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Manage Inventory Counts with Asset Status Mappings
Map dynamic asset statuses to static product item quantity fields to track granular inventory counts automatically without manual data entry. When a hardware asset undergoes a lifecycle change, the system instantly updates state-based quantity fields on its related product item record. Check true stockroom states in real-time to optimize sourcing pathways, prevent double-booking, and eliminate fulfillment delays.
Required Editions
| Available in: Lightning Experience |
| Available in: Enterprise, Performance, and Unlimited Editions with Agentforce IT Service. |
How Mapping Works
The framework evaluates asset status and automatically rolls up values to the associated product item. This rollup occurs only when a serialized product asset links to an inventory location with an asset-based usage type.
A single asset status can map to multiple quantity fields simultaneously. For example, when an asset status updates to Reserved, the system increments both Quantity On Hand and Quantity Allocated.
Default Asset Status Mappings
These default mappings dictate exactly which product item quantity fields update automatically when an asset record status changes.
| Asset Status | Product Item Quantity Fields | Description |
|---|---|---|
| Available | Quantity On Hand | The asset is physically present and ready for deployment. |
| Reclaimed | Quantity On Hand, Quantity On Hold | The asset returns to the stockroom for operational evaluation. |
| Defective | Quantity On Hand, Quantity Damaged | The asset is physically present but unusable due to a defect. |
| Reserved | Quantity On Hand, Quantity Allocated | The asset is in the stockroom but soft-reserved for a request. |
| On Hold | Quantity On Hand, Quantity On Hold | The asset is present but restricted by administrative settings. |
| Pending Disposal | Quantity On Hand, Quantity On Hold | The asset is in the stockroom awaiting final vendor handoff. |
| In Transit | Quantity In Transit | The asset is en route between inventory locations. |
| Assigned | Quantity Allocated | Issue the asset to an end user. |
| Ordered | Quantity Ordered | Use this status when you purchase an asset but it hasn't yet arrived at the stockroom. |
| Void | Quantity On Hand | The asset returns to inventory when your users cancel a disposal order. |
Unmapped Status Values and Exception Handling
If an asset status transitions to an unmapped value, the rollup framework skips updating product item fields. Existing quantity values remain unchanged, and the system logs an exception entry in the Configuration Management Item Sync Log. This safeguard prevents missing configurations from corrupting downstream inventory data.
Customize Status Mappings
Extend, modify, or override default mappings to customize inventory behavior to specialized business workflows.
- Configurable Setup Objects: Use the Configuration Management Asset Status Qualifier setup object to link dynamic status picklists to destination metrics.
- Dynamic Picklist Alignment: When you add custom values to your asset status enum, go to Asset Status Mapping in Setup. Create a record pairing that custom value to a static status category.
Usage Considerations
- Dynamic Picklists: The Asset Status field is a dynamic picklist where you add custom values. Map new custom statuses via the Configuration Management Asset Status Qualifier for columns to update correctly.
- Deleted Values: Avoid deleting actively mapped Asset Status picklist values. Deleting an active status breaks the mapping framework and causes inventory inaccuracies.
- Location Requirements: Inventory rollups occur only for locations where the Usage Type is Asset based and you select IsInventoryLocation.
- Status Reversion: When you cancel a workflow like a Disposal Order, the asset returns to its prior state. This process maintains the audit trail in the Asset Timeline.
- Asset Timeline Auditing: Quantitative rollups don’t show on the asset chronological timeline component. The timeline tracks status changes captured in Asset Activity records, while counts reside on the product item record.
