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Version: 11

SSAD Internal User Guide​

Overview​

The Open iT Shared Software Assets Directory (SSAD) is a central repository for software information and its normalized format. It plays a crucial role in Open iT’s ServiceNow integration by automatically distributing a standard software catalog for data normalization that ensures report accuracy in the ServiceNow for Engineering Dashboard.

Scope and Limitation​

This guide is specifically for the management of the Open iT Shared Software Assets Directory (SSAD) in the Customer Portal and is intended for internal use only.

It provides instructions on how to:

  • Create and manage client credentials to connect to the SSAD
  • Manage the SSAD content

Moreover, this document does not cover broader IT infrastructure customer’s Open iT application management, or detailed technical troubleshooting.

Requirements​

Your account in the Customer Portal must have the SSAD-Admin role to manage the SSAD and JWT Clients pages.

Generating the Client ID and Secret​

The customer’s Open iT setup needs a client ID and client secret to access the SSAD hosted in the Customer Portal.

  1. Log in to the Open iT Customer Portal Admin page.

  2. Go to the JWT Clients page.

    tip

    If you can't see JWT Clients from the Service Catalog after accessing the Customer Portal Admin page, you may not have the required role.

    Coordinate with iTools or your administrator to request an SSAD-Admin role.

  3. Click the Add JWT Client button.

  4. On the Add JWT Client prompt, supply the following information:

    • In Select Company, choose the Open iT customer name that will use the client credentials.
    • Create a unique client ID, click Generate Guid, or leave the default client ID as-is.
    • Create a descriptive client name.
    • (Optional) Click Generate Guid for the Client Secret Value as needed.

    note

    Keep the predefined values of Allowed Scopes and Grant Types as-is.

    warning

    Copy and securely save the client secret immediately as you won't be able to retrieve it after clicking Save.

  5. Click Save.

Managing the SSAD Tables​

The SSAD database consists of the Software, Feature, Daemon, Vendor, and License Manager tables. You can manually manage (add, edit, delete) information per table or upload a CSV file containing the software details to easily populate and manage the catalog.

You can also manage (add, edit, delete) source information per entry per table for historical reference.

Importing a CSV Source File​

  1. Log in to the Open iT Customer Portal Admin page.

  2. Go to the SSAD page.

  3. Go to File Import.

  4. Drag then drop the CSV file on the available download area or browse for the file.

  5. You may update the details per entry as needed. To do so, scroll to the right then click on the Edit icon.

    Update the information as needed, then click Update.

  6. You may also delete an entry by clicking on the Delete icon. Click Delete on the confirmation prompt to proceed.

  7. Once done with updating the details, click Save to upload the CSV file.

Adding a Table Entry​

  1. Log in to the Open iT Customer Portal Admin page.

  2. Go to the SSAD page.

  3. Choose the table to update.

  4. Select the Add button on the upper-right corner of the page.

  5. Supply the necessary details.

  6. Click Save.

Editing a Table Entry​

  1. Log in to the Open iT Customer Portal Admin page.

  2. Go to the SSAD page.

  3. Choose the table to update.

  4. Search for the target entry

  5. Under the Actions column, click the corresponding Edit icon.

  6. Update the details as needed.

  7. Click Save.

Deleting a Catalog Entry​

  1. Log in to the Open iT Customer Portal Admin page.

  2. Go to the SSAD page.

  3. Choose the table to update.

  4. Search for the target entry.

  5. Under the Actions column, click the corresponding Delete icon.

  6. Click Delete to proceed.

Adding Source Information​

  1. Log in to the Open iT Customer Portal Admin page.

  2. Go to the SSAD page.

  3. Choose the table to update.

  4. Search for the target entry.

  5. Under the Actions column, click the corresponding More Actions icon and select Edit Source Information.

  6. In the Source Information table, click the Plus button to add new source information.

  7. Click the Edit icon to enable the fields.

  8. Update the details as needed.

  9. Click the Save button.

Editing Source Information​

  1. Log in to the Open iT Customer Portal Admin page.

  2. Go to the SSAD page.

  3. Choose the table to update.

  4. Search for the target entry.

  5. Under the Actions column, click the corresponding More Actions icon and select Edit Source Information.

  6. In the Source Information table, search for the source information entry to update.

  7. Click the Edit icon to enable the fields.

  8. Update the details as needed.

  9. Click the Save button.

Deleting Source Information​

  1. Log in to the Open iT Customer Portal Admin page.

  2. Go to the SSAD page.

  3. Choose the table to update.

  4. Search for the target entry.

  5. Under the Actions column, click the corresponding More Actions icon and select Edit Source Information.

  6. In the Source Information table, search for the source information entry to delete.

  7. Click the Delete icon.

Adding an Alias Rule​

Use Alias Rules to rename certain values in specific fields in the SSAD catalog. This is currently available for the FeatureVersion and LicenseManager fields.

  1. Log in to the Open iT Customer Portal Admin page.

  2. Go to the Alias Rules page.

  3. Click Add Alias Rule.

  4. Input the needed information.

  5. Click Save.

Managing the SSAD Site Values​

Site values are predefined options that can be selected for certain dropdown menus within forms in the SSAD pages. You can set values for License Metrics, Pricing Model, License Installations, Discipline, Workflow, and Elements.

These site values are crucial for maintaining consistency, accuracy, and efficiency in data entry and management processes.

Adding Site Values​

  1. Log in to the Open iT Customer Portal Admin page.

  2. On the upper-right corner of the page, click the Site Values icon.

  3. Under SSAD Site Values, choose the field to update.

  4. In the right panel, supply the site value details.

  5. Click Save.

Editing Site Values​

  1. Log in to the Open iT Customer Portal Admin page.

  2. On the upper-right corner of the page, click the Site Values icon.

  3. Under SSAD Site Values, choose the field to update.

  4. In the Site Values table, select the entry to update.

  5. In the right panel, edit the site value details as needed.

  6. Click Save.

Deleting Site Values​

  1. Log in to the Open iT Customer Portal Admin page.

  2. On the upper-right corner of the page, click the Site Values icon.

  3. Under SSAD Site Values, choose the field to update.

  4. In the Site Values table, select the entry to delete.

  5. In the right panel, click the Delete icon.

  6. Click Delete to proceed.