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InvGate Insight User Manual

Versión en español disponible aquí.

I. Introduction to InvGate Insight 7

II. Requirements 8
2.1 Web Application Use 9
2.2 Cloud Instances 9
2.2.1 Proxy 9
2.2.2 Proxy Installation 10

III. Agent Deployment 10

3.1 Manual Deploy (for Windows, Linux, and macOS) 10
3.2 Remote Deploy (for Windows, Linux, and macOS) 11
3.3 GPO Deploy (only for Windows) 11
3.4 Google Play Deploy (only for Android) 11

IV. Settings: Product Configuration 11

4.1 General 11
4.1.1 Preferences 11
4.1.2 Locations 12
Creating locations 12
Editing and deleting locations 13
4.1.3 Tags and smart tags 14
Creating Tags 14
Editing and deleting 17
Creating smart tags 17
Assigning tags 19
4.1.4 Documents 20
4.2 Users 20
4.2.1 Users 21
List of users 21
Create local users 22
Importing users 24
4.2.2 Authentication 26

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 4.2.3 Directory Services 29
User Selection Tool 32
4.2.4 Permissions 34
4.3 Assets 37
4.3.1 Asset Fields 37
Creating asset fields 37
List of fields 38
Asset editing 39
4.3.2 Types of assets 40
Asset type creation 40
List of types 42
4.3.3 Health rules 42
Creating health rules 43
Health rules visualization 44
4.3.4 Life cycle 46
Creating status 47
List of status 48
4.3.5 Inventory ID 49
Creating Inventory ID templates 49
Editing Inventory ID templates 51
Using the Inventory ID as the name of the asset 51
4.3.6 Automations 52
Create Automation 52
Automated Actions 54
Automations Management 55
4.3.7 Geolocation for assets 57
4.3.8 Automatic & manual merge 57
4.3.9 Metering 57
4.4 Network 57
4.4.1 Agent Deployment 58
4.4.2 Proxy 59
4.4.3 Discovery sources 60
Create integration for asset discovery 60
Azure 60
AWS 62
Google Suite Admin 64
JAMF 66
InvGate Discovery 68

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 List of integrations for asset discovery 70
4.5 Tasks 71
Detail of tasks 72
4.6 Email 73
4.6.1 Outgoing Emails 73
Microsoft OAuth 2.0 74
Custom SMTP 75
InvGate Email Server 76
Options section 76
4.7 Integrations 78
4.7.1 InvGate Service Desk 78
How to configure the integration with InvGate Service Desk 78
4.7.2 API 80
How to configure the integration with the API 80
API credential management 81
4.7.3 Integration with Google Suite Admin 81
4.7.4 Integration with remote desktop software 82

V. User guides 82
5.1 Search bar 82
5.1.1 Filters 83
5.1.2 Suggestions 83
5.2 Configuration Items Creation 84
5.2.1 Assets 86
General 86
Financial information 87
Inventory information 89
5.2.2 User 89
5.2.3 Location 93
5.2.4 Contracts 94
5.2.5 Asset import 94
5.3 Main Menu 98
5.3.1 Home 99
Dashboard 99
Activities 99
Activities Details 100
Table Filters 102
Activity Filters 102

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 5.3.2 Assets 103
Explorer 103
Editing an asset 106
Mass Asset Editing 109
Mass edit of asset tags 111
Asset Merging 112
Functions and behavior of the Explorer tab 115
Custom views 116
Creating and updating custom views 117
Report generation 118
Export to .csv and .xlsx 118
Generating QR codes for assets 119
Conflict resolution between assets 123
Discovered devices 125
Functions and behavior 125
Conversion to an asset 126
Change of status 128
Unidentified devices 130
5.3.3 Software 130
5.3.4 Contracts 132
5.3.5 Other CIs 132
People 133
Locations 133
5.3.6 Service Desk 134
5.4 Configuration Items Profiles 134
5.4.1 Asset 134
Disk encryption status 137
5.4.2 Location 140
5.4.3 User 141
5.4.4 Software 142
5.4.5 Contracts 144
5.5 Other Profiles 147
5.5.1 Manufacturer 147
5.5.2 AWS Account 148
5.5.3 Azure Account 149
5.6 Notifications 150
5.6.1 Visibility 150
5.7 Subscriptions 151

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5.7.1 Subscription list 152

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I. Introduction to InvGate Insight
InvGate Insight is an IT asset management oriented tool, based on a web architecture
compatible with any browser. It was thought to simplify inventory functions, providing a
detailed and updated record of elements such as hardware, software, and financial
information of an organization.

These elements are called Configuration Items or CI’s. Each CI is a unit used to name a
series of entities that will maintain a relationship with each other. It can be an asset
(includes monitors, routers, phones, virtual machines, etc), a service or a database, even a
person or a location. Each entity has its own profile, accessible from the InvGate Insight
smart search engine.

Additionally, Insight enables integration with InvGate Service Desk to improve request
management and change processes.

The application has three main components:

● Server: It stores the information received from agents and performs the necessary
operations in order for the application to work properly.

● Agent: A service that runs on client machines and reports information about them
(operating system, hardware, software, events, users, etc.).

● Proxy (required for cloud instances): It forwards the agent reports received on a
local network to the central server, and allows for communication from the central
server to the agents if they are in a private network. It also executes asset
discovery tasks.

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The following diagram shows how these components interact with each other:

II. Requirements
The installation of InvGate Insight comprises three parts:

● Application server installation

● Proxy installation (if necessary)

● Agent deployment

The following diagram illustrates the relationship between these three parts:

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The technical and functional requirements necessary to use the product are detailed
below.

2.1 Web Application Use

The following browsers support the use of the web application:

● Mozilla Firefox version 34 or higher

● Google Chrome version 42 or higher
● Safari version 8 or higher
● Edge version 41 or higher

2.2 Cloud Instances

2.2.1 Proxy
The purpose of the proxy is to enable a means of communication between the agents that
will be installed on the computers and the server where the application will be installed, in
case communication between them is not possible due to privacy policies or internet
access.

There are two scenarios where the proxy applies:

1. Agent Deployment: The proxy will be necessary to distribute the agents remotely
to any machine that is not visible by the application server, such as closed and
protected networks or infrastructure.

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 2. Agent Reporting: If the installed agents do not have visibility of the application
server, the installation of a proxy will be required. Otherwise, they will not be able
to report to InvGate Insight.

Similarly, the proxy performs the network analysis task to collect data from the devices
connected to it and thus be able to add them to the inventory.

2.2.2 Proxy Installation

The InvGate Insight architecture allows you to install as many proxies as necessary. To do
so, follow the instructions: Proxy Installation.

If you require assistance, contact InvGate Support.

III. Agent Deployment

In order to retrieve information about the assets and the software within the
organization, it is necessary to install InvGate Insight agents, which will report to the tool.

The InvGate Insight agent is compatible with the following platforms:

● Windows XP or higher
● Windows Server 2003 or higher
● macOS 10.13 (High Sierra) or higher
● Ubuntu 12.04 or higher
● CentOS / RHEL 7 or higher
● Debian 8 or higher
● Android 5.0 or higher

InvGate Insight has four methods of distribution and installation of agents, which are
described below.

3.1 Manual Deploy (for Windows, Linux, and macOS)

It involves downloading and manually installing agents, as well as a brief additional
configuration of the installer for each platform.

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3.2 Remote Deploy (for Windows, Linux, and macOS)
A hostname or IP range is used as a target parameter to perform the installation. If you
have installed a proxy, you must select it to be able to perform this procedure.

For the manual and remote procedures, instructions are within the Product, in
Settings > Agent Deployment.

3.3 GPO Deploy (only for Windows)

It consists of creating an internal policy in the Windows domain and modifying the agent
installer, so that it can be distributed to all computers in the domain.

For the GPO procedure, instructions are in this document.

3.4 Google Play Deploy (only for Android)

It consists of downloading and installing the “InvGate Mobile Agent” app from Google
Play on compatible Android devices.

IV. Settings: Product Configuration

The "Settings" section of the left vertical menu allows you to perform a variety of tasks:
set system preferences, add assets, manage users, labels, health rules, locations, and
status, in addition to distributing the agent and enabling integrations.

Next, we will review each option within the Settings menu.

4.1 General
4.1.1 Preferences
To set the system preferences, go to Settings > General > Preferences and enter the
following information:

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 1. Company name.
2. Size limit of files that can be uploaded to entity profiles.
3. Currency (doesn’t account for convertibility).
4. Format for monetary values.

Next, click on “Save”.

4.1.2 Locations
Location is a property that can be assigned to a user or asset. A location profile will list all
the assets, users, and program facilities assigned to it.

