> ## Documentation Index
> Fetch the complete documentation index at: https://docs.figorisk.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Asset Management

> Build and manage your IT asset inventory in FigoRisk

## Overview

Asset management in FigoRisk helps you maintain a comprehensive inventory of all organizational assets, assess their value and criticality, and understand associated risks.

<Info>
  **Why asset management matters:** You can't protect what you don't know
  exists. A complete asset inventory is the foundation of effective risk
  management.
</Info>

***

## Asset Types

FigoRisk supports multiple asset categories:

<CardGroup cols={2}>
  <Card title="Hardware Assets" icon="server">
    **Physical IT equipment** Examples: - Servers and workstations - Network
    equipment (routers, switches) - Mobile devices - Storage devices - Printers
    and peripherals
  </Card>

  <Card title="Software Assets" icon="code">
    **Applications and systems** Examples: - Operating systems - Business
    applications - Development tools - Databases - Security software
  </Card>

  <Card title="Data Assets" icon="database">
    **Information repositories** Examples: - Customer databases - Financial
    records - Employee information - Intellectual property - Backup archives
  </Card>

  <Card title="Network Assets" icon="network-wired">
    **Network infrastructure** Examples: - Network segments - Firewalls - VPNs -
    WiFi access points - DNS servers
  </Card>
</CardGroup>

***

## Adding Assets

### Manual Asset Creation

<Steps>
  <Step title="Navigate to Assets">
    Click **Assets** in the main navigation menu
  </Step>

  <Step title="Click Add Asset">Click **+ Add Asset** button</Step>

  <Step title="Fill Basic Information">
    **Asset Details:** - **Asset Name**: Descriptive name (e.g., "Production Web
    Server") - **Asset Type**: Select from Hardware, Software, Data, Network -
    **Category**: More specific classification - **Description**: Brief
    description of the asset **Example:** `Name: Customer Database Server
            Type: Hardware Category: Database Server Description: Primary MySQL server
            hosting customer data`
  </Step>

  <Step title="Set Asset Criticality">
    **Criticality Level** (Business impact if asset fails): - **Critical**:
    Mission-critical, no alternative - **High**: Very important, minimal
    alternatives - **Medium**: Important, alternatives available - **Low**: Nice
    to have, easily replaceable
    <Tip>Ask: "What happens if this asset is unavailable for 24 hours?"</Tip>
  </Step>

  <Step title="Add Technical Details">
    **Hardware Assets:** - Serial Number - IP Address - MAC Address - Location
    (physical or data center) - Manufacturer - Model - Purchase Date - Warranty
    Expiry **Software Assets:** - Version - License Type - License Expiry -
    Vendor - Installation Date **Data Assets:** - Data Classification (Public,
    Internal, Confidential, Restricted) - Data Type (PII, Financial, Health,
    etc.) - Storage Location - Retention Period
  </Step>

  <Step title="Assign Ownership">
    * **Asset Owner**: Primary responsible person - **Department**: Owning
      department - **Custodian**: Person managing the asset - **Users**: People
      who use this asset
  </Step>

  <Step title="Set Financial Information">
    * **Purchase Value**: Original cost - **Current Value**: Depreciated value -
      **Annual Cost**: Maintenance/license costs
  </Step>

  <Step title="Save Asset">Click **Create Asset** to save</Step>
</Steps>

***

## Bulk Asset Import

For importing multiple assets at once:

<Steps>
  <Step title="Download Template">
    1. Go to **Assets** page 2. Click **Import Assets** 3. Download CSV template
  </Step>

  <Step title="Prepare Your Data">
    Fill in the template with asset information: | Asset Name | Type | Category
    \| Criticality | Owner | IP Address | Location |
    \|-----------|------|----------|-------------|-------|-----------|----------|
    \| Web Server 01 | Hardware | Server | Critical | John Doe | 192.168.1.10 |
    Data Center A | | CRM Application | Software | Business App | High | Jane
    Smith | - | Cloud | | Customer Database | Data | Database | Critical | Bob
    Johnson | - | AWS RDS |
  </Step>

  <Step title="Upload File">
    1. Click **Choose File** 2. Select your CSV 3. Click **Upload**
  </Step>

