Assets
The IT Assets module is the central registry for all equipment and IT resources managed in SmartDoc. It allows you to inventory, monitor, and document the entire IT infrastructure of your clients, whether devices are discovered automatically or entered manually.
Table of Contents
- Overview
- Key Features
- User Interface
- Fields and Information
- Discovery Sources
- Enriched Data Badges
- Asset Relationships
- Bulk Actions
- Integrations
- Access Levels
- Best Practices
Overview
The IT Assets module centralizes documentation for all managed equipment: servers, workstations, network switches, printers, mobile devices, virtual machines, and much more. Each asset can be linked to a client company, associated with a custom type, and enriched with hardware, network, and software data.
Assets can come from three sources:
- Manual entry by a technician
- ConnectWise import from the CW Manage configuration database
- SmartScan automatic discovery via the Windows collection agent
Key Features
Complete Inventory
Each asset records hardware, network, software, and contractual information in a unified record:
- Name, hostname, serial number
- IP addresses (multiple supported) and MAC addresses
- Manufacturer, model, OS type and version
- Purchase date and warranty expiration date
- Physical location
- Free-text notes and custom fields
Customizable Asset Types
Assets are categorized by types defined in SmartDoc. Available types include:
| Icon | Type | Examples |
|---|---|---|
| Server | server | Dell PowerEdge, HP ProLiant |
| Workstation | workstation / desktop | Desktop PC |
| Laptop | laptop / notebook | Portable computer |
| Storage | storage / nas / san | Synology NAS, HP SAN |
| Network | switch / router | Cisco, Ubiquiti |
| Firewall | firewall | Fortinet, Palo Alto |
| Printer | printer / mfp | HP, Xerox |
| Mobile | phone / tablet | Smartphone, iPad |
| Cloud | cloud / vm / virtual | Virtual machine |
| Camera | camera | IP Camera |
Each type has a distinct icon and color to facilitate visual navigation.
Warranty Management
The system automatically detects warranties and classifies them into three states:
- Valid - active warranty
- Expiring soon - expiring within the next 30 days
- Expired - warranty past its end date
A filter by number of days before expiration is available to generate proactive reports.
Status Monitoring
Each asset has an operational status:
| Status | Description |
|---|---|
active | Asset in service |
inactive | Temporarily disabled |
maintenance | Under maintenance |
retired | Decommissioned (e.g., lost, stolen, retired) |
A network monitoring status is also available for automatically discovered assets:
| Status | Description |
|---|---|
online | Device reachable on the network |
offline | Device not reachable |
DocBot Indexing (RAG)
Each asset created or modified is automatically indexed in SmartDoc's vector search engine. This allows the DocBot chatbot to answer questions like "What is the server model for the Acme client?" by directly querying the inventory.
User Interface
Navigation
Access the module via: SmartDoc > IT Assets
If a client company is selected in the active context (selector at the top of the page), the list is automatically filtered to show only that company's assets.
Display Modes
The asset list supports four display modes, accessible via the buttons at the top right:
| Mode | Description |
|---|---|
| Small cards | Compact grid, ideal for a quick overview (6 columns max) |
| Medium cards | Intermediate grid with name, status, and badges (4 columns max) |
| Large cards | Detailed cards with OS, last connection, and actions (3 columns max) |
| Table | Tabular view with all columns, ideal for sorting and comparison |
Available Filters
- Text search - by name, hostname, IP address, manufacturer, or MAC address
- Status - Active, Inactive, Maintenance, Retired, or All
- Asset type - filter by equipment category
- Source - Manual, ConnectWise, SmartScan (the SmartScan filter only appears if at least one collector is registered)
- Monitoring - Online, Offline, All
- Network site - filter by network site/location
- Subnet - filter by logical network
- Access level - Internal, Client, Public
- Expiring warranty - assets whose warranty expires within X days
- Tags - filter by labels
Available Actions
- Create an asset - dedicated form with sections General, Network, Hardware, OS, Important Dates, Notes
- View details - full record with tabs (summary, specifications, relationships, audit log)
- Edit - full editing of all fields
- Decommission - marks the asset as
retired(soft delete, not removed from the database) - Import from ConnectWise - import wizard by company and status
- Refresh - manual reload of the list
Fields and Information
General Information
| Field | Description | Required |
|---|---|---|
| Name | Descriptive name of the asset | Yes |
| Client | Associated client company | No |
| Asset type | Equipment category | No |
| Status | Operational state | No (default: Active) |
| Location | Room, rack, building | No |
| Access level | Visibility for the client portal | No (default: Client) |
Network
| Field | Description |
|---|---|
| Hostname | DNS name of the device (e.g., server01.domain.local) |
| IP Address | Primary IPv4 address (multiple addresses supported via API) |
| MAC Address | Physical network card address (multiple supported) |
Hardware
| Field | Description |
|---|---|
| Manufacturer | Dell, HP, Lenovo, Cisco... |
| Model | Exact model reference |
| Serial number | Unique manufacturer identifier |
| Specifications (specs) | Flexible JSONB field: RAM, CPU, disk, SNMP, WMI... |
| Custom fields | Additional fields defined by the user |
Operating System
| Field | Description |
|---|---|
| OS type | Windows Server, Ubuntu, ESXi, macOS... |
| Version | 2022, 22.04 LTS, 8.0... |
Important Dates
| Field | Description |
|---|---|
| Purchase date | Equipment acquisition date |
| Warranty end | Manufacturer warranty expiration date |
Advanced Fields (API)
| Field | Description |
|---|---|
| Tags | Free labels for filtering and organization |
| Notes | Free-text notes |
| Site ID | Network site to which the asset is assigned |
| Discovery source | manual, connectwise, or smartscan |
| Auto-discovered | Indicates whether the asset was automatically detected |
| Monitoring status | online or offline |
| CW configuration ID | Configuration identifier in ConnectWise |
Discovery Sources
Manual Entry
Create an asset using the form. All fields are freely entered by the technician.
