1. Overview
Every Asset Unit belongs to an Asset Owner. Most owners are people who already have a Salesforce user, so rather than creating their owner records one by one, you can pick the users from a list and create all their owners in one go.
The Asset Owners from Salesforce Users card is on the ITAM App Settings page. It is also the tool of step 3 of the Getting started checklist.
2. Step-by-step procedure
- Open the ITAM App, go to the Settings tab and find Asset Owners from Salesforce Users.
- The card lists your active users who are not asset owners yet. Use Search users to find users by name, email or username; Load more shows the next users.
- Tick the users you want. For each one you can choose the following; changing a user’s settings ticks the user:
- tick Can manage assets, for users who will manage assets in ITAM App, and
- choose a Department.
- To give several users the same settings, tick them, choose Department for selected and Can manage assets, and press Apply to selected. You can still change a single user afterwards.
- Press Create Asset Owners.
Each user gets an active Asset Owner named after them and linked to their user, with the department and Can manage assets you chose. A message confirms how many owners were created, and those users leave the list.
3. Seeing existing owners
Turn on Show existing owners to list users who already are asset owners as well. They are marked Asset owner next to their name, with a link to their owner record, and show the Can manage assets and Department their owner record has. They cannot be selected, so nobody gets two owner records; change an existing owner on its own record.
4. Notes and limitations
- Your license limits the number of asset owners. The bottom of the card shows how many owner licenses remain. Create Asset Owners stays disabled while more users are selected than the license allows; deselect some, or contact your package provider for more licenses.
- Some users can fail on their own. If a user cannot become an owner, for example because the license limit was reached in the meantime, the others are still created and the card lists each user that failed with the reason. Users that failed stay selected so you can try again.
- Salesforce’s own service users are not listed. Every org has users Salesforce runs its services as, such as the Analytics Cloud Integration User and Security User. They are not people and never own assets.
- Owners can also be loaded. To bring in owners from another system, use Data Import Wizard or Data Loader on the Asset Owner object; step 3 of the Getting started checklist links to both.
- Only active standard users are listed. Inactive users, and community or portal users, cannot be picked.
- At most 1000 users at a time. Create larger numbers in several rounds.
- Only an Asset Admin can create owners, because creating them needs create access to Asset Owner, which the Asset Admin permission set grants.
- Permission sets are not assigned. Creating an owner does not give the user a permission set. Assign Asset Owner or Asset Request Sender to the users who need to see their assets in ITAM App (see Installation & Set Up).