Locations can be nested to organize a structure; for example, within the “United States”
location, there can be another one called “San Francisco”.

Creating locations
Go to Settings > General > Locations and click on “Add location”. The following data must
be completed:

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 1. Parent location, if this is a sub-location.
2. Location Name.
3. Description.

Next, click on “Save”.

Editing and deleting locations

From the main list, under Settings > General > Locations. Locations can be managed using
the tools located on the right:

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 1. Edit.
2. Delete.

4.1.3 Tags and smart tags

InvGate Insight tags are a tool for classifying and characterizing all types of Configuration
Items, such as assets, users / owners, programs, and program versions. They are also used
as parameters to search for assets or software.

Upon assigning a tag to any of the previously mentioned entities, it will be visible both in
its profile and in its view within the Explorer.

The system allows you to convert tags into smart tags, an additional functionality
exclusively for assets. Smart tags automate tag assignment, allowing filters to be set in
the Explorer so that every asset that meets the established condition is assigned the
created smart tag..

Creating Tags
You can create tags by using two different methods. The first is through the shortcut
located on the top bar:

This shortcut opens a popup window for:

1. Searching.

2. Going to the Tags Section in Settings to manage them.

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 3. Creating a new Tag.

Clicking on a tag in this list leads to a search executed in the Explorer section by filtering
the selected tag.

Clicking on "New tag" will open the label creation screen, where you can:

1. Enter a name and choose an identifying color.

2. Enter description (optional).

3. Create Tag.

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The second method for creating a tag is from the Settings menu. To do this, navigate to
Settings > General > Tags, or click on "Manage Tags", as we saw earlier, and then click on
"+ Add".

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This will take us to the creation form:

1. Enter a name.

2. Optionally, add a description.

3. Choose the tag color.

4. Choose if it is a Tag or Smart Tag.

5. Click on “Save”.

Editing and deleting

To carry out these actions, we have two buttons:

● The Edit icon , that will allow you to modify any Tag.

● The Delete icon , that will allow you to eliminate Tags at any given moment.

Creating smart tags

When selecting the “Smart Tag” option, the following fields are enabled in the form:

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 1. Check the box.

2. Choose the type of Asset.

3. Determine the conditions of the Label.

Another option is going to the Asset Explorer and follow these steps:

1. Click on the Filters tab.

2. Apply a filter in the search bar and click on the “Create smart tag” option.
3. Create the smart tag with the same procedure as a tag, entering a name and color
to identify it, and a description (optional).
4. Click on "Apply".

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Assigning tags
From the profile of any entity that allows adding tags, follow these steps:

1. Locate the box where the tags associated with that profile are located.
2. Click on the “add tags” icon in the upper right of the tag box.
3. Choose, within the drop-down list, the tags you want to assign.
4. Click on "Apply".

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4.1.4 Documents
In this documentation you will find a detailed guide about this section and a step-by-step
guide about the creation of documents in Insight.

4.2 Users
There are two types of users: with or without credentials. Both may own an asset; the
difference is that the user with credentials can access the system, while the user without
credentials does not have access, since it is only an entity created to be assigned to an
asset.

For credential users, the unique differentiator is the username; therefore, it cannot be
repeated. Meanwhile, usernames without credentials can be repeated.

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As for users with credentials, they can have different roles, which will be explained in
4.2.4 Permissions.

Next, we will describe the configuration tabs available in this section.

4.2.1 Users

List of users
Within the Settings > Users > Users section, you will find the list of InvGate Insight users.

In there, you can see which users have credentials and which do not, and also, which are
local and which are imported.

These are the actions you can perform within this section:

1. Import Users.
2. Create Users.
3. Tabs by role and user type.
4. Multiple selector.
5. User search bar.
6. Page selector.
7. Setting for number of items per page.

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 8. User profile image.
9. User information.
10. User type.
11. Sync user information - only available to users imported via LDAP.
12. Edit user profile.
13. Delete user.

Create local users

Go to Settings > Users > Users and click "Add":

If you want to create a user with credentials, select the "Technical", and the fields to enter
a username, role selection and password input will be displayed.

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While on the second tab, you must complete the email address.

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Additionally and optionally, you can enter other information such as telephone, address,
position, and date of birth.

Importing users
There is a feature that allows importing users via a .CSV file, so they can be added to
InvGate Insight. They will be users without credentials. To use it, go to Settings > Users >
Users and click on "Import":

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When you click on the highlighted button, a pop-up window will open with the following
options:

1. Select the file in CSV format.

2. Select the file delimiter.
3. Import (upload) the file.
4. Download the template.

Once the file has been uploaded, its content will be displayed as a preview:

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 1. Preview of users to be imported.
2. Upload a new .CSV file.
3. Import valid users (the ones without errors).

4.2.2 Authentication

Navigate to Settings > Users > Authentication, where you’ll be able to configure different
user authentication services through SAML.

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If there is no configured service, you will not be able to choose any SSO method and must
proceed to add one. To do this, you must click on "Add".

1. Name: Write a name to identify the service in Insight.

2. Type: Here you need to select “SAML 2.0”.

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 3. Login URL: It's the shared address in Azure for the login in said portal.

4. Entity ID: It's the shared URL in Azure that will work to identify said portal.

5. IDP Configuration: It's the type of Certificate that will be generated in Azure.

6. Certificate: Where the generated Certificate should be uploaded in Azure.

7. Login button text: If you need to place a custom text for the login button with
SAML, it can be edited in this field.

8. Assertion Consumer Service URL: It's the Insight URL that points to SAML and
configures the login with Azure.

The information you will fill in depends on the service you are performing the integration.
Once you’ve finished, save the changes. By default, the configuration is already enabled:

Settings can be disabled and even deleted or edited at any time as needed.

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4.2.3 Directory Services

In Settings > Users > Directory Services it is possible to synchronize existing users to
InvGate Insight from LDAP.

This section shows a list of all the directory integrations made, plus different options:

1. Form to perform a new integration with directory.

2. Integration name.
3. Type of directory and synchronization recurrence.
4. Last synchronization date.
5. Force a synchronization.
6. User Selection Tool.
7. Integration Edition.
8. Integration Elimination.
9. Turn Off synchronization recurrence.

When entering the integration registration form, you must fill it out with the following
information:

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1. Name: Set a name for the integration.

2. Host or IP address. Port: By default, this value will be 389.

3. Security: You can select TLS, SSL or none.

4. Domain: Your directory domain.

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5. Domain’s name: This value will autocomplete if you filled all the previous
information.

6. Base DN: This value will autocomplete if you filled all the previous information.

7. DNs: This field is optional, you can write each of your DN’s in separate lines.

8. User or DN: Input the User credentials for the configuration.

9. Password: Input the password credentials for the configuration.

10. Auto import new users: Check this option to import all new users after each
synchronization.

Note that if you wish to import only a few particular users, you can leave this
option unchecked and then select them manually once you have configured the
Active Directory integration.

11. Schedule: Check this box if you want to schedule each synchronization. This
option will enable the Repeat option, as seen below:

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 12. Authentication: Enables authentication with the Active Directory.

13. Auto provisioning: Imports users when they log in for the first time.

14. Role: Selects the role for the new technician users. By default, the assigned role is
Standard Technician.

Once you’ve finished, save the changes. By default, the configuration is already enabled.

User Selection Tool

When using this tool, you will proceed to the following screen to determine which users
will be imported and synchronized with the directory:

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 1. Enter a custom query.
2. Test the custom query.
3. List of users detected by the query.
4. Page selector.
5. Number of results shown per page.
6. Import users (requires to have at least one selected).
7. Total number of users and selected users.

Selected users will be created in InvGate Insight. Take into account that:

● Only one integration per domain can be made.

● User synchronization will update the information of existing users in InvGate
Insight, and also create missing users and mark as non-synchronized those that are
no longer in the directory.

● Selected users will be shown in the user list.

● By eliminating the integration with a directory, users imported by it will also be
deleted.

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4.2.4 Permissions

Navigate to Settings > Users > Permissions in order to create, edit and manage new,
customized roles. This tool will allow you to configure different sets of permissions,
providing with more control and organization capabilities.

Notice that there are two default Roles: Administrators and Standard Technicians. None
of these can be eliminated, edited or cloned, but you can assign them to several users.

● Administrators have all the possible permissions included in InvGate Insight: full
access to the product, access to portal, settings, discovery, asset creation and
edition, smart tags creation and edition.

● Standard Technicians can manage several functions, including: access to portal,

create and edit assets.

Click on the Add icon to create a new Role with its own set of Permissions. This will lead
you to the Role creation screen, as you see in the following image:

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 1. Name: Assign a name to the Role that’s easy to identify and descriptive of said
Role’s scope.

2. Users: Here you will choose which users will be included in the current Role. Keep
in mind that you can add and/or remove users in the future.

3. Permissions: Finally, you will select the specific actions these users will be able to
perform in your InvGate Insight instance.

When selecting user Permissions, the options Access to the Portal and Access to Settings
are disabled. Every user must have access to the portal, while Access to Settings is a
privilege only available for Administrators.

If you select the Edit Assets option and proceed by clicking on Apply, you will notice that
the Edit all assets option becomes available in the Role configuration.

By default, this option will be checked. If you uncheck the box, the Edit assets by tags will
become available.

Once you have created a Role, you can proceed to edit it whenever necessary.

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1. Edit the users included in this set of Permissions.

2. Copy or Clone this Role; you will be asked to assign a new name for it.

3. Edit the Role set up.

4. Delete the Role; when doing this, the system will ask you to select a new
Role for the users included in this set of Permissions. By default, the Standard
Technician Role will be suggested.

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4.3 Assets

This section allows you to manage different types of assets and their related adjustments.
For example:

● Computer
● Monitor
● Tablet
● Phone
● Router

4.3.1 Asset Fields

This section allows you to create and assign custom fields to asset types. Custom fields
can be of any of the following types:

● Text
● Numeric
● Date and time
● List

Creating asset fields

To start, go to Settings > Assets > Fields and click on “Add”:

Upon entering the Registration form, the following fields must be completed:

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 1. Name.
2. Description.
3. Types of assets to which it will apply.
4. Field type.
5. Required field. With this option you may select if the field will be required or not
when creating or editing an asset.

List of fields
Within the Settings > Assets > Fields section, you will find the list of customizable fields.

From there, you can edit or delete existing fields.

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 1. Type of field.
2. Name of field.
3. Number of asset types to which it is assigned.
4. Edit.
5. Delete.

Asset editing
Within the profile of any asset, in the top bar, there is a button for editing:

There, you can edit data related to three sections: General, Additional, and Financials.

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Then, click on “ Save".

4.3.2 Types of assets

This section allows you to manage the types of assets and custom fields that apply to
them.

Asset type creation

To begin, go to Settings > Assets > Types and click on “Add”:

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You must complete the following information and click on “Save”:

1. Name.
2. Asset fields that will be assigned.
3. Icon. Select an icon from the samples in order to identify it with ease.

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List of types
Within the section Settings > Assets > Types you will find the list of types.

From there, you can edit or delete existing types.

1. Icon representing the type of asset.

2. Name of the asset type.
3. Amount of fields assigned.
4. Edit.
5. Delete.
6. Disable. Note: When you disable a type, you cannot create new assets associated
with it. However, the assets already created will not be modified. This option is
only available for non-native types.

4.3.3 Health rules

This feature consists in the evaluation of certain conditions, which are qualified as in
“Safe”, “Critical” or “Warning” status. Health rules apply to assets with tags and are
executed every hour on new assets with those tags, or when a rule is created, edited or
reordered.

If more than one rule applies to the same labels, their order of evaluation is determined
manually, by doing drag & drop in the list of rules from Settings > Assets > Health:

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Creating health rules
To begin, go to Settings > Assets > Health and click on “Add”:

Then, provide the required information:

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 1. Enter a name for the new rule.
2. Enter a description for the new rule.
3. Enables the application of the rule to all computers globally.
4. Add all the necessary conditions and assign them the status of “Warning” or
“Critical”.

Then, click on “Save”.

Health rules visualization

Once the health rules are configured, if they are associated with an asset, they can be
found in the Explorer. The health status can be identified by the colour of the Health Status
column in the list view, or according to the icon colour in the card view:

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 List view

Card view

By clicking on the asset icon, you will visualize the details of the affected health rules:

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It should also be noted that, both in the web and mobile version of Insight, when clicking
on the Warning or Critical status, we’ll visualize the health rules that are unmet.

Health rules determine the health status of an asset: if it meets at least one
"Critical" condition, it will adopt that status; if the most serious condition that it
meets is a "Warning", it will adopt that status. If no condition is met, it will adopt
the "Safe" status.

4.3.4 Life cycle

The life cycle state is a property that can be assigned to an asset. Each state will have a
behavior that will indicate how the asset will be affected.

Below, we explain the different behaviors and their characteristics:

● Tracked:
○ The asset can be found using the Explorer and the Search Bar.
○ Asset information will be kept up to date based on agent reporting.

● Hidden:
○ The asset cannot be found using the Explorer nor the Search Bar, unless it is
specifically searched for the status assigned to it.

○ Asset information will be kept up to date based on agent reporting.

● Untracked:

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 ○ The asset cannot be found using the Explorer nor the Search Bar, unless it is
specifically searched for the status assigned to it.

○ Asset information will not be updated.

○ The asset cannot be edited.

Creating status
To start, go to Settings > Assets > Life cycle and click on “Add”.

The following information must be completed. Then, click on “Save”:

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 1. Name of the status.
2. Behavior of the status.

List of status

In Settings > Assets > Life cycle you will find the list of status.

From there, you can edit or delete the existing life cycle statuses.

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 1. Icon representing the status.
2. Name of the status.
3. Behavior of the status.
4. Edit.
5. Delete.

If you delete a status, another status must be assigned to its assets.

4.3.5 Inventory ID
In this section you can create, edit, and delete inventory ID templates. This feature allows
you to associate unique identification codes (Inventory ID) with assets, so that you can
easily differentiate them.

Creating Inventory ID templates

Go to Settings > Assets > Inventory ID and click on "Add".

The system will open a form where you must complete the following information:

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 1. Name of the template.

2. Prefix.

3. Base number for generating the Inventory ID.

4. Minimum number of digits after using the prefix.

5. Suffix.

Next, click on “Save”.

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Editing Inventory ID templates
From the main listing in Settings > Assets > Inventory ID you can manage templates using
the tools located on the right:

1. Edit.
2. Delete.

Using the Inventory ID as the name of the asset

From the main listing in Settings > Assets > Inventory ID you can indicate which types of
assets will use the Inventory ID as the name. This means that when the asset has an
assigned Inventory ID, it will be synchronized with the name property.

To define the types of assets where this feature will be used, select them from the
“Inventory ID as name” selector and save the configuration.

*Note: When saving the configuration, the properties synchronization for all the assets of
the selected types will be performed.

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4.3.6 Automations
InvGate Insight offers you the possibility of configuring different automated actions to
optimize your daily work. With these Automations you can instantly trigger several tasks
that otherwise you would have to do manually.

Navigate to Settings > Assets > Automations. You will visualize all your Automations
here. If you have none, you will need to create a new one by clicking on the Add button.

Create Automation

After clicking the Add button, you will begin to configure your new Automation:

1. Name: Set a name to identify the automated action.

2. Description: You can optionally write a description to further explain what the
Automation is about.

3. Event: What will trigger the Automation? Here you count with a wide range of
options to configure the automated action.

Once you have decided these basic options, you will proceed to choose the actions and
the rules that will trigger them:

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 1. Match These Conditions: Here you will select the option or options that the
previously selected Event must match to proceed with the Automation. Each
condition rule must be added individually. You can configure only one condition or
many conditions, depending on your needs.

2. And Execute These Actions: These are the automated actions that the system will
execute once the Conditions are met. Once again, you can add as many actions as
needed.

3. Add actions rule group: Keep in mind that the same Event may trigger different
actions, depending on each set of conditions that you configure. The conditions of
each rule group will determine which actions are carried out.

This is how you will view the rule groups if you add more than one condition and more
than one action:

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Keep in mind that the order of the Actions is important. The first action in the list is the
first action that will be executed.

You can rearrange this order by using the icon. As a final note, you can edit or
eliminate the actions whenever you need to.

Automated Actions

Insight can carry out several automatic actions:

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 ● Update location: If you choose this option, you will be able to select one of the
locations you have already configured. Keep in mind that you won’t be able to
select anything if your instance has no locations.

● Update owner: You can choose any of your users with this option. The action will
change the owner of an Asset to the one you have chosen if the conditions are met.

● Update asset status: Likewise, the Automation will change the status of any Asset
if the conditions are met.

● Send email: One of the automated actions that Insight can execute is sending an
automated email. You need to configure the Outgoing email feature (section 4.6)
before being able to select this option.

● Web service call: Finally, you can configure an event to trigger a Web service call,
which will execute an action in another application or tool. The possible actions are
GET, POST, PUT and DELETE. You can use the API of any product; for example, you
can configure the automation to create a Request in Service Desk when a new
asset is created.

Automations Management

Automations have several basic options for you to organize them.

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Like actions, the order in which you arrange your Automations is very important. This is
because the system will check every Automation in order until it executes the first one
whose conditions are met.

If you have configured two Automations with the same triggering event, the one that
comes first in the list will execute first.

Once the system executes an Automation, it will stop checking the list, even if the event
meets the conditions of a following Automation.

Let’s consider that these three Automations are triggered by the same event.

● The system checks if the conditions in Automation 1 are met.

● Automation 1 doesn’t trigger, so the system checks Automation 2.

● The conditions in Automation 2 are met, so the system executes its actions.

● Because an Automation has already been triggered, the system stops checking the
list.

● Thus, Automation 3 will not trigger, even if its conditions would have been met.

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Regarding Automations Management, you can also:

Copy Automation: This option duplicates an Automation.

Edit Automation: Click this option to change the settings of the Automation.

Eliminate Automation: Simply deletes the Automation.

Turn On/Off Automation: This option is useful when you need to

temporarily disable an Automation and you don’t want to eliminate it.

4.3.7 Geolocation for assets

InvGate Insight allows you to synchronize your personal computer by enabling the
Geolocation feature. This way, your Insight agent will be able to report geolocation
coordinates for instant and updated location information. Keep in mind that this feature
is only available for computers with Windows 10.

In this document you will find a detailed guide that will help you configure the
geolocation.

4.3.8 Automatic & manual merge

The automatic merge of assets is an InvGate Insight feature that takes care of
automatically unifying two assets of Insight that were created in different moments, but
represent the very same physical device. Additionally, these merge conflicts can also be
manually corrected.

In this document you will find a detailed guide about this feature.

4.3.9 Metering
This functionality allows monitoring the usage time of the applications that are measured
and that are executed on computers with the agent installed., in order to make decisions
to optimize the distribution of paid software licenses.

In this document you will find a detailed guide about metering.

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4.4 Network
In this section you can perform the remote installation of the InvGate Insight agent, or
download and install it manually on the assets you want to monitor. In addition,
integrations can be configured to import and synchronize assets from external entities,
such as Amazon Web Services, Microsoft Azure, or Google Suite Account.

4.4.1 Agent Deployment

This section allows you to deploy the InvGate Insight agent on the supported operating
systems (Windows, Linux, macOS, and Android) in its different methods.

To begin, go to Settings > Network > Agent Deployment. Choose:

1. Operating system.

2. Method.

3. Proxy.

4. In the case of manual installation, you can indicate whether it is a new installation
or the reinstallation of the agent. Note: In case it is a reinstallation, you must enter
the agent identifier in order to avoid generating duplicate assets. It can be found in
the profile of the assets.

5. In some cases, additional documentation will be shown to continue the process.

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4.4.2 Proxy
In this section, proxy servers can be detected and managed:

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 1. Search for new connections.

2. Proxy name.

3. URL and version.

4. Date of last proxy use.

5. Number of assets that report through this proxy.

6. Edit.

7. Hide. Note: The proxy will not be listed until it is used in a discovery process or an
agent uses it to report.

4.4.3 Discovery sources

The InvGate Insight discovery feature allows to configure integrations with external
entities or define the parameters to run a network analysis to identify devices.

Regarding external entities, InvGate Insight integrates with Amazon AWS, Microsoft
Azure, Google Suite Admin and JAMF. In this way, it imports and synchronizes
information about EC2 instances, virtual machines, Chromebooks, and smartphones.

Regarding the network analysis, InvGate Insight allows to define a range of IP addresses
and, based on the network protocols, tries to identify all the devices that are connected to
it. Then, within the Discovery section, you can verify these devices and identify them as
assets where appropriate.

Create integration for asset discovery

Go to Settings > Network > Discovery and click "Add". Configure the new integration
according to the corresponding form for each case, which we review below.

Azure
Integration with Azure allows you to import and synchronize VMs in InvGate Insight. In
this way, profiles are generated with information on each of the existing VMs, as well as a
profile with global account information, such as costs or status of the instances.

Registration Form

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1. Name of the integration.
2. Type of integration. In the case of Azure, select “Azure account”.
3. Credentials. When creating an integration, you must validate credentials by
entering the following data:

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 a. Client ID.
b. Client access secret key.
c. Tenant ID.
4. Azure subscriptions available to synchronize and option to calculate the amount
of VMs in each one.
5. Behavior for unsynced VMs.
6. Synchronization schedule.
7. Starting date.
8. Sync Recurrence.

When you finish, click on “Save”.

AWS
Integration with Amazon Web Services allows you to import and synchronize EC2
instances in InvGate Insight. In this way, profiles are generated with information on each
of the existing EC2 instances, as well as a profile with global account information, such as
costs or status of the instances.

Registration form

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63
 1. Name of the integration.
2. Type of integration. For AWS, select “AWS account”.
3. Credentials. Note: When creating an integration, you must validate credentials by
entering the following data:
a. Access key ID.
b. Secret access key.
4. AWS regions to synchronize, and option to calculate the amount of instances in
each.
5. Cost synchronization.
6. Behavior for unsynced instances.
7. Synchronization schedule.
8. Starting date.
9. Sync Recurrence.

When you finish, click on “Save”.

Google Suite Admin

Integration with Google Suite Admin allows you to import and synchronize Chromebooks
and mobile devices in InvGate Insight. In this way, profiles are generated with information
on each of the imported assets.

It should be noted that, for this feature to be available, the integration parameters
detailed in this section must have been configured.

Registration form

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1. Name of the integration.
2. Type of integration. For Google Suite Admin, select “Google Suite Admin”.
3. Credentials. Note: When setting up a new integration, you will need to log in with
a Google account with Admin privileges.
4. Types of assets to synchronize.

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 5. Synchronization schedule.
6. Starting date.
7. Sync Recurrence.

When you finish, click on “Save”.

JAMF
The JAMF integration allows you to import and synchronize devices of the Apple
manufacturer in InvGate Insight. In this way, profiles are generated with information on
each of the imported assets.

The integration allows you to synchronize instances associated with JAMF Pro and JAMF
School solutions.

Registration form

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1. Integración Name to display in InvGate Insight.
2. Integration Type. In the case of JAMF, the option “JAMF” must be selected.
3. Product. Select between Pro and School.

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 4. Credentials. Note that, when registering a new integration, it will be required to
confirm that the credentials are valid. In the case of the JAMF Pro solution, you
must enter:
a. The Instance URL.
b. Username.
c. Password.

In the case of the JAMF School solution:

a. Instance URL.
b. Network ID.
c. API key.
5. Asset types: available asset types to synchronize, with a button to calculate the
amount of instances in each of them.
6. Synchronization Schedule.
7. Starting Date for the JAMF synchronization.
8. Repeat frequency for the synchronization.

When finished, click on "Save".

InvGate Discovery
When configuring a new “InvGate Discovery” integration, you need to specify the
parameters to execute network analysis.

The network protocols available to perform the discovery are: DNS, ICMP, mDNS,
NetBIOS, SNMP (in its three versions), TCP and UPnP. For each of them, you must specify
the corresponding credentials and the network port you use.

*Note: To set up an integration of this type, it will be required to have a v2.0 Proxy (or
higher).

Registration form

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69
 1. Name of the integration to be displayed in InvGate Insight.
2. Type of integration. For network discovery, choose “InvGate discovery”.
3. Proxy selected to run the discovery.
4. Range of IP addresses to analyze.
5. Protocols available to use.
6. Protocol Configuration.
Note: one box will be displayed for each of the selected protocols.
7. Synchronization schedule.
8. Starting date.
9. Sync Recurrence.

When you finish, click on “Save”.

List of integrations for asset discovery

Within the Settings > Network > Discovery section, you will find the list of integrations.

From there you can edit, execute or delete the already configured integrations.

1. Icon representative of integration.

2. Name of the integration.
3. Type of integration and frequency synchronization.

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 4. Date of last synchronization.
5. Force sync.
6. Download the logs of the last run. Note: This feature is only available for “InvGate
Discovery” integrations.
7. Edit integration.
8. Delete integration.
9. Turn Off synchronization recurrence.

4.5 Tasks
Tasks are executed in the background to monitor the progress and status of certain
processes. They can be viewed from the section Settings > Tasks.

These are the types of tasks currently supported:

● Agent Deployment on Windows, Linux and macOS: List of deployment processes

and details of computers and platforms where the agents will be installed, as well
as their protocol or installation methodology.

Next we point out the items available on the main task screen:

1. Create a task.
2. Tasks awaiting execution.

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 3. Tasks in execution.
4. Tasks completed.
5. Update task list.
6. Finder task.
7. Access to the details of the task.
8. Task notice with errors.
9. Cancel a task in progress.

Detail of tasks
Clicking on the hyperlink of the title of a task you access its details, which includes a list of
sub-tasks included in the process.

