Overview of User Access to TrackIT

As a user with the Viewer level of permissions, you can user Tracker to view the Hardware links (Purchase Orders, Inventory, Search), Purchase Order details, Tracked Inventory details, Software links (Inventory, Search), Software Purchase Order details, and Software User details. ( will send more info on the viewer permissions)

How to Access TrackIT

TrackIt Link: https://utdirect.utexas.edu/apps/campus/trackit/

You can only access TrackIT if you have received authorization. (How do they receive authorization?)

How to Navigate or Use

(Is this covered in The TrackIT Interface?)

What Will I See?

(Is this covered in The TrackIT Interface?)

How to Search

(Is this covered in The TrackIT Interface?)

Hