In most organizations, managing tangible and intangible assets are an integral part of businesses of any scale and at different geo-locations. With this in mind, management of inventory manually is simply time-consuming, inaccurate and expensive.

With Asset Automations, you can increase efficiency and save time on repetitive tasks across the asset lifecycle. This can include processes such as onboarding and offboarding assets, asset assignment and so on. 

How to create an asset workflow?

If you want to understand the basics of how the workflow automator operates, head here.

Let’s take a scenario where the agent needs to automate an asset offboarding process


  • Log into your Freshservice account, navigate to Admin -> Automation & Productivity -> Workflow Automator.

    • If your account has more than one workspace: 

      To modify global workflows, navigate to Admin > Global Settings > Automations & Productivity > Automation > Workflow Automator

      To modify workspace-level workflows, navigate to Admin > Workspace Settings > {Workspace Name} > Automations & Productivity > Automation > Workflow Automator

      Important Note:

      Workspace admins can view the list of global and local workflows applicable to their workspace. 

      The global workflows execute first, followed by the workspace-level workflows, to allow for the workspace-level workflows to take precedence over the global workflow. 

      For example, A global workflow can be configured to route tickets to the right workspace based on the subject/description.

  • Choose the dropdown as ''Assets'' -> New Automator.

  • Provide the title and description for the particular workflow

  • Configure the Asset Type as Hardware for this automator

Note: You cannot change the asset type configured after the creation of the workflow.  

  • Drag and drop the event node and choose the option "Asset is updated"

  • Next, drag and drop the condition node and set the parameter "Used by is None"

  • Then, drag and drop the action node and select the option "Set Asset State as In stock", and set the option "Send an email to Managed by" that the item is returned and click Done.

  • Finally, after the workflow is created, you can click on Activate to trigger the workflow.