Here are the items available on this screen:

1. Details of the task: title, number of processes included, start date and time, end
date and time and author.
2. Counter sub-tasks pending, running, completed or failed / canceled.

3. Update data.
4. Restart tasks.

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 5. Cancel tasks.
6. Search among sub-tasks.
7. Show all errors.
8. Details of the sub-tasks: IP or equipment on which they are executed, start date
and time, end date and time, duration and confirmation or error message.
9. State of the sub-task.
10. Cancel sub-task (only available on new or running tasks).

4.6 Email
4.6.1 Outgoing Emails
InvGate Insight allows Administrator users to configure the application for sending
outgoing emails. You can take advantage of this feature in many sections of Insight,
allowing the system to send automatic emails, for example, after several conditions have
been met.

Navigate to Settings > Email, where you will have the option to enable the Outgoing email
feature. You will notice that the Outgoing email screen is visible by default. Click on the
“Edit” button next to the “Outgoing email server” field in order to get started.

Keep in mind you have three different configurations to set up:

● Microsoft OAuth 2.0.

● Custom SMTP.

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 ● InvGate email server.

Microsoft OAuth 2.0

Once you’ve selected the “Microsoft OAuth 2.0” authentication type, a configuration
module will be displayed:

1. Outgoing email. Select the Microsoft OAuth 2.0 option.

2. Email address.

3. Redirect URL.

4. Account type. You may select the “Multiple tenant” or “Single tenant” option. If
you choose the latter, field 5 will be enabled.

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 5. Custom domain.

6. Application ID.

7. Client secret.

8. Permissions.

For more detailed information regarding this configuration, please refer to this article.

Custom SMTP

Once you’ve selected the “Custom SMTP” authentication type, a configuration module
will be displayed:

1. Outgoing email server. Select the “Custom SMTP” option.

2. Host or IP address.

3. Security. Select the “TLS” or “SSL” option.

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 4. Port.

5. Username.

6. Password.

InvGate Email Server

On the other hand, you can also choose the InvGate email server as your preferred
mailing system.

After enabling the Outgoing email feature, select “InvGate email server” as the
configuration type.

Options section
After you are done with the initial configuration, you will find a couple of additional
options.

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 1. Enable or disable the Custom sender address. Click on the checkbox if you want
each email to have a custom sender name and address.

2. Sender name: enter a sender name of your choice.

3. Sender account: enter the sender account of your choice. In the case of “Microsoft
OAuth 2.0” and “InvGate Email Server” configurations, this field will be
autocompleted with the same email address you previously entered in the initial
configuration.

Email Validation

If you selected the InvGate email server as your Outgoing mailing system, you will need to
manually validate the users’ addresses that will receive the emails.

Navigate to Settings > Users and find the icon in the Users list.

Find the User you are looking for and click on the icon. This will send a validation email to
their account:

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After clicking on the “Validate” button, the mail will become validated and ready to act as
a receiver account.

4.7 Integrations

4.7.1 InvGate Service Desk

The integration of InvGate Insight with InvGate Service Desk helps to improve the
management of requests and change processes, since it allows to:

● Obtain the number of requests related to an asset and display them in the profile.
● Obtain the data of requests related to an asset (ID, title, status, priority).
● Apply filters or assemble reports using the number of open incidents an asset has.
● Go to a request via a direct link.

How to configure the integration with InvGate Service Desk

Go to Settings > Integrations > Service Desk, enable integration with the selector,
configure it according to the parameters described below:

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1. Activate the integration function.

2. API URL for InvGate Service Desk (see section "API" of the InvGate Service Desk
manual).

3. API User.

4. API Password.

5. Source ID: This ID is obtained from Service Desk, in Settings > Integrations >
Asset Management as you can see in the following image:

6. Test Connection.

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When finished, click "Save".

4.7.2 API
The API provides a set of functions that allow other applications to access system
information, as well as take action on it. To allow integration with external applications,
the corresponding credentials must be created.

How to configure the integration with the API

Go to Settings > Integrations > API and use the following configuration options.

1. API URL, which will be generated by default in the instance. Your documentation
will also be available.

2. Credentials for external application. To generate them, click on the “Add” icon. A
window with the configuration will open, where you’ll be able to enter the name of
the application and, once entered, click on “Save”, to generate the credentials.

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API credential management
The credentials that have been added will be listed in Settings > Integrations > API. With
the tools located on the right, you can perform the following actions:

1. Download a JSON file that contains the client ID and client secret application.
2. Edit the credentials.
3. Remove the credentials.
4. Enable / disable credentials.

4.7.3 Integration with Google Suite Admin

This integration allows you to inventory and synchronize Chromebooks and mobile
devices from Google Suite Admin to InvGate Insight.

The data for Client ID and Client Secret can be generated by following these instructions.
The following steps to continue the integration will be explained in the next section.

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 1. If enabled, allows you to configure Google Suite Admin as a Discovery Source.
2. Client ID of Google Suite Admin
3. Client Secret of Google Suite Admin
4. JSON with Client ID and Client Secret generated with this instruction.

4.7.4 Integration with remote desktop software

In this document you’ll find a guide about how to configure the remote desktop
integration in Insight.

V. User guides

5.1 Search bar

The search bar allows you to assemble terms based on filters and operators using only
the keyboard.

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Once a search term is completed, the results for each Explorer (Configuration Items) are
displayed, which can be navigated using the corresponding tabs.

5.1.1 Filters
The search bar uses filters that can be assembled by selecting a property, followed by an
operator and finally the value to be searched. For example: “Location.is:USA”.

Both the operator and the type of value are defined by the property; in some cases it is
possible to write the value freely, while in others a list will be displayed to select them. A
calendar may also appear for filters that correspond to a date.

5.1.2 Suggestions
By default, positioning the cursor in the search bar suggests a series of preselected filters
(1) and the types of assets available to filter (2):

When you start writing a search, the bar will suggest these pre-assembled filters based on
the value of the word you are trying to find, which will be contrasted with the records of
assets, software, manufacturers, locations, owners or tags.

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Thus, you can generate a search that redirects to the Explorer or enter directly to the
result profile by pressing ctrl + enter.

5.2 Configuration Items Creation

To add Configuration Items manually, click on the creation shortcut on the top bar of the
system, which has the “+” sign.

This will display the options to create the different CI profiles that Insight has:

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85
5.2.1 Assets
When clicking on Assets, you must select the type of asset you want to add. The screen
that opens will be the same for all types; then we will review each of its sections.

General
The following information must be filled:

1. Type: Some assets will allow you to choose between different types for further
specification.
2. Name: Input a name to identify the asset.
3. Status: Choose a status for the new asset.
4. Manufacturer: If the desired option does not exist, it can be created on-the-fly by
clicking on the “+” sign and completing the name of the new manufacturer.:

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 5. Model: The options depend on the manufacturer that has been chosen in the
previous field; If the desired option does not exist, it can be created on-the-fly by
clicking on the “+” sign and completing the asset specifications*:

*Note: If the created asset is a monitor type, when adding a new model the following
additional fields will appear: height, width, aspect ratio, inches and resolution. In the event
that the asset is a tablet or cell phone type, the additional screen size field will appear.

6. Location: Choose the geographic location for the new asset.

7. Total: Number of assets with the same description to be created; allows you to
register the same equipment multiple times, changing only the inventory ID and
serial number.

Financial information
The following data must be entered:

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1. Invoice number.
2. Acquisition date.
3. Acquisition type.
4. Price and currency.
5. Cost center: If the desired option does not exist, it can be created on-the-fly by
clicking on the “+” sign and completing a name:

6. Purchase number.

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 7. Supplier: If the desired option does not exist, it can be created on-the-fly by
clicking on the “+” sign and completing a name:

8. Warranty expiration.
9. Percentage of depreciation.

Inventory information
The following data must be entered:

1. Selection of inventory ID generation mechanism.

2. Inventory ID
3. Serial Number

Once the data has been entered, click on "Save".

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5.2.2 User
By clicking on User, we can quickly and manually add a new user, even selecting their role.

1. In the Main tab we can enter the main data of the new user.

2. Choose the type of user. The User option refers to users who only act as CIs and
have no action on the tool.

3. For the end user case, only the full name is needed in this tab.

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1. In the case of needing a Technician user, choose the second option; this enables
more fields that are needed for user creation.

2. Role: Select one of the available roles.

3. User's full name.

4. Name with which the user will access the tool.

5. User password.

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 1. The second tab refers to User Information. For both cases, this tab will request the
same data.

2. User email.

3. Telephone number, not required.

4. Mobile phone, not mandatory.

5. Address, this information is useful in case the user does remote work or
Home Office.

6. Birthday.

7. Position within the organization.

Once complete, click Save to finish the process.

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5.2.3 Location
The third option is the quick creation of a new Location. When you click on this
alternative, the following screen is displayed:

1. First choose if the new location has a parent location to which it belongs.
2. Enter the name for the location.
3. Enter a Description that is representative.

At the end, click on Save.

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5.2.4 Contracts
Contracts are one of the Configuration Items available in InvGate Insight. You can add
both software and assets contracts to your database, keep track of them, and manage
them according to your needs.

Software contracts are used to register the acquisition of licenses for particular software
or suites (software packages). These contracts facilitate the monitoring and distribution
of software in the most efficient way possible within an organization, by assigning them
(manually or automatically) to programs installed on devices (assets) or to users
according to the type of license purchased.

On the other hand, asset contracts are used to record the acquisition of maintenance,
rental, leasing, support or guarantee services on the assets of an organization, and
assigning these assets (manually or automatically) to the contracts in order to facilitate
their control and monitoring.

For more information about contracts, here is a detailed guide.

5.2.5 Asset import

This feature allows you to import assets using a .CSV file, so that you can add them to
InvGate Insight. To do so, click on the drop-down menu next to the CI creation icon, and
choose the “Import CIs” option.

A form will open, where you must complete the following information:

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 1. Download the template.
2. Select the file to upload in CSV format.
3. Select the file delimiter.
4. Match existing CIs according to: Inventory ID, Internal ID, Name, Serial Number,
or none.
5. When you finish, click on “Validate”.

The column assignment must be made with respect to the properties of the assets. Once
finished, click on “Preview”.

Note: If any column contains the same name as the asset properties, it will be assigned
automatically.

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Once the file has been uploaded, its content will be displayed as a preview:

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 1. Preview of the assets to be imported.
2. Upload a new .CSV file.
3. Import valid assets that have no errors.

*Note: For some of the properties, if a value is not found in the system, it will be created
on-the-fly when importing the assets. These cases will be marked in blue in the preview
and will be considered valid.

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5.3 Main Menu
InvGate Insight’s main menu is divided into 8 sections:

1. Home
2. Assets

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 3. Software
4. Contracts
5. CMDB
6. Other CIs
7. Settings
8. Service Desk

Below, each section will be described along with its functionalities.

5.3.1 Home

Dashboard
The Dashboard tab allows you to view metrics about the assets included in InvGate
Insight and, at the same time, it offers a general overview of the status of each asset’s
most relevant properties.

Moreover, in this tab there are graphics about the distribution of operating system, the
antivirus status, firewall, among others. It even shows the number of assets with expired
warranty.

Activities
InvGate Insight allows you to view all the activities related to your Configuration Items in
one unified tab. As usual, you can also check the activities of each CI by viewing their
profiles.

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The goal of this section is to allow you and your company to understand which changes
have happened during a certain time frame. This way, you can further monitor your CIs,
create more detailed reports, and perform deeper analysis.

This screen displays a table with navigation quite similar to the other Insight sections:

Notice the table general view, with the Filters and Export tabs. The two possible
exporting formats are CSV and XLSX.

Activities Details
The Activities table displays information useful for you and your company:

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1. Type: this is represented by the CI icon and a color, which changes according to
this color code:

a. Green:
■ When there is no previous value.
■ When the CI is created.
■ When it represents an assignment (tags, documents, new software,
etc.).

b. Blue: when it represents an update.

c. Red:
■ When the current value is null.
■ When the CI is deleted.
■ When it represents a deallocation (tags, documents, uninstalled
software, etc.)

2. The Date the activity took place. This column can be arranged in an ascending or
descending order.

3. The Event of the activity itself.

4. The CI of the activity.

5. The value the CI displayed before the activity took place.

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 6. The value the CI displays after the activity takes place.

7. A description of the activity.

8. Who performed the activity.

9. The priority of the activity itself.

Table Filters
The filters you can apply to the Activities table are the same you can use in the Explorer
and Discovered devices sections.

You can add a set of conditions to filter which CIs you want to view in the table. In the next
example, the table will display all Keyboards acquired before March 2021:

Activity Filters
On the other hand, you also count with a section to specifically filter activities:

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These options allow you to adjust the Global Activities table according to the information
you need. Just like the table itself, you can also apply the filter to arrange activities in a
descending or ascending order.

Once you are done, click on Apply and the filter will be applied.

5.3.2 Assets
The Assets tab gathers information related to previously registered assets into Insight. It
contains 3 tabs: Explorer, Discovered Devices and Unidentified Devices.

By default, when clicking on Assets, we will be redirected to the Explorer tab.

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Explorer
Explorer is a tab that includes the largest amount of asset data and options to filter, and it
is located first from left to right within the Assets section.

Through this tab, Insight allows you to view all the data corresponding to a device,
instance or gadget which has been included as an item and, thus, represents an asset. It
also allows you to filter, save views and export them. The options available to filter will
show up previously arranged by default.

You can look into the Explorer tab to find the corresponding data from any device,
instance, or gadget that shows up as an item.

Each column is where you can view information related to each of the items previously
registered.

It is easy to locate the characteristics that correspond to each item, such as type, name,
current status, owner, location, MAC address, the default IP address, inventory record
(ID), manufacturer, source of registration, and labeling.

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To customize a particular view, you can arrange the columns from the Config icon at the
upper right corner.

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To filter into the Explorer tab, click on Filters to access the box corresponding to the
device where the filter will apply, then select an option from the drop-down list and click
on Update.

The filter will apply to Monitor, and it will get the previously registered monitors to show
up after clicking the Update button -located at the bottom of this section.

Over the next section, you will find a detailed explanation of other functionalities that
serve to better use through the Explorer tab.

Editing an asset
The data of an asset that is displayed in the Explorer can be edited by following these
steps:

1. Click on the checkbox of a particular asset.

2. The "Edit Asset" option will be enabled below the Explorer table. Click on it:

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A window will open on the right side with fields that can be edited as a block (those that
do not want to be modified will keep their current value):

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When finished, click on “Apply”.

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Mass Asset Editing
The data displayed in the Explorer can be edited in bulk by following these steps:

1. Click on the checkbox.

2. Select "all of this page", "all" the results or "none".
3. The "Bulk Edit" option will be enabled below the Explorer table. Click on it:

A window will open on the right side with fields that can be edited as a block (those that
do not want to be modified will keep their current value):

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When finished, click on “Apply”.

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Mass edit of asset tags
The tags associated with the assets that are displayed in the Explorer can be edited in
bulk by following these steps:

1. Click on the checkbox.

2. Select "all of this page", "all" the results or "none".
3. The "Tags" option will be enabled under the Explorer table. Click on it:

A popup will open with the tags created in the instance. You can choose the option to add
the tag or smart tag to those that already have the asset or replace all those assigned by
the selected one.

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When finished, click on “Apply”.

Asset Merging
Whether because of a massive asset load from multiple sources or an agent reinstallation,
we can sometimes have duplicate, triplicate, or even more assets. It is possible to unify
these multiplied assets, in order to clean and simplify the information loaded in Insight.

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To use this function, we must access the Explorer and then check the Assets that we want
to combine. This will enable the Merge button at the bottom.

Keep in mind that if two assets cannot be combined, the button will appear in gray, as seen
in the previous image. If the user still clicks the button when it’s gray, the system will
display the errors associated with the inability to combine the assets. This is useful to
understand why two or more assets cannot be combined.

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If the button is shown in green, it’s possible to continue with the procedure, as we see
below.

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 1. Base Asset: here we will select which is the asset that will remain active.

2. Name: in this case we can choose what is the name with which the asset will be
shown from now on.

3. Owner: to define who owns said asset.

4. Location: to define where the asset is located.

5. Tags: here the asset labels will be defined once the combination is made.

To finish the procedure, click on Apply.

Functions and behavior of the Explorer tab

Next we indicate the components of the Explorer:

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1. Selection of Assets (we can also select Software, Locations or People according to
the section we navigate.).
2. Selection of custom views.
3. Filters to apply (this applies to the filters tab).
4. Save as a new view.
5. Export .csv file.
6. Page selector.
7. Update the current view.
8. Expand to full screen.
9. See as a table or cards.
10. Settings: number of items per page and selection of columns to display (only for
assets).
11. Selector for mass editing.
12. Sort results by any given data.
13. Column Filters (this apply to the current results of the view).
14. Information found by the browser.
15. Total count of assets found or selected.
16. Total cost of assets found or selected.
17. Chart distribution according to the selected option.

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Custom views
They allow you to store filters and search customizations, storing all the navigation
configurations made to perform them easily and quickly. Custom views can be applied to
each tab of the Explorer, and can only be viewed and manipulated from the corresponding
section; that is, a custom view created in Assets from Software cannot be manipulated,
and vice versa.

