Roman starts the yearly check with items connected to nothing, moves licence dates out of a colleague's calendar into a shared list, and ends with an inventory that stays correct by itself.
IT lead / asset owner
Roman is responsible for the company’s IT equipment and licences. He has last year’s export: 1,400 rows. Half the people named as owners have changed jobs. Licence renewal dates live in the personal calendar of his colleague Kate, who moved to another department in spring. The yearly check is due in six weeks, and the only sure thing is that the list is wrong somewhere.
Some servers in those 1,400 rows were switched off long ago and never removed. Some licences were renewed, but nobody updated the date. Roman does not want to read all 1,400 rows one by one. He wants to start with the ones most likely to be wrong.
The estate map finds items with no links at all, and items that never lead to anything the business uses. They are the first suspects. Either something does depend on them and nobody wrote it down, or nothing does and they can be retired. The first find is an old backup server in the basement that nobody has needed for a year. Each decision is recorded on the item itself.
Roman adds the fields he needs: owner, cost centre, warranty end, licence renewal date (custom attributes). A value set once on a product passes down to all its copies (inheritance). If a copy already has a different value, nothing is overwritten quietly: Roman sees the conflict and decides. The history of every field shows who changed what and when.
Roman creates a saved view called “Licences expiring in 90 days”, and Kate’s private calendar is no longer needed. Filters by office and owner (facets) show where the gaps are. The antivirus licence for the warehouse expires in five weeks, and now everyone can see it. Lists are filtered on the server, so even tens of thousands of records open fast. Three table sizes let Roman either read in detail or scan quickly.
After the review, AverDesk checks every day for newly forgotten items and reports them as they appear. Next year Roman starts from a list that has been kept correct every day. A month of work becomes a morning.
