Update and deploy devices

Once you have populated your Device register with details of your existing devices, you can use Trelica to record additional details, enter the expected lifespan, and keep track of where and to whom each device is deployed.

Based on this information, you can use automated workflows to:

• Manage reconditioning or replacement of devices.
• Ensure that hardware is recovered when individuals leave your organization. 

Update device details

After you have added or imported a device, you can record additional details, such as the device serial number, supplier, purchase date and price, and populate any custom fields that you have created. You can also edit the device model, tag and description. 

From the Device register, select the relevant device to view the device details page and then edit the details as required.

Alternatively, you can import device details, including purchase date and warranty expiration, from a supplier's system (such as Dell TechDirect) automatically. To import these details, ensure device tags or serial numbers are recorded accurately in Trelica. 

Set the device lifespan

Recording the expected lifespan of each device can help you to manage your equipment stock.

To identify devices that are approaching the end of their expected lifespan, filter the Device register by "expected lifespan expiration". You can also trigger an automated workflow based on devices' expected expiry dates. 

Deploy devices and update device status

Each device in Trelica has an associated status. You can use the status to track the lifecycle of a device, including when it is deployed for use and to whom, and when it is in repair or retired.

Devices can be in one of the following states:

• New - The default state for devices added to Trelica.
• Ready - The device is ready for use.
• Deployed - The device is in use and assigned to an individual.
• In repair - The device is out of service and needs to be repaired prior to re-deployment.
• Retired - The device is no longer in use.

When you set the status of a device, you can also specify a location and (depending on the type of device) assign it to a person in your organization.

When you change a device's status to "Retired", the retirement date is set to the current date. To change the retirement date, click Edit lifespan.

You can filter the Device register by status. This is useful for identifying devices that are available for deployment or which are being repaired, for example.

Configure workflows to service or replace devices

You can create automated workflows to manage reconditioning or replacement of devices at the end of their lifespan.

For example, you could set up a workflow with the following steps:

1. Use the Device meets criteria trigger and apply a filter to identify devices with an expected lifespan expiration in the next 30 days. If required, you can also filter by particular device types or models. 
2. Send a Slack message, Microsoft Teams message or email to the device assignee to inform them that the device is due to be replaced and to check their requirements before organizing the repair or ordering a replacement. Use merge fields to include details about the current device.
3. Based on their response, create a task to organize the repair or order the replacement.
4. Once the task is marked as complete, send another message to ask the device assignee to return their device, or create a task to retrieve the device.
5. Based on the outcome of the previous step, set the device status to "In repair" or "Retired".
6. If you have connected Trelica to a device management system, remove the device from that system.

For more information about creating workflows, see Automate activities with workflows. 

Recover devices when employees leave your organization

The Device register's "Terminated assignees" view displays all devices currently assigned to people that have left or are soon due to leave your organization. Once you have recovered a device, update the status to "Ready", "In repair" or "Retired" as appropriate and remove the assignee. 

If you have configured an automated offboarding workflow to revoke employees' access to apps when they leave your organization, you can include steps to help you recover any devices currently assigned to the terminated individual. 

For example, you could set up an offboarding workflow with the following steps:

1. Use the Person leaves trigger to initiate the offboarding process based on employees' termination dates.
2. Send a Slack message, Microsoft Teams message or email to the line manager to confirm that the individual should be offboarded. 
3. Add the Filter devices step and select Devices assigned to this person to identify the devices currently assigned to the terminated employee. 
4. Send an email, Slack message or Microsoft Teams message to the terminated employee's line manager and include the Assigned devices merge field to provide them with a list of the devices that should be returned. Embed buttons in the message so that the line manager can notify you when the devices have been returned. 
5. Configure other offboarding steps as normal. For more information about configuring offboarding workflows, see Automate employee offboarding. 

If you are using a device management system, such as Jamf Pro or Kandji, you can also use a workflow to lock a user out of their laptop of desktop computer.