Configure Auvik for inventory sync to Autotask PSA

Now that Autotask PSA has been set up for user-defined fields and configuration item types, we can put that configuration to use on the Auvik / Autotask PSA integration.

• Device identifier
  • Add identifier
  • Edit identifier
  • Delete identifier
• Device class mappings
  • Add class mapping
  • Edit class mapping
  • Delete class mapping
• Device make mappings
  • Add make mappings
  • Edit make mappings
  • Delete make mappings
• Field sync mappings
  • Add sync mapping
  • Edit sync mapping
  • Delete sync mapping
• Enable syncing
• Inventory mapping details
• Finding synced inventory

Note: For a device to sync between Auvik and Autotask PSA, the device must match the configuration specified in Auvik. Inventory mapping configurations are treated as ORs.

For example, in the screenshot below, configuration in Auvik is set as follows:

Device Identifier is Host Name OR Device Identifier is Serial Number

For the device to sync, it must have an identifier. A new configuration can only be created if the Auvik device class is mapped to a valid Autotask PSA product and category or configuration item type.

Inventory Sync Options

You can refine how Auvik matches devices to Autotask PSA configurations by enabling the following options:

• Use Configuration Type When Matching
  When this option is selected, Auvik will consider both the device class and its mapped Autotask product, configuration item category and configuration item type when matching to Autotask PSA configurations. This helps ensure devices are linked more accurately. 
  Note: If you expect that you will update the device class in Auvik and want to keep the matched configuration in sync, add a field sync mapping for Device Class Mapping to Product, Configuration Item Category, and Configuration Item Type. See this section for details.
  
   

• Only Match to Active Configurations
  Enable this option to restrict matching to configurations in Autotask PSA that are currently marked as active. This prevents Auvik from linking to outdated or deprecated configurations.
  Note: If this option and Update configurations as inactive when Auvik device is deleted are enabled and a deleted device is re-discovered by Auvik, a new duplicate configuration item will be added because the previous configuration has been marked inactive.

You can control how configuration status is managed in Autotask PSA when Auvik devices are matched or deleted:

• Update matched configurations as active
  When Only Match to Active Configurations is disabled, enabling this option will automatically set the status of a matched configuration in Autotask PSA to active. 
  Note: If Only Match to Active Configurations is checked, there are scenarios where matched configuration items are accidentally marked as inactive in Autotask PSA, and you want to use Auvik as the source of truth for the device status, enable this option.
   
• You can choose to sync only managed devices from Auvik to Autotask PSA.
  This helps keep your PSA configuration list clean by excluding unmanaged devices — ensuring only billable, managed assets are synced. Check Sync only managed devices to enable this.
  
   

• Update configurations as inactive when Auvik device is deleted
  Enable this option to automatically mark the corresponding Autotask PSA configuration as inactive when the associated device is deleted from Auvik.

Device identifier

The device identifier is used to identify existing configuration records in Autotask PSA to sync to.

Note: If a device's only identifier field in Auvik is Unknown, it won't be synced over to Autotask PSA.

How to add a new device identifier

Options available for the identifier are limited to:

Things to keep in mind for inventory sync:

1. Device identifier of host name
   • If the device name in Auvik doesn’t match the configuration record in Autotask PSA, a new configuration record is created.
2. Device identifier of serial number
   • If the device in Auvik doesn’t have a discovered serial number, and you’ve chosen to use only the device identifier of serial number, the device won’t sync until a serial number is discovered.
   • If the device in Auvik has a discovered serial number, it must match an existing record in Autotask PSA by character, not by case. For example, if the Auvik serial number is AS1623145367, and the Autotask PSA configuration record shows the serial number as as1623145367, this would match. A new record won’t be created. But if the Autotask PSA configuration record shows the serial number as as-1623145367, this wouldn’t match the Auvik serial number and a new configuration record could be created.

1. From the Auvik dashboard, click Integrations from the side navigation bar.
   
2. In the displayed list of integrations, click the row for the Autotask PSA integration.
   
3. Click the Inventory tab.
   
4. From the Device Identifiers table, click the Add Device Identifier button.
5. Select the field(s) Auvik should use to match Auvik devices to Autotask PSA configurations.
   
6. Click Save.

If you’ve added both Host Name and Serial Number as device identifiers, you can decide the priority in which they should be tried. To change the priority, find the one you want to change and at the end of its row, click the Up arrow to increase the priority or the Down arrow to decrease priority.

The identifiers are based on an OR condition. For example, the screenshot above shows that a match would be made based on host name OR serial number.