Views are saved per user and cannot be shared. To view them, click on the views icon that
appears in the Asset Explorer and select the view that is of interest, as shown in the
following screenshot:

Creating and updating custom views

1. Go to the Explorer and select the filters and columns that you want to observe.
2. Click on “Save as view” in case it is being created or “Update” in case an existing view
is being updated.

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Report generation
The system allows you to export customized views and search results in .csv and xlsx
formats. The maximum number of entries that can be exported per operation is 100,000.

The file will contain the columns that have been selected in the system at the time of
starting the report.

Export to .csv and .xlsx

1. Go to Explorer.
2. Select the filters and columns that are of interest.
3. Click on the Export icon en select “Export to CSV” or “Export to XLSX”.

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Generating QR codes for assets
Through the Explorer, Insight allows the individual or bulk generation of QR codes in
order to print asset labels directly from Insight or through a .csv file which will be later
used by an external software. You can export up to 99 QR codes in each operation.

Generating QR codes from the Explorer

Go to Assets > Explorer and select the assets for which you wish to generate a QR code.

Click on the Export icon . Next, a list will be displayed. Select “Generate selected
QR codes”.

Next, the following popup window will appear:

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In the “Method” field, select one of the following options:

1. Document: it allows the generation of QR codes for direct printing in Insight. It is

the default option.
2. CSV: when selecting this option, a .cvs file containing the items listed below will be
automatically downloaded
● Dynamic URL.
● Inventory ID
● Name
● Type.

Reminder: If you select this option, you must use an external software for the labels
generation.

If you select the “Document” option, the “Layout” field will also be enabled:

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 1. Auto adjust: This option enables the generation of an image with the QR codes set
in line in order to maximize the use of printing space for A4 or letter size paper.

2. One per row: This option generates an image which contains one QR code per line,
thus making it easier to customize the page if you use thermal printers.

Once you have selected the “Method” and “Layout” options, click on “Print”.

Next, you will visualize the image with the corresponding QR codes and the browser’s
print module will appear:

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For more details, you can also read this article.

Generating a QR code in the asset profile

You can also generate a QR code from an asset profile.

Go to the asset profile and click on . Next, select “Generate QR code”.

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An image of the QR code will be generated for the asset and the browser’s print module
will appear:

Reading a QR code

Once you have generated a QR code, it can be read with a QR reader in Insight’s search
bar. It should be noted that the codes generated in Insight can be read individually or in
bulk.

Conflict resolution between assets

The Explorer can also facilitate the task of combining assets thanks to a column that
quickly indicates if there is a conflict for each asset, showing possible duplicates.

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To solve these problems, it will be necessary to click on the corresponding asset selection
box, which will enable the conflict resolution button, as we can see in the following image:

By clicking on this button, the system will immediately indicate the conflict in question,
suggesting the Unification of two or more assets. The system will offer the possibility of
selecting one of three options from a drop-down menu:

● Merge.

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 ● Eliminate conflict.
● Ignore.

To proceed with the Merge and thus resolve the conflict, click on next.

Discovered devices
Within the Discovered devices section, you will find all the devices that were identified
during the network scan, and have not yet been converted into assets. Once this happens,
they become part of the Explorer with the rest of the assets.

It should be noted that both the “Discovered devices” and the “Unidentified devices” tabs
are part of Insight Device Discovery. In this document there’s a detailed guide about this
product functionality.

Functions and behavior

Next we indicate the components of the Discovered devices section:

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 1. Selection of views according to state.
2. Selector Page and setting number of items per page.
3. Selector for mass editing.
4. Filters and sorting column.
5. Information found by the discovery.
6. Total count of devices found or selected.

Conversion to an asset
Any device in the Discovered devices section can be converted into an asset and become
part of the Asset Explorer. When converting it will be required to enter asset data, for
which the following steps should be followed:

1. Click on the selection box of a particular device.

2. The "Convert to Asset" option will be enabled below the table. Click on it:

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A window will open on the right side with the fields to complete. The entry of a name,
type, manufacturer and model, and state will be required.

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When finished, click on “Apply”.

Conversion to assets can only be made from one asset per attempt.

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Change of status
Within the Discovered devices table, the devices will be assigned one of the two available
states:

● Pending.
● Ignored.

Any new device that is found will be identified as pending. They will also be the ones that
will be seen by default when entering the Discovered devices section.

Any device that is marked as ignored will be updated if it is found again when performing
a network analysis, but it will not be visible in the default view of the Discovered devices
section.

To change the status of a device, the following steps must be followed:

1. Click on the checkbox of a particular device.

2. The options "Set as pending" and "Set as ignored" below the table will be enabled,
depending on the selected view.
3. Click on the desired option.

The change of status can be done both singularly and massively.

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Unidentified devices
The “Unidentified devices” tab allows you to visualize those assets whose MAC address
hasn’t been obtained through the Discovery functionality and it shows them in the
following way:

5.3.3 Software
The Software tab gathers the information associated with the programs already installed
into the registered items. To group by name, the version on the market, or version
reported, click on the drop-down list All Installations.

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You can find the corresponding data in each column, such as type, program name, version
market, reported version of the software manufacturer, operating system, and category.

It is also possible to identify the name, location, and asset owner.

To filter through the Software tab, the default behavior (when clicking on Filters) will
apply the filters considering two software types: Standard (any registered installation),
and also Suite (packages such as Office 365, for example).

To apply the filter to every box, click on All.

The Update box is hidden by default. To get updates for each registered operating system,
you must enable the Update box and select an option from the drop-down list.

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5.3.4 Contracts
The Contracts tab refers to the information of the registered contracts. You can find the
data corresponding to the characteristics of each contract, such as the name of the
contract, type of contract, the contract’s current status, owner, type of license, assigned
licenses, available licenses, program, and type of program.

For more detailed information regarding contracts, please refer to this guide.

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5.3.5 Other CIs

People
The People tab gathers information related to registered people. You can find the data
corresponding to each individual, such as name, email, role, username, address, and
telephone number, among others.

Locations
The Locations tab contains the information related to the place where there are assigned
items. You can find the data corresponding to each spot, such as country, city, total
registered Assets, and total registered users, among others.

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5.3.6 Service Desk

If you’ve configured an integration with InvGate Service Desk, this section will redirect
you to it. Here you’ll find more information on how to integrate InvGate Insight with
Service Desk.

5.4 Configuration Items Profiles

5.4.1 Asset
There are four types of assets:

● Those that report through the agent.

● Devices that are discovered through network analysis and converted to assets.
● Those that are imported and synchronized through external entities.
● Those that were added manually.

All of them can have labels, owners, locations, attachments, a health status, an activity log,
related requests via InvGate Service Desk, and financial information. In addition,
depending on the type of asset, more information can be found.

Below, we indicate the elements available in the profile of an asset reported by agent:

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1. Identification data of the asset.

2. Last update.

3. Status and option to change it.

4. Location and option to change it.
5. Asset owner and option to change it.
6. Remote desktop enabled for the asset.

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7. Option to follow the asset to receive notifications about changes and activity.
8. Edit asset profile.
a. If there’s an active integration with InvGate Service Desk, a gear icon will
become visible, which allows the creation of a request directly linked with
the Asset.
9. Tabs with more asset information:
a. Summary.
b. Hardware: detail of the hardware information reported by the asset.
c. Software: detail of the facilities reported by the asset.
d. Contracts: detail of the contracts associated with the assets and contracts
of the software installed in the asset.
e. Financial information: detail of the financial data entered for the asset.
f. Requests: list of requests associated with the asset, including details of the
priority, status and hyperlink to the request in InvGate Service Desk.
g. Activity: detail of changes in status or properties registered by the asset.
10. Connectivity status and agent version installed (configured in preferences).
11. Status Antivirus
12. State Firewall
13. Asset Health status (determined based on health rules defined).
14. Summary of software information asset. Note: In the section of installed software,
the first number indicates the software with the default filters applied, and the
second number indicates the total.
15. Geolocalization data.
16. Tags assigned to the asset and button to add others.
17. Custom fields of the asset.
18. Users who logged in to the asset.
19. Summary of hardware information of the asset.
20. Business Applications list.
21. Documents attached to the profile.
22. Status of open requests, linked via InvGate Service Desk.

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 23. Notes attached to the profile.
24. Summary of network information asset.
25. Contracts module which shows the estimated annual cost of the contracts
associated with the asset. Said contracts may be of two kinds: software contracts
and asset contracts.
26. Agent information and last reporting date.

