If you downloaded the IT Assets Database before 12/26/2018 you will have version 1. If so, please follow the instructions here to update to version 2 of the IT Assets Database.

What changed:

Besides some bug-fixes and improvements to the code the following things changed:

  • Expenses
    • Budgeted checkbox was added – this helps doing expense reviews for budged planning
  • Departments
    • The department number can be alpha-numeric now
  • Workstations
    • a type field was added to indicate e.g. Laptop, Desktop or Tablet – this is controlled in a background table
    • replace on field was added – if it is empty it will auto fill (SysConfig – Workstations – ReplaceOnAddMonths / default 36)
    • Confirmed date – this is a field / button that will let help you with inventory respective when the system was last seen by a technician
  • IP Addresses
    • IP Phones can now be selected / defined as well
    • jump directly to Servers, Workstations, Printers and Phones if they are set
  • Reminders
    • a SCR number / respective helpdesk ticket number can now be saved as well for review purposes
  • Main menu
    • buttons for various new functions and sections of the application
    • at the very bottom a new list for workstations due to be replaced was added (SysConfig – Main – WorkstationsReplaceInDays / default 30)
    • if you click in any listbox in the form the current shown record count will be shown in the bottom bar / status bar of the application respective Microsoft Access
    • some buttons have been re-arranged
    • ongoing checklists are shown in a listbox
  • Users / Application Users
    • additional right for the new program sections
    • LDAP sync – auto-sync value – only the users that have this checkbox set will execute the LDAP synchronization – this allows you to control this besides the roaming principle of the system
  • Printers
    • Confirmed date – this is a field / button that will let help you with inventory respective when the system was last seen by a technician
  • Serves and Equipment
    • Confirmed date – this is a field / button that will let help you with inventory respective when the system was last seen by a technician
    • PING and WEB buttons have been added above the IP-Lists. This allows you to quicker work with the IP addresses assigned to a system in your environment
  • Notes
    • this was added to almost every part of the application – Server, Workstations, Printers, Checklists, etc…..)
    • additional a new general notes search menu was created to search through all notes
    • the notes will allow you to add and edit notes attached to any of the records – this helps to mention special configurations, special information and even being searchable in a central view
  • Purchases
    • linked purchases pulls the same PO number from tables like Servers & Equipment, Printers, Workstations, Software, Monitors and lists it there assuming the number/field is a match, double click to jump to the asset
  • General optic
    • icons and other optical improvements for buttons and various register-cards etc. have been added (standard Microsoft Access icons) to improve the optic of the whole program
  • History reports
    • a daily email report of changes for the assets in Workstations, Printers and Server and Equipment was added
    • this report will send out daily emails depending of the configuration in SysConfig – HistoryReport
    • it will show what changed in those tables and include some history information – if many people work on the assets, this can help to see what changed in the last 24 hours
  • Checklists
    • this module allows you to create checklist for Servers, Workstations and Users. A checklist can include scripts and links as well as text fields. Please refer to the Checklist section of the manual for details.
  • Pre-Filtering
    • if the pre-filter checkbox exists on a form the system will filter out the source-view additionally via the column “DefaultHideFromSearch” (=0), this is defined in the source views in SQL. Those view might retrieve this information from a central table or determine the column dynamically via the underlying data. The whole function is mainly to filter out retired/inactive records per default from the searches in various places. The longer you use the database the more data will be stored in it, this has a negative performance impact and / or might even clutter up the views and searches. The checkbox is set by default until you manually deselect it.
    • When a new record is added, the pre-filter gets unset by default – this is to avoid any wrong filtering due to not set values
  • IT Supplies
    • this is a new module, it allows you to track your IT supplies like projector bulbs or e.g. available spare SSD drives etc. – please refer to the section in the manual for details
  • Microsoft Access full version
    • if you are using a full version of Microsoft Access, you saw the navigation pane and menu ribbons of Microsoft Access by default. This is now hidden by default, instead you will see a button “Show Tables” (depending on the right to see SysConfig in the application users – if you can’t see this button you won’t see the Show Tables button either – making it more secure as well), to show those menus again.
  • Links
    • links now can open applications or paths as well, use one of the following examples to accomplish this
      • explorer.exe “C:\”
      • excel.exe “c:\file.xls”
  • MAC address search
    • since there are many places where MAC addresses can be saved, a new global search view was added, allowing you to search for MAC addresses
    • the underlying view tries to normalize the MAC in various columns / versions for your convenience

Before you update:

Please be aware – the update will wipe out your SysColumns table and reset it to default. If you changed anything in this table to adjust the searches and listboxes, you will need to do this again.

Further will there be some adjustments to certain records in some system tables (tblDatabaseStatus, tblDeploymentStatus, tblProjectsDisposition, tblPurchaseItemStatus, tblPurchaseStatus). If you did not make changes directly in those tables (not possible via the regular application) you might need to review them.

The SysConfig table will get a few more configuration values, namely:

  • Application – ErrorLimit
  • Checklists – Script_AlternateUsername
  • Checklists – Script_AlternateUserOption
  • Checklists – Script_AlternateUserPreffix
  • Checklists – Script_AlternateUserSuffix
  • HistoryReport – email_lastsend
  • HistoryReport – email_recipient
  • HistoryReport – email_schedule
  • HistoryReport – email_sender
  • HistoryReport – email_subject
  • Main – WorkstationsReplaceInDays
  • Workstations – ReplaceOnAddMonths

Please refer to the SysConfig section of the manual for more details about them.

Downloads:

Please download the script here

And go to the Download section to download the newest version of the front end application as well.

The update process

Once you downloaded both files, please first create a backup of your current Microsoft Access front end application – you simply can rename the two files “IT_Assets_Program.accdb” and “IT_Assets_Program_DEV.accdb” to something else or copy them somewhere else as a backup.

Now open the new IT Assets Database zip file and extract the same two files from the ZIP file to your program source directory – DO NOT YET OPEN THE PROGRAM!

Open your SQL Server Management Studio and create a backup of your database while right clicking on your database and selecting Back up… under Tasks in the context menu.

Remove any existing backup destinations and add a new backup destination – naming the file ITAssetsV1FinalBackup.bak via the ADD button. Make sure you select the right database and backup type full.

Now open the file SchemaUpdate.sql from the ITAssetsDBv1-to-v2-SchemaUpdate.zip via SSMS (SQL Server Management Studio). Click anywhere in to the script window to make it active and make sure you have the right database selected in the upper left toolbar menu.

After you open the script and selected the right database, click on EXECUTE in the toolbar (as indicated in the picture with an arrow) to execute the update script. This will take about a minute or more, depending on the size of your database. Once the script is finished you will see a output log in the message tab, scroll all the way to the bottom – you should not see any errors there.

If this all finished correct – you can now open the IT_Assets_Program.accdb directly in the program folder. Since this is the first start of the new front end, it will ask you again for connection information to the database, like described in the Installation section of the manual. Simply inform the program about the SQL connection information, it should not create a new user nor should you need to change anything else in this setup assistant. It will reconnect the front end to the database.

Next please go to the Users menu and give yourself the rights you might miss – so you see the new sections in the program. Close the program and open it as usual (like you did before) – you will see some new buttons and menus.

Please note – if the SQL script failed you might want to gather some information of what failed and use the contact form to let me know what did go wrong. I will do my best to resolve the issues. Meanwhile you probably want to restore the previously created backup of your database.