How to edit device identifiers

1. From the Auvik dashboard, click Integrations from the side navigation bar.
2. In the displayed list of integrations, click the row for the Autotask PSA integration.
3. Click the Inventory tab.
   
4. In the displayed list of device identifiers, find the one you want to edit. Click the box at the beginning of its row.
   
5. Click the Edit button.
6. Make the changes you want.
   
7. Click Save.

How to delete device identifiers

1. From the Auvik dashboard, click Integrations from the side navigation bar.
2. In the displayed list of integrations, click the row for the Autotask PSA integration.
3. Click the Inventory tab.
4. In the displayed list of device identifiers, find the identifier(s) you want to delete. Click the box at the beginning of its row.
5. Click the Delete button.
6. Confirm the cancellation by clicking Delete.

Device class mappings

The device class mappings are used to tell Auvik how you want to associate Auvik device classes with  product, configuration item categories and configuration item types  in Autotask PSA when creating new inventory records.

Auvik’s list of device classes can’t be changed, but you can manage product, categories and types in Autotask PSA. Once you’ve added a new product, category or type in Autotask PSA, it takes a few minutes to appear in Auvik.

For a list of available Auvik device classes, see Auvik map icons and what they represent:

How to add a new device class mapping

1. From the Auvik dashboard, click Integrations from the side navigation bar.
   
2. In the displayed list of integrations, click the row for the Autotask PSA integration.
   
3. Click the Inventory tab.
   
4. From the Device Class Mappings table, click the Add Type Mapping button.
   
5. Select the Auvik device classes that should be synced with Autotask PSA and the product, category and type they should be synced as.
6. Click Save.

Repeat to add each device class mapping for which you’d like devices synced.

How to edit device class mappings

1. From the Auvik dashboard, click Integrations from the side navigation bar.
   
2. In the displayed list of integrations, click the row for the Autotask PSA integration.
   
3. Click the Inventory tab.
   
4. In the displayed list of device class mappings, find the one you want to edit. Click the box at the beginning of its row.
   
5. Click the Edit button.
   
6. Make the changes you want.
7. Click Save.

How to delete device class mappings

1. From the Auvik dashboard, click Integrations from the side navigation bar.
2. In the displayed list of integrations, click the row for the Autotask PSA integration.
3. Click the Inventory tab.
4. In the displayed list of device class mappings, find the identifier(s) you want to delete. Click the box at the beginning of its row.
5. Click the Delete button.
6. Confirm the cancellation by clicking Delete.

Device make mapping

Device make mappings are used to determine which device makes in Auvik should be synced, and to what value of vendor to use in Autotask PSA when updating inventory records.

Auvik’s list of makes can’t be changed but you can manage the vendors in Autotask PSA. Once you’ve added a vendor in Autotask PSA, it takes a few minutes to appear in Auvik.

The Vendor (Account) dropdown shows you a list of all active companies in Autotask PSA.

How to add a new make mapping

1. From the Auvik dashboard, click Integrations from the side navigation bar.
2. In the displayed list of integrations, click the row for the Autotask PSA integration.
   
3. Click the Inventory tab.
   
4. From the Device Make Mappings table, click the Add Make Mapping button.
   
5. Select the Auvik makes fields that should be synced with Autotask PSA and the Vendor they should be synced as.
6. Click Save.

Repeat these steps to add each device make mapping you’d like synced.

You can also click the Auto button to have all Auvik makes with a matching vendor as found in Autotask PSA automatically mapped. If there’s no match found, you could see:

(1) there’s no entry for a device make, or

(2) the vendor appears blank.

Any subsequent Auto syncs only pick up new makes that haven’t yet been mapped. If there’s already a mapping, it won’t be updated. You must update it manually.

How to edit make mappings

1. From the Auvik dashboard, click Integrations from the side navigation bar.
   
2. In the displayed list of integrations, click the row for the Autotask PSA integration.
   
3. Click the Inventory tab.
   
4. In the displayed list of make mappings, find the one you want to edit. Click the box at the beginning of its row.
5. Click the Edit button.
6. Make the changes you want.
7. Click Save.

How to delete make mappings

1. From the Auvik dashboard, click Integrations from the side navigation bar.
2. In the displayed list of integrations, click the row for the Autotask PSA integration.
3. Click the Inventory tab.
4. In the displayed list of make mappings, find the fields(s) you want to delete. Click the box at the beginning of its row.
5. Click the Delete button.
6. Confirm the cancellation by clicking Delete.

Field syncing

Field syncing allows you to select specific detail about a device that should be synced from Auvik to Autotask PSA.

