Unassigned Assets
Identifies active devices with no assigned owner, closing accountability gaps and keeping the asset register reliable.
- Runs on a configurable schedule across all active company-owned assets
- Identifies assets with no active employee assignment
- Detects newly unassigned assets from offboarding or upgrades
- Marks assets as NEW or existing based on entity tracking
- Generates CSV with asset name, type, serial number, and last seen date
- Creates ticket and attaches report for IT review
- Notifies desk owner or all admins via Slack/Teams
- Auto-resolves when assets are assigned or decommissioned
What Unassigned Assets does
Unassigned Assets is Harmony's automated monitoring workflow for identifying active company-owned devices that have no employee assigned to them. Running on a weekly schedule, Harmony queries asset management for all active assets with no assignee, filters out recently-reported ones to avoid ticket noise, generates a CSV report, and creates an IT ticket with all affected assets linked for direct action. IT teams can proactively manage their device inventory - tracking down devices that should have been assigned but weren't, and catching equipment that's been floating between employees without proper handoff.
Who Unassigned Assets Is For
IT asset management teams responsible for device inventory accuracy and device lifecycle management.
Devices become unassigned after employee departures, equipment swaps, and bulk imports - and they often stay that way indefinitely because no one is tracking them. Unassigned devices represent an inventory gap, a potential security risk (no one accountable for the device), and wasted resources. This workflow ensures IT is notified every week about any active device without an owner.
How Unassigned Assets Works
A cron schedule fires (default: weekly, Monday at 8 AM UTC). Schedule and timezone are configurable per tenant.
- Query active unassigned assets
The workflow queries asset management for all active company-owned devices with no employee assigned.
- Frequency filter
Assets already reported within the re-reporting window (default: 7 days) are suppressed to prevent the same device from generating repeated tickets.
- CSV report
All newly-flagged unassigned assets are serialized into a CSV report (
assets_without_employees_report). - Ticket creation
A ticket titled "Assets with No Assigned Employee" is created in the IT desk with the CSV attached and all affected asset IDs linked for direct navigation.
The configured assignee (if set) receives the notification. If no assignee is configured, desk managers are notified instead.
Capabilities
- Active unassigned asset detection - Identifies all active company-owned devices in asset management that have no employee assigned.
- Frequency-gated re-reporting - Tracks when each asset was last reported and suppresses re-reports within the configured window (default: 7 days) to keep ticket noise low.
- CSV export - Produces a structured
assets_without_employees_report.csvattached to the ticket for bulk review and action. - Asset-linked tickets - The ticket includes related asset IDs so IT can navigate directly to each device record in asset management.
- Smart notification routing - Notifies the configured assignee; falls back to desk managers if no assignee is set, avoiding double-notification.
- Configurable schedule - Cron schedule and timezone are fully configurable per tenant.
Main use cases
Post-Offboarding Asset Audit - An employee departed last week and their laptop was physically returned but never reassigned in asset management. It shows as active but unassigned. The weekly check flags the device as active with no assignee and creates a ticket for IT to either reassign it to a new employee or update its status to reflect it's in storage.
Equipment Pool Management - IT has a pool of spare laptops that get assigned to new hires. Several spares haven't been assigned in weeks and IT wants to track them. All unassigned active devices are surfaced in the weekly report - IT can see exactly which spare devices are sitting in the pool and either assign them or retire them.
Bulk Import Data Quality Check - An asset inventory import accidentally cleared the employee assignments on 15 devices. The next weekly run detects all 15 devices as active but unassigned and creates a ticket with the full list, so IT can investigate the import error and restore the correct assignments.
Integrations
| Integration | Role in the agent flow |
|---|---|
| Asset Management API (internal) | Source of all active company-owned device records and their employee assignments; queried to identify unassigned assets |
| Service Desk (internal) | Ticket created with CSV attachment and linked asset IDs; tracked by IT for follow-up |
| Notifications system (Slack/Teams) | Notifies ticket assignee or desk managers when newly unassigned assets are detected |
FAQ
It's a scheduled Harmony workflow, not an interactive chatbot. It runs on a cron schedule (default: weekly), scans active assets for missing assignments, and creates a ticket if any are found. No user conversation is required.
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