Disk encryption status

In the “Hardware” tab located in the Configuration Items profile, within the Storage
section, the disk encryption status is detailed. This functionality aims at revealing which
documents have encrypted disks since having this information is key when it comes to
conducting audits or obtaining security certifications such as SOC2.

According to the information gathered through native operating system

programs—Bitlocker for Windows, Luks for Linux and Filevault for Mac—, there are 4
encryption status:

Detected

This status, represented by an orange icon will be displayed when the disk/unit has no
active encryption through a native software, but it has an installed program within the
“Disk Encryption” software category.

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Not detected

This status, represented by a grey icon , will be assigned only to assets that do not
have an updated inventory with new information, assets with no units, or assets with no
collected information.

It should be noted that, when the disk has more than one unit, if at least one of them has
the “Not detected” status, the disk status will be “Not detected”, as it can be seen in the
following picture:

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This means that, whenever the disk has more than one unit, the worst situation will be
considered the disk status.

Encrypted

This state, represented by the green icon , will be assigned when all the disks/units
have active encryption.

Not encrypted

This state, represented by the icon , will be assigned when the disks/units do not have
active encryption or an installed program under the “Disk Encryption” category.

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This information can also be visualized in Assets > Explorer, under the “Encryption
status” column.

*Important: If at the moment of updating the status of the asset there is an external
memory unit connected, it will be evaluated for the final encryption state of the asset.
This could impact any health rules you have set up.

5.4.2 Location
It is a property that can be assigned manually to an asset or user. The profile of a location
shows all the entities and facilities that have it assigned, and also recursively takes into
account its sub-locations.

Next we indicate the available elements in the profile of a location:

1. Name of the location and option to edit it.

2. Position within the location structure.
3. Profile summary.

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 4. List of users that have the location assigned.

Within the summary (2), the following data can be found:

5. Amount of assets associated with the location.

6. Number of installations associated with the location.
7. Number of users associated with the location.
8. Documents associated with the location and option to attach new ones.
9. Distribution of asset types in the location.
10. Distribution of main location and sub-locations.
11. Business Applications related to the location.
12. Notes related to the location.

5.4.3 User
This profile shows all the assets that have a certain user assigned as owner, as well as a
record of their activity. Owners, in turn, can have tags and an assigned location.

Below, we review the available elements in the profile of a user:

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1. Name, email address and type of user .
2. Location of the user and editing option.
3. Tabs with more information of the user:
a. Summary.
b. Contracts: It includes detailed information about the contracts assigned to
the user or to the assets which are owned by the user.
4. Assets associated with the user.
5. Details (phone, cell, address, position, etc.).
6. Contracts. This module shows the estimated annual cost of the contracts assigned
to the assets of which the user is the owner or those contracts the user consumes
through the software installed in its assets.
7. Tags associated with the profile; it can be edited at any time.
8. Documents attached to the profile and option to attach new ones.
9. Notes attached to the profile and option to attach new ones.

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5.4.4 Software
This profile shows the details of software programs.

1. Name of the program.

2. Manufacturer of the program.
3. Category, type and classification of the program.
4. Tabs with more information about the asset:
a. Summary.
b. Contracts. It includes detailed information about contracts that license the
installed software.
5. Number of installations.
6. Versions registered.
7. Most installed version.
8. Tags associated with the profile, with the possibility of editing them.
9. Distribution of installations by commercial version.

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 10. Software use on devices over the last 7 days.
11. Documents attached to the profile and option to attach new ones.
12. Historical usage of the software on devices.This item, as well as item 9,
correspond to the Metering functionality. In this document you will find a detailed
Metering guide.
13. Contracts. This module shows the total cost, the number of assigned contracts as
well as the contract types.
14. Notes attached to the profile and option to attach new ones.

5.4.5 Contracts
Software Contract Profile:

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1. Contract name.

2. Contract type and ID.

3. Last update timestamp.

4. Current status.

5. Contract owner, and the option to change it.

6. Edit button and additional options:

a. Duplicate Contract - clones the contract, opening a new window to edit the
duplicated contract's settings. Additional Considerations: You cannot
duplicate a contract and license the same devices. But, you can duplicate an
expired contract without making any changes.

b. Cancel Contract - stops the contract licensing and renders it disabled; the CIs
associated to the contract won’t be considered as licensed anymore. You can
further reactivate it in case you need it.

c. Delete Contract - permanently erases the contract from the database.

7. Tabs with more information:

a. Summary.
b. Activity - detail of changes in status or properties registered by the contract.
8. Amount of licenses.
9. Amount of assigned licenses.
10. Amount of remaining available licenses. In the case of contracts with manual
assignment, this box will show the number of available licenses. On the other hand,
in the case of contracts with dynamic assignment, this box will be empty since the
number of available licenses for this configuration is not fixed.
11. Contract cost details.
12. Contract general details.
13. Software program or programs included in this contract.
14. Installation details; displays licensees assigned to the contract, it can be users,
software installations or assets.

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 15. Contract evolution timeline; it shows the relation over the time between the
acquired licenses and the assigned licenses.
16. Tags associated with the contract.
17. Attachments.

Asset Contract Profile:

1. Contract name.

2. Contract type and ID.

3. Last update timestamp.

4. Current status.

5. Contract owner, and the option to change it.

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 6. Edit button and additional options:

a. Duplicate Contract - clones the contract, opening a new window to edit the
duplicated contract's settings. Additional Considerations: You cannot
duplicate a software contract and license the same devices. But, you can
duplicate an expired contract without making any changes.

b. Cancel Contract - stops the contract licensing and renders it disabled. You can
further reactivate it in case you need it.

c. Delete Contract - permanently erases the contract from the database.

7. Tabs with more information:

a. Summary.
b. Activity - detail of changes in status or properties registered by the contract.
8. Amount of licenses.
9. Amount of assigned licenses.
10. Amount of remaining available licenses. In the case of contracts with manual
assignment, this box will show the number of available licenses. On the other hand,
in the case of contracts with dynamic assignment, this box will be empty since the
number of available licenses for this configuration is not fixed.
11. Contract cost details.
12. Contract general details.
13. Tags associated with the contract.
14. Assets details; displays the assets related to the contract.
15. Contract evolution timeline; it shows the relation over the time between the
acquired licenses and the assigned licenses..
16. Attachments.

5.5 Other Profiles

5.5.1 Manufacturer
This profile shows assets of all types that have a certain associated manufacturer, as well
as program installations by that manufacturer.

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Below, we go through the elements available in the profile of a manufacturer:

1. Name and URL of the manufacturer.

2. Amount of assets associated with the manufacturer.
3. Percentage of assets associated with the manufacturer with respect to total
assets.
4. Number of installations associated with the manufacturer.
5. Percentage of installations associated with the manufacturer with respect to total
installations.
6. Distribution of asset types associated with this manufacturer.
7. Top 5 asset models of this manufacturer (only if it has associated hardware).
8. Top 5 Software of this manufacturer with more installations (only if it has
associated software).
9. Distribution of types of software associated with this manufacturer.
10. Documents associated with the manufacturer and option to attach new ones.

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5.5.2 AWS Account
As we mentioned earlier, it is possible to integrate InvGate Insight with Amazon Web
Services. Once the integration is configured, a profile will be created for each EC2
instance and one for the account profile.

Below, we go through the elements available in the profile of the AWS account:

1. Account name; It is possible to edit it at any time by clicking on the edit icon.
2. Account owner; analogously, an owner can be assigned and edited at any time.
3. Account summary.

5.5.3 Azure Account

As we mentioned earlier, it is possible to integrate InvGate Insight with Azure. Once the
integration is configured, a profile will be created for each VMs and one for the account
profile.

Below, we go through the elements available in the profile of the Azure account:

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 1. Account name; It is possible to edit it at any time by clicking on the edit icon.
2. Account owner; analogously, an owner can be assigned and edited at any time.
3. Account summary.

5.6 Notifications
Notifications let you know about changes and activity records in the assets to which you
are subscribed.

5.6.1 Visibility
The initial warning is a pop-up message of limited duration, which is then stored in the list
of notifications located in the upper right menu. From there, you can check the latest
events, and the count of unread notifications is displayed:

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This list includes:

1. Notification shortcut and count of unread notifications.

2. Reported event, asset affected by it and a hyperlink to its profile.
3. Mark notification as read.
4. View subscriptions (see "Subscriptions").
5. Mark all notifications as read.

5.7 Subscriptions
If a user subscribes to an asset, they will receive notifications about events related to it.

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5.7.1 Subscription list
If you drop down the list of notifications, you can access subscriptions with the “View
subscriptions” option.

Within the list, you can access the following details:

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1. Total count of assets followed.
2. Search by asset name.
3. Hyperlink to the profile of the asset and its type.
4. Unfollow the asset.
5. Notification about the asset.

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