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 configuration type.

Device identifier

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

How to add a new device identifier

Options available for the identifier are limited to:

Auvik fields	Autotask Fields	Note
Host Name	Notes	Device in Auvik must have a discovered device name.
	Reference Title
Serial Number	Serial Number	Device in Auvik must have a discovered serial number.

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 and configuration types  in Autotask PSA when creating new inventory records.

Auvik’s list of device classes can’t be changed, but you can manage product and configuration types in Autotask PSA. Once you’ve added a new product or configuration 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 configuration 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 ID (Auvik API ID for the device)
• Device make
• Firmware version
• Host name
• 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 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 ID (Auvik API ID for the device)
• Device make
• Firmware version
• Host name
• 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 name
• Warranty expiration date
• Warranty status

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

* 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 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.
4. MSP only: From the list of clients, highlight which client you want to see inventory mapping details for.

There are three tables of detail available. On each table, you can use filters to show only certain details. For more information on filtering, see How to filter data in Auvik.

• Mapped Devices shows a list of all devices sent from Auvik to Autotask PSA and how they’ve been mapped.
• Unmapped Devices shows a list of all devices in Auvik that haven’t been mapped to devices in Autotask PSA.
• Unmapped Configurations shows a list of all devices in Autotask PSA that haven’t been mapped to devices 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.