PSA Asset Mapping
Both the Dashboard and Autotask contain a list of Clients, Sites and Devices. Before Device and Check information can be transferred between the two systems, an asset association must first be established through the Dashboard's PSA Asset Mapping.
PSA Asset Mapping is accessible as part of the integration setup, or post-installation from:Settings > PSA Integration > Asset Mappings
When first opened the Dashboard retrieves the latest customer information from Autotask. These details are cached by the Dashboard to improve load times when subsequently accessing the Asset Mapping dialog. To ensure the Autotask information is kept up-to-date with any changes made in Autotask (renamed devices etc.) we have included the option to Refresh Cache.
After retrieving the customer information, we then perform an exact name comparison between the Dashboard and Autotask assets. Where a match is discovered, the asset is automatically marked as mapped, with the ability to accept or decline this mapping. If the asset only exists in the Dashboard, a new item is created in Autotask using the asset's Dashboard name.
The PSA Asset Mappings dialog defaults to the Clients view, with the view level controlled from the Actions column. Choose View Sites to return all Sites under the Client and View Devices to inspect all of the Site's Devices. The view's breadcrumbs allow you to return to a higher level in the hierarchy.
To provide more targeted information, two filter options are available above the main window. Search for assets in the current and View based on the current mapped status (All assets, Unmapped assets only, New assets only). These filter options are only applied to the current view.
At each level the dialog displays the asset's Dashboard name, the mapped Autotask name, its mapping status and whether a new Autotask item is required for mapping. When viewing the Device Level an additional columns is displayed for device type identification (server or workstation).
From here you can review, edit and save mapping suggestions before they are applied. To change an asset's Autotask mapping, click its edit icon (pencil) and choose the association from the returned results.
If you do not want to associate an Dashboard asset to an entry in Autotask or remove an existing mapping, opt to Unmap or Never Map assets by clicking the three dots on the end of the asset row.
When working in the Asset Mapping section, use the Add Client, Add Site or Add Device option under the edit button to create the required entity in Autotask. This functionality allows you to easily add a Autotask entity and continue the mapping process, rather than navigate to the Autotask portal to create a new element.
Once satisfied with the selection, Save to apply.
Where a selection is not made, the Save Selected button returns an error message.
Asset mapping supports automatic selection when mapping a child asset or entity. For example, when changing the mappings for Sites or Devices, the associated Clients are automatically selected. This ensures that when multiple child level changes are made, you do not have to remember navigate to them then reselect the Client.
As well as individual Clients, you can use the selector column header and it's drop down menu to Select all items on all pages or Select all items on this page. Where a selection already exists, you can use the drop-down to Unselect all items.
Please be aware that the Asset Mapping dialog may not display correctly in Internet Explorer.
Dashboard 2019.07.08 introduced Autotask Site mapping. To match the potential mixed usage of sites in Autotask and the Dashboard, we support one to one (Dashboard and Autotask hierarchy match) as well as many to one (multiple entities on the Dashboard to one entity in Autotask) relationships, as covered in the below example.
Sites are an optional mapping setting. If you do not have sites configured in Autotask and do not intend to use them, do not select a Site from the drop-down.
Where you do not intend to use Sites, we suggest disabling the Enable site mapping option during the integration or migration process. Once the integration is setup, go to Settings > PSA Integration > Configure to change this setting.
Please be aware that after a Site is selected and confirmed, you cannot return this mapping to the No Site state.
|Relationship||Dashboard Client||Dashboard Site||Autotask Client||Autotask Site|
|One to One||Abertay Pharmaceuticals||Lab01||Abertay Pharmaceuticals||Lab01|
|One to One||Abertay Pharmaceuticals||Lab02||Abertay Pharmaceuticals||Lab02|
|One to Many||Fìobha Motors||Forecourt||Fìobha Motors||Newport|
|One to Many||Fìobha Motors||Garage||Fìobha Motors||Newport|
|One to Many||Fìobha Motors||Back Office||Fìobha Motors||Newport|
Where an entity or asset does not exist in Autotask it is added as part of the mapping process. To avoid misconfiguration, or the creation of duplicate entities and assets in Autotask, we suggest reviewing your mapping settings before saving.
Note, regardless of the method used to add an entity or asset in Autotask, once created it can only be removed in Autotask.
Due to browser limitations, the Asset Mapping dialog may not display correctly in Internet Explorer.