  <Step title="Review Preview">
    Check the import preview: - ✅ Valid entries (will be imported) - ⚠️
    Warnings (will import but check data) - ❌ Errors (won't import, fix
    required)
  </Step>

  <Step title="Complete Import">
    Click **Import Assets** You'll see a summary: - X assets imported
    successfully - Y assets with warnings - Z assets failed (download error
    report)
  </Step>
</Steps>

<Warning>
  **Before bulk import:** Test with 5-10 assets first to ensure your CSV format
  is correct.
</Warning>

***

## Asset Discovery

Automatically discover IT assets on your network:

<Info>
  **Coming Soon:** Automated network scanning and asset discovery features are
  currently in development.
</Info>

**Current workarounds:**

1. Export asset list from your IT asset management tool
2. Convert to FigoRisk CSV format
3. Use bulk import feature

***

## Asset Classification

### Criticality Assessment

Determine asset criticality based on business impact:

<Tabs>
  <Tab title="Critical">
    **Characteristics:** - No alternatives or backups available - Immediate
    business impact if unavailable - Affects revenue or regulatory compliance -
    Downtime measured in minutes **Examples:** - Production payment gateway -
    Primary customer database - Core banking system - Emergency communication
    system
  </Tab>

  <Tab title="High">
    **Characteristics:** - Limited alternatives available - Significant business
    impact - Affects operations or customer service - Downtime measured in hours
    **Examples:** - Email server - CRM application - Internal ERP system - File
    sharing platform
  </Tab>

  <Tab title="Medium">
    **Characteristics:** - Alternatives exist - Moderate business impact -
    Affects productivity - Downtime measured in days **Examples:** - Project
    management tools - Internal wiki - Development servers - HR management
    system
  </Tab>

  <Tab title="Low">
    **Characteristics:** - Easily replaceable - Minimal business impact - Nice
    to have - Extended downtime acceptable **Examples:** - Test/demo
    environments - Personal productivity tools - Archive servers - Training
    systems
  </Tab>
</Tabs>

### Data Classification

For data assets, classify based on sensitivity:

| Classification   | Description                                  | Examples                                        | Access Control    |
| ---------------- | -------------------------------------------- | ----------------------------------------------- | ----------------- |
| **Restricted**   | Highest sensitivity, regulatory requirements | Customer PII, payment card data, health records | Need-to-know only |
| **Confidential** | Internal sensitive data                      | Financial reports, strategic plans, salary data | Role-based access |
| **Internal**     | Internal use only                            | Employee directory, policies, internal docs     | All employees     |
| **Public**       | Can be publicly disclosed                    | Marketing materials, public reports             | No restrictions   |

***

## Asset Relationships

Link assets to show dependencies:

<Steps>
  <Step title="Open Asset">Click on an asset to view details</Step>

  <Step title="Navigate to Dependencies">Click **Dependencies** tab</Step>

  <Step title="Add Dependency">
    Click **+ Add Dependency** **Types of relationships:** - **Depends On**:
    This asset requires another asset - **Used By**: This asset is used by
    another asset - **Hosted On**: Software/data hosted on hardware - **Connects
    To**: Network connections
  </Step>

  <Step title="Select Related Asset">Search and select the related asset</Step>

  <Step title="Save Relationship">Click **Save**</Step>
</Steps>

**Example dependencies:**

```
Web Application (Software)
├── Depends On → Web Server (Hardware)
├── Depends On → Database Server (Hardware)
└── Contains → Customer Data (Data)

Database Server (Hardware)
├── Hosted On → VMware Cluster (Hardware)
├── Connects To → SAN Storage (Hardware)
└── Used By → Backup System (Software)
```

***

## Asset Lifecycle Management

### Asset States

Track assets through their lifecycle:

<AccordionGroup>
  <Accordion icon="circle-plus" title="Planning">
    Asset is planned but not yet acquired **Actions:** - Define requirements -
    Get approvals - Create purchase orders
  </Accordion>

  <Accordion icon="cart-shopping" title="Acquisition">
    Asset has been ordered **Actions:** - Track delivery - Prepare for
    deployment - Update inventory
  </Accordion>

  <Accordion icon="circle-play" title="Active">
    Asset is in production use **Actions:** - Regular maintenance - Monitor
    performance - Track usage
  </Accordion>

