Run a custodian self-audit
A self-audit asks every custodian to confirm the assets they hold, between warehouse counts. You open a campaign, custodians answer from their own list, and anything they flag becomes a discrepancy for the inventory team. Their answers never change the record.
Before you start
- To open and close a campaign you need to be an IT Hardware Inventory Supervisor, IT Service Governance, or IT Business Systems or Application Team.
- Custodians answer from My Assigned Assets, which everyone who signs in can open. They need no extra role.
- Only assets that already have a custodian are included. An asset gets a custodian when an allocation or transfer to a person is acknowledged.
Steps
Open Self-Audit
In the sidebar, under Audit and Self-Audit, select Self-Audit.
Start a campaign
Select New campaign. In the Open a self-audit dialog, enter a Campaign name, a Due date, and Instructions to custodians. Select Open campaign. Every asset that has a custodian right now is added to the campaign.
Custodians confirm their assets
Each custodian opens My Assigned Assets and sees the campaign at the top. They select Confirm my assets, and in the Confirm your assets dialog choose an answer for every item, such as I have it, and it is as described or I cannot find it. They select Submit my answers.
Follow progress by custodian
Back on Self-Audit, select the campaign. The summary shows Custodians, Fully answered, Items outstanding and Items flagged. The By custodian table shows who is complete and how many items each person has left.
Work the flagged items
Every answer other than I have it, and it is as described opens a case. Open Discrepancies and choose self audit under Any source to investigate them.
Close the campaign
Select Close campaign. The confirmation tells you how many items were never answered, then select Close campaign to confirm.
Tip: Custodians must answer every item before Submit my answers is available — nothing is pre-answered. The footer tells them how many answers are still needed.
Closing a campaign does not mark unanswered items as answered. The outstanding count stays on the record, and the unresolved items stay visible.
Assets assigned after the campaign opens are not included. Nobody can be asked to have checked something they did not hold yet.