Manage device asset lifecycle

Modified on: Tue, 31 Mar, 2026 at 5:38 PM

Note: Available only for new signups after the 31 March, 2026 release. If you signed up earlier, refer to the existing ITAM documentation.

Tracking the lifecycle of an asset ensures that every stage, from procurement to retirement, is documented. Freshservice allows you to record specific events such as check-ins, check-outs, and maintenance. By configuring automated lifecycle event actions, you can streamline administrative tasks like clearing IP addresses or removing devices from racks when they are retired, ensuring your CMDB remains accurate without manual cleanup.

This article provides an overview of tracking the asset lifecycle, managing support information, and utilizing QR codes for inventory management within Freshservice.

Prerequisites

You need the following before managing lifecycle data:

Access to the IT Asset Management module in your Freshservice instance.
Administrator privileges to edit device records and create custom lifecycle actions.
An existing device record.

View lifecycle details

The asset lifecycle details are located in the Information tab of a device.

Asset Lifecycle: Located under the Asset Lifecycle section of the device view.
Device QR/Barcode: Located under the Details section of the device view.

Add a new lifecycle event

To associate a new event with a device, follow these steps:

Go to IT Asset Management > Inventory from the left navigation pane, open a device record, and click Edit.
Go to the Asset Lifecycle section and click + Add New.
In the Event dropdown menu, select a specific event, such as Checked Out, and enter the date and time in the Date field.

Note: Predefined events have inherent logic. You cannot select Checked Out for a device already checked out, and you can only select Checked In if the device is currently checked out.
(Optional) Associate an end user and add notes or tags to categorize the event.
Click Update.

Configure custom lifecycle event actions

You can add logic to events to automate system cleanup. To define a custom event:

In the device record page, go to the Asset Lifecycle section, and click Add new Asset Event.
The Associate Lifecycle Event window opens.
Select New Lifecycle Event on the Associate Lifecycle Event window and choose from the following automated actions.

Automated action	Description
Clear all IPs	Removes all associated IP addresses from the device record.
Clear all Connectivity	Clears all switch port, direct device, and patch panel connections.
Append seconds since epoch to name	Adds a unique timestamp to the hostname to allow for original name reuse.
Add custom suffix to name	Appends a specific string to the device identifiers.
Append seconds since epoch to name, serial number, and uuid	Adds a unique number to these fields to re-use original values while keeping old records.
Change device service level to	Automatically updates the status (e.g., to "Out of Service").
Change asset service level to	Automatically updates the status (e.g., to "Production").
Remove device or asset from rack	Automatically unassigns the device from its rack.
Add device or asset to storage room	Select a room from the dropdown menu.

3. Select the appropriate checkboxes for final status changes:

Change to not in service
Remove virtual machine from the host
Remove blade device from the host

No longer count OS or software on this device in licensing

Note: Select the No longer count OS or software on this device in licensing checkbox for retired devices to ensure accurate license compliance tracking.

4. Click Save.

Manage QR codes and barcodes

To manage QR codes or barcodes for a device, follow these steps:

In the Information tab of the device record, locate the Device QR/Barcode section and click + Add.
Select an existing profile from the list or click Add new QR/Barcode Profile to create a new one.
Once the profile is associated, click the QR/Barcode link to view or print the code.