  <Accordion icon="screwdriver-wrench" title="Maintenance">
    Asset is undergoing maintenance **Actions:** - Apply patches/updates -
    Perform repairs - Document changes
  </Accordion>

  <Accordion icon="box-archive" title="Retired">
    Asset is no longer in use **Actions:** - Data sanitization - Physical
    disposal - Update documentation
  </Accordion>
</AccordionGroup>

### Change Asset Status

<Steps>
  <Step title="Open Asset">Navigate to the asset detail page</Step>

  <Step title="Click Change Status">Click **Change Status** button</Step>

  <Step title="Select New Status">Choose the new lifecycle status</Step>

  <Step title="Add Notes">Document reason for status change</Step>

  <Step title="Confirm">Click **Update Status**</Step>
</Steps>

***

## Asset Search & Filters

Find assets quickly using filters:

### Quick Filters

Pre-configured filter options:

<CardGroup cols={2}>
  <Card title="By Criticality" icon="gauge-high">
    * Critical assets only - High & Critical - All priorities
  </Card>

  <Card title="By Type" icon="layer-group">
    * Hardware only - Software only - Data assets - Network assets
  </Card>

  <Card title="By Owner" icon="user">
    * My assets - Department assets - Unassigned assets
  </Card>

  <Card title="By Status" icon="circle-check">
    * Active only - In maintenance - Retired assets
  </Card>
</CardGroup>

### Advanced Search

<Steps>
  <Step title="Open Advanced Search">
    Click **Advanced Search** in the Assets page
  </Step>

  <Step title="Set Multiple Filters">
    Combine filters: - **Asset Type**: Hardware - **Criticality**: Critical or
    High - **Location**: Data Center A - **Owner**: IT Department - **Purchase
    Date**: Last 2 years
  </Step>

  <Step title="Search">Click **Apply Filters**</Step>

  <Step title="Save Search">
    Click **Save Search** to reuse this combination later
  </Step>
</Steps>

***

## Asset Reports

Generate asset inventory reports:

### Pre-built Reports

<Tabs>
  <Tab title="Asset Inventory">
    Complete list of all assets with key details **Includes:** - Asset name and
    type - Owner and location - Criticality level - Status - Last updated date
    **Export as:** PDF, Excel, CSV
  </Tab>

  <Tab title="Critical Assets">
    Focus on mission-critical assets **Includes:** - All critical and high
    priority assets - Associated risks - Compliance requirements - Recent
    changes **Use for:** Management reviews, audit preparation
  </Tab>

  <Tab title="Asset by Owner">
    Assets grouped by responsible person **Includes:** - Owner name and contact

    * Assets assigned - Total asset value - Pending actions **Use for:**
      Accountability reviews, resource planning
  </Tab>

  <Tab title="Asset Lifecycle">
    Assets by lifecycle status **Includes:** - Status distribution - Assets
    pending retirement - Maintenance schedules - Acquisition pipeline **Use
    for:** Capacity planning, budget forecasting
  </Tab>
</Tabs>

### Generate Custom Report

<Steps>
  <Step title="Navigate to Reports">Go to **Reports** → **Asset Reports**</Step>

  <Step title="Select Report Type">Choose **Custom Asset Report**</Step>

  <Step title="Choose Columns">
    Select which fields to include: - ☑ Asset Name - ☑ Type - ☑ Criticality - ☑
    Owner - ☑ Location - ☑ IP Address - ☑ Purchase Value - ☑ Status
  </Step>

  <Step title="Apply Filters">Filter by any criteria</Step>

  <Step title="Generate">Click **Generate Report**</Step>

  <Step title="Export">Download as PDF, Excel, or CSV</Step>
</Steps>

***

## Asset Maintenance

### Schedule Maintenance

<Steps>
  <Step title="Open Asset">Navigate to asset details</Step>

  <Step title="Click Schedule Maintenance">
    In the **Maintenance** tab, click **+ Schedule**
  </Step>

  <Step title="Fill Maintenance Details">
    * **Maintenance Type**: Routine, Repair, Upgrade - **Scheduled Date**: When
      maintenance will occur - **Duration**: Expected downtime - **Assigned To**:
      Technician responsible - **Description**: What will be done - **Impact**:
      Expected business impact
  </Step>

  <Step title="Set Notifications">
    * Notify asset owner - Notify users - Notify management (for critical
      assets) - Advance notice period (1 day, 3 days, 1 week)
  </Step>

  <Step title="Save">Click **Schedule Maintenance**</Step>
</Steps>

### Maintenance History

View all past maintenance activities:

1. Open asset details
2. Go to **Maintenance History** tab
3. See chronological list of:
   * Maintenance date
   * Type of work performed
   * Person who performed it
   * Duration
   * Notes and findings

***

## Asset Documentation

Attach relevant documents to assets:

<AccordionGroup>
  <Accordion icon="file-contract" title="Contracts & Licenses">
    * Purchase agreements - Software licenses - Support contracts - SLAs
  </Accordion>

  <Accordion icon="book" title="Technical Documentation">
    * User manuals - Configuration guides - Architecture diagrams - Runbooks
  </Accordion>

  <Accordion icon="file-invoice" title="Financial Documents">
    * Purchase orders - Invoices - Warranty documents - Depreciation schedules
  </Accordion>

  <Accordion icon="shield" title="Security Documentation">
    * Security assessments - Vulnerability scan reports - Compliance
      certificates - Audit reports
  </Accordion>
</AccordionGroup>

**To upload documents:**

1. Open asset details
2. Click **Documents** tab
3. Click **+ Upload Document**
4. Select file and add description
5. Click **Upload**

***

## Best Practices

<Card icon="lightbulb" title="Asset Management Best Practices">
  **Inventory Accuracy:** - Review and update assets quarterly - Remove
  decommissioned assets promptly - Verify ownership assignments regularly -
  Conduct annual physical inventory audits **Classification:** - Use consistent
  criticality criteria - Document classification rationale - Review criticality
  ratings annually - Align with business priorities **Documentation:** -
  Maintain up-to-date technical details - Keep contracts and licenses current -
  Document all changes - Retain historical records **Dependencies:** - Map
  critical asset dependencies - Keep dependency maps updated - Use for impact
  analysis - Plan redundancy for critical paths
</Card>

***

## Common Scenarios

<AccordionGroup>
  <Accordion icon="plus" title="New Server Deployment">
    **Steps:** 1. Create asset record before deployment 2. Set status to
    "Planning" 3. Document specifications and requirements 4. Update to
    "Acquisition" when ordered 5. Change to "Active" when deployed 6. Link to
    dependent applications 7. Schedule first maintenance
  </Accordion>

  <Accordion icon="arrows-rotate" title="Hardware Refresh">
    **Steps:** 1. Identify assets for replacement 2. Plan new asset acquisition
    3\. Create records for new assets 4. Schedule migration 5. Update status of
    old assets to "Retired" 6. Transfer dependencies to new assets 7. Document
    disposal process
  </Accordion>

  <Accordion icon="cloud" title="Cloud Migration">
    **Steps:** 1. Document current on-premise assets 2. Create cloud asset
    records 3. Map dependencies and relationships 4. Update locations during
    migration 5. Retire on-premise assets when complete 6. Update cost
    information 7. Verify all dependencies transferred
  </Accordion>

  <Accordion icon="triangle-exclamation" title="Asset Security Incident">
    **Response:** 1. Flag affected asset 2. Document incident details 3. Assess
    impact using dependencies 4. Notify asset owner and users 5. Coordinate
    remediation 6. Update asset status if needed 7. Record in asset history
  </Accordion>
</AccordionGroup>

***

## Integration with Risk Management

Assets are automatically linked to risk assessments:

* View **Risks** tab in asset details to see associated risks
* When creating risks, link to affected assets
* Asset criticality influences risk scoring
* Use for impact analysis and business continuity planning

[Learn more about Risk Assessment →](/guides/risk-assessment)

***

## Next Steps

<CardGroup cols={2}>
  <Card title="Risk Assessment" icon="shield-check" href="/guides/risk-assessment">
    Assess risks to your assets
  </Card>

  <Card title="Compliance Management" icon="list-check" href="/guides/compliance-management">
    Map assets to compliance requirements
  </Card>

  <Card title="API Integration" icon="plug" href="/api-reference/introduction">
    Automate asset discovery via API
  </Card>

  <Card title="Reporting" icon="chart-line" href="/guides/reporting">
    Generate asset inventory reports
  </Card>
</CardGroup>