Auvik’s list of fields can’t be changed, but you can manage user-defined fields in Autotask PSA. Once you’ve added a new user-defined field in Autotask, it takes a few minutes to appear in Auvik.

The Auvik fields available for selection are limited to:

• Contract renewal availability
• Description
• Device class mapping
• Device ID (Auvik API ID for the device)
• Device make
• Firmware version
• Host name
• IP address
• Last mapped (date)
• Last support status
• MAC address
• Model name
• Recommended software version
• Sales availability
• Serial number
• Service attachment status
• Service status
• Software maintenance status
• Software version
• Vendor name
• Warranty expiration date
• Warranty status 

How to add a new sync field

For all configuration types, sync field mappings are limited to:

• Contract renewal availability
• Description
• Device class mapping1
• Device ID (Auvik API ID for the device)
• Device make
• Firmware version
• Host name
• Last mapped (date)2
• IP address
• Last support status
• MAC address
• Model name
• Recommended software version
• Sales availability
• Serial number
• Service attachment status
• Service status
• Software maintenance status
• Software version
• Vendor name3
• Warranty expiration date
• Warranty status

For device make, you’ll want to map to the Vendor (Account) field in Autotask PSA.

1 For device class mapping, you’ll want to map to the Product, Configuration Item Category or Configuration Item Type field in Autotask PSA. This will use the mapped values configured in the Device Class Mappings section. For example, if the device class Firewall is mapped to the configuration item type Network Hardware in the Device Class Mappings section, then Network Hardware is set as the value for Configuration Item Type in Autotask PSA for firewalls in Auvik.

2 Last mapped (date) refers to the last date that the configuration is mapped to a device in Auvik. It’s formatted in yyyy-mm-dd and in UTC. This field is updated daily.

3 Vendor (Account) is different from Vendor Name. Vendor (Account) syncs to existing Autotask PSA configuration fields. Vendor Name syncs to a user-defined field, which you need to add in Autotask PSA for each configuration item category and/or type.

1. From the Auvik dashboard, click Integrations from the side navigation bar.
   
2. In the displayed list of integrations, click the row for the Autotask PSA integration.
   
3. Click the Inventory tab.
   
4. From the Field Sync Mappings table, click the Add Sync Field button.
   
5. Select the Auvik fields that should be synced with Autotask PSA and the configuration type they should be synced as.
6. Click Save.

Repeat to add each device class mapping you’d like devices synced for.

How to edit sync fields

1. From the Auvik dashboard, click Integrations from the side navigation bar.
   
2. In the displayed list of integrations, click the row for the Autotask PSA integration.
   
3. Click the Inventory tab.
   
4. In the displayed list of sync fields, find the one you want to edit. Click the box at the beginning of its row.
   
5. Click the Edit button.
6. Make the changes you want.
7. Click Save.

How to delete sync fields

1. From the Auvik dashboard, click Integrations from the side navigation bar.
2. In the displayed list of integrations, click the row for the Autotask PSA integration.
3. Click the Inventory tab.
4. In the displayed list of sync fields, find the fields(s) you want to delete. Click the box at the beginning of its row.
5. Click the Delete button.
6. Confirm the cancellation by clicking Delete.

Enable syncing

Once you’re done configuring your Auvik / Autotask PSA integration for inventory sync, check Enable Inventory Syncing and click Save.

How to see inventory mapping details

If you’ve enabled an inventory sync between Auvik and Autotask PSA, you can see which devices have and haven’t been sent between the two applications.

1. From the Auvik dashboard, click Integrations from the side navigation bar.
2. In the displayed list of integrations, click the row for the Autotask PSA integration.
3. Click the Inventory Mappings tab.

These are the fields that are available in the table:

• Domain Prefix - Domain prefix of the Auvik site the device is in
• Device Name - Name of the device in Auvik
• Configuration Item - ID of the matching Configuration Item in Autotask PSA. The link will take you to the Configuration Item in Autotask PSA. (Heads-up: Be sure to enable pop-ups from Autotask PSA in your browser settings.)
  • State - Current state of the device matching. The possible states are:
  • Waiting for Online Time - Wait for the device to come online before matching
  • Ready to Match - Waiting for next sync to match the device
  • Matching in Progress - Device is being matched

You can use filters to show only certain details. For more information on filtering, see How to filter data in Auvik.

After configuring inventory sync, if you find that inventory hasn’t synced or there are duplicate entries, see How do I troubleshoot issues with my Auvik / Autotask PSA integration? for possible solutions.

Finding synced inventory

Details for all inventory synced from Auvik to Autotask PSA are found in the Autotask PSA application under CRM > Configuration Items.

This will open the search field for the CRM.