ConnectWise Import
Access via the Import from ConnectWise button (available if the CW integration is configured).
The wizard allows you to:
- Choose the configuration statuses to import (e.g., Active)
- Filter by client company
- Bulk import
During import:
- CW configurations are mapped to SmartDoc assets
- CW configuration types are automatically created if they do not exist
- Already imported assets are updated (no duplicates)
- The CW identifier (
cw_configuration_id) is retained for future synchronization
SmartScan Automatic Discovery
The SmartScan Collector agent (Windows application installed at the client site) automatically discovers devices on the network and synchronizes them into SmartDoc.
Assets discovered by SmartScan:
- Are marked with
discovery_source = 'smartscan' - Appear in the "SmartScan" filter (only if collectors are registered)
- Can be enriched with SNMP and WMI data (see Badges section)
Enriched Data Badges
Asset cards and rows display visual badges indicating the richness of the collected data:
SNMP Badge (purple)
Displayed when the asset contains SNMP data in its specifications:
specs.snmpSysName- SNMP system namespecs.snmpDescription- SNMP descriptionspecs.snmpInterfaces- SNMP network interfaces
This data is collected by SmartScan via the SNMP protocol on compatible network equipment (switches, routers, printers...).
WMI Badge (orange)
Displayed when the asset contains WMI data collected from Windows:
specs.windowsServices- list of Windows servicesspecs.installedSoftware- installed software
This data is collected by SmartScan via WMI on Windows workstations.
Monitoring Status Badge
Indicates whether the device is reachable on the network (online / offline), updated during SmartScan scans.
Asset Relationships
Assets can be linked to each other to document the IT architecture. Available relationship types are:
| Type | Description |
|---|---|
hosts | A server hosts a virtual machine |
connects_to | A switch is connected to a router |
depends_on | A service depends on a server |
backs_up | A NAS backs up a server |
monitors | A monitoring tool monitors a server |
manages | A controller manages a device |
related_to | Generic relationship |
Relationships can be bidirectional (checkbox available during creation).
The asset detail page displays all its relationships, with the names and icons of linked assets.
Bulk Actions
In selection mode (the "Select" button in the filter bar), actions can be applied to multiple assets simultaneously (up to 100 assets):
| Action | Description |
|---|---|
| Change access level | Modify visibility in bulk (Internal / Client / Public) |
| Change status | Update operational status in bulk |
| Add tags | Add labels to the selection |
| Remove tags | Remove labels from the selection |
| Change company | Reassign assets to a different client company |
| Archive | Archive selected assets |
| Duplicate | Create copies of selected assets |
| Delete | Decommission selected assets |
All bulk actions are recorded in the audit log.
Integrations
ConnectWise Manage
- Configuration import: CW configurations are imported as SmartDoc assets
- Synchronization: the CW identifier is retained (
cw_configuration_id) to track provenance - Enriched CW data: the detail record displays raw CW data (
cw_data) if available
SmartScan Collector
- Automatic discovery: the Windows agent scans the network and automatically creates/updates assets
- SNMP data: collects advanced network information from compatible devices
- WMI data: collects system information from Windows workstations (services, installed software)
- Network status: updates the online/offline status at each scan
Access Levels
Each asset has an access level that determines its visibility:
| Level | Description |
|---|---|
internal | Visible only to MSP technicians |
client | Visible to MSP technicians and via the client portal (default) |
public | Accessible without authentication (rare use) |
The access level can be changed individually or in bulk.
Best Practices
- Name your assets consistently (e.g.,
[TYPE]-[CLIENT]-[NUMBER]likeSRV-ACME-01) to facilitate searching - Always fill in the warranty end date to benefit from proactive alerts
- Use tags to categorize assets by project, priority, or criticality
- Link assets to each other via relationships to document the architecture
- Enable the SmartScan integration to keep the inventory up to date automatically
- Use the Client access level for assets that your clients can view via the portal
- Keep the Internal access level for sensitive assets (critical servers, security infrastructure)
Last updated: March 2026