automation in ITAM is the most valuable when manual workflows become either fully or partially replaced by machine actions.  For instance, communicating approval requests to management or adjacent business departments, or notifying managers of pending needs for maintenance are both functions that are highly ripe for automation.  There’s several characteristics very specific to how building automation for your business can add value:

  1. Faster execution speeds for revenue-generating operations
  2. Immediate response to asset failure or update needs
  3. Decreased workload for IT Asset Managers
  4. Ability to bulk-view and apply actions to assets

Building these workflows is then pivotal to how much impact your ITAM tool has on your business.  Below are some example workflows that reflect best practices with using Oomnitza:

Setup and Update Notifications: Whenever an asset is launched, or a patch is needed for its firmware, automatic notifications are key to saving IT hours.  This workflow can be setup in Oomnitza by just dragging and dropping a “notification” box in the graphical workflow builder into the workflow, and assigning a time of notification, parties to be notified, and details to include.  

Loaner Return: Upon both loan out and end of the usage period for an asset, notifications can be visually established to match that cycle.  Additionally, reminder notifications can be setup to ensure that an asset is actually returned and maintenance on the asset starts once the loan cycle ends.

Approval Processes: An asset can trigger an approval request during its lifetime from the custom workflow, triggering a wait on the approval to be completed before continuing to the next stage of the workflow.  Simple and effective, this workflow block can be added just like the notification block.  

Support Tickets: Zendesk workflow integrations are one of the most powerful automations because support is one of the most unavoidably labor-intensive processes.  When a user triggers a support ticket, the asset in question can immediately be tracked and either repaired or replaced.  Not only can the IT owner instantly understand the issue, but he/she can also identify the asset and its history in order to root cause the issue and choose a best course of action.  Again, this automation can be triggered by using drag-and-drop on a Zendesk object in the workflow builder, and setting the parameters for that specific workflow.

API Integrations: Theoretically, an IT manager could build out an extensive number of automations speaking to all the business tools in the company.  However, the most efficient integrations for technology companies are provided by Oomnitza, such as MobileIron, Jira, Slack, Google Apps, Casper, and more.  Clearly, the goal with supporting these choice integrations is to enable the tool to fit the user in the three most important ways: access and visibility to assets, communication and collaboration over assets, and execution on collective assets.

Streamlining your organization’s IT operations and using Oomnitza to save both time and money is a conscious choice.  Though simpler than most if not all tools, building IT Asset Management workflows does require some careful thought and planning.  The business impact of each automation should be communicated to each stakeholder and user, so that they will understand the importance of responding to notifications, integration functions, and approval requests.  With Oomnitza branching across business aspects to communicate and track asset status, a strong team will become even stronger.

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