DemandFlow Support Centre

DemandFlow includes pre-built automation rules for ITAM that trigger notifications and create audit history records based on asset data.

Provisioning the automations

The automation provisioning function creates 12 pre-defined rules. Each rule is idempotent: it checks for existing rules by name before creation, so running the provisioning function more than once will not create duplicates.

Notification automations (6 rules)

1. Warranty expiring soon: notifies the asset owner 30 days before the warranty end date. Gives time to arrange an extension or plan for self-funded repairs.
2. Support agreement renewal due: notifies when a linked support agreement approaches its renewal date. Prevents contracts from lapsing.
3. Maintenance overdue: notifies the asset owner when a scheduled maintenance record passes its due date without a completed date. Ensures preventive maintenance does not slip.
4. Asset assigned notification: notifies the assigned user when an asset is assigned to them. Confirms custody transfer.
5. Compliance check overdue: flags the asset as non-compliant when the next compliance check date passes. Ensures missed checks are visible.
6. Planned retirement approaching: notifies the asset owner 60 days before the planned retirement date. Gives time to procure replacements and plan data migration.

History automations (6 rules)

These automatically create audit trail records when key fields change on an IT asset:

1. Status change: records the old and new status values.
2. Assignment change: records who the asset was reassigned from and to.
3. Location change: records the old and new location.
4. Department change: records the department transfer.
5. Support agreement change: records when a support agreement is linked or changed.
6. Condition change: records changes to the asset's condition assessment.

Each history automation maps fields from the IT asset record to an audit history record, creating an immutable log of changes.

Tips

• Provision the automations early so you have a complete audit trail from day one.
• History records are immutable once created, providing a tamper-proof record of asset changes.
• Customise notification lead times (30 days for warranty, 60 days for retirement) to match your procurement and renewal cycles.