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Asset partitions

Note

The following documentation describes and supports the new asset mode that is currently in preview. For more information about what’s new and how to enable it, see the new assets mode information kit.

Asset partitioning allow you to divide your company’s assets into separate, individual units. You can partition assets to provide an additional layer that enforces access and visibility controls.

  • Improved security controls: Partitioning allows sensitive assets to be segregated, enabling stricter security controls and improved protection against unauthorized access.
  • Targeted incident response: partitioning helps teams identify specific assets affected by an incident.

Before you begin

  • Watch the following video for an explanation of partitioning, how it works in practice, and how to set up and use partitions.

  • The following role is required.

    Role Description
    Asset Management Admin Can manage all aspects of asset management, including creating and managing partitions

Understanding partitions

Here are a few important facts about partitioning assets in Hornbill:

  • Asset records. An asset record can only be allocated to one partition.
  • Types and categories. Types and categories can only be allocated to one partition. However, different types and categories with the same names can exist in multiple partitions.
  • Unpartitioned assets. Assets not assigned to a specific partition will reside in the unpartitioned asset container. The Un-partitioned Assets allocation is only visible once you have enabled partitions.
  • Work on one partition per browser tab. Asset managers and viewers can see assets from only one partition at a time. To work on multiple partitions side by side, open multiple browser tabs.
  • Restricting access. You restrict access to partitioned records by user or role.
  • Partitioning is not backwards compatible. This means that it only applies to requests logged after a partitions is created, as the Partition ID is assigned during request creation.

Deciding whether to create partitions

Partitioning is useful when:

  1. You manage assets across multiple departments in your organization and you want to restrict access to set of assets.
  2. You are a Multi-Service Provider (MSP) and oversee assets spanning different organizations and Hornbill instances.

If you choose to use partitioning, you must revisit all your Intelligent Captures that use the Asset form and change this to the Partitioned Assets form.

Create and use partitions

There are three stages to creating and applying a partition for it to be used:

  1. Create a partition and assign access.
  2. Add assets to the partition.
  3. Update forms and apply service association.

The next sections explain each stage.

Create a partition and assign access

To create a partition:

  1. Navigate to Configuration > Service Manager > Assets > Manage Partitions.
  2. In the partitions list, click + New Partition.
  3. Give the partition an ID, or click Auto ID.
  4. Give the partition a name.
  5. (Optional) Enter information in the Summary field.
  6. Navigate to Service Management > Assets.
  7. In the Partitions dropdown above Dashboard and All Assets, click the down arrow to view your new partition in the list.
  8. Click your new partition’s name to go to its dashboard.

Manage partition access

When working with a partition in Manage Partitions, you can configure permissions to control who has access and what they can do with that access.

Important

If you don’t define any access permissions, anyone who has access to view assets will see that partition.

The permissions you grant are overridden by the users’ asset role permissions. For example, if the users’ role does not allow them to delete assets, then they cannot delete assets even if you allow deleting.

As an assets admin, you control Asset Management users’ access to partitioned asset records by security or user role.

Grant access to partitions to agents who need to view and manage full asset records.

If an agent does not have permission to view an asset, they can still see the asset name in related lists, such as within a request. However, the system displays an access error if the agent attempts to open the record to view its full details.

To manage access to a partition:

  1. Navigate to Configuration > Service Manager > Assets > Manage Partitions.

  2. In the partitions list, click the name of the partition you want to manage.

  3. In the Partition Access section, click Add New.

  4. Use the first dropdown to grant access by role or user.

  5. Use the second dropdown to add further filtering to the access granted.

  6. Use the third dropdown to specify whether the access allows viewing only; viewing, creating, and updating; viewing, creating, and deleting; or all of those actions.

  7. Save your changes (click the icon next to the third dropdown).

    Your changes take effect for your chosen users when they refresh their browser or log out and back in.

Add assets to the partition

Once you have enabled partitions on your instance and created partitions, it’s time to organize the assets they’ll contain. You can create new categories and types in the partition, move un-partitioned assets into the partitions, or move assets from one partition to another partition.

To add a new asset category into a partition:

  1. In Configuration > Service Manager > Assets > Manage Types, from the Partitions dropdown, select the partition you want to work with.
  2. In the Asset Categories row, click Add new category (the plus sign).
  3. Give the category a name.
  4. (Optional) Enter a description.
  5. Click Create.

You can now add new asset types in the category you have created.

You can create asset categories and asset types with the same name in different partitions. You cannot, however, move a type to a different partition if there is already a type of the same name there. If you move a category to a different partition that already has a category of the same name, the two categories are merged into one.

To move an asset category into a partition:

  1. In Configuration > Service Manager > Assets > Manage Types, click the category name.
  2. Under the list of available asset list columns, click Move to Partition.
  3. In the Move Category dialog, from the dropdown, select the partition you want to move the category to.
  4. Click Move.

To move an asset type into a partition:

  1. In Configuration > Service Manager > Assets > Manage Types, click the type name.
  2. In the General tab, at the bottom of the view, select Move to Partition.
  3. In the Move Type dialog, from the first dropdown, select the partition you want to move the category to.
  4. From the second dropdown, select the category you want to move the type to.
  5. Select Move.

Update forms and apply service association

Enable partitions in Intelligent Capture forms

When a user fills out a form to raise a request, you can limit their view to a single partition of assets. This ensures they only see and select items that apply to their needs.

To restrict asset visibility, use the Partitioned Assets form within the Intelligent Capture Designer.

If you have an existing form that uses the standard Assets form, you must replace it with the Partitioned Assets form to enable partitioning for asset selection in the form.

Configuration options

The Partitioned Assets form includes all the settings available in the standard Assets form, plus an additional option for partitions:

  • Partition selection: Choose the specific partition you want to display to the user, from Filter by Partition.

As with the Assets form, you can use the other options to further narrow down the items available within the selected partition.

Screenshot showing the Partitioned Assets form options in the Intelligent Capture Designer

Associate a partition to a service

This is done within the Service Manager application.

From the the Service Portfolio, navigate to a service’s configuration settings and assign a partition from the Asset Partition Filter menu.

Screenshot showing the Asset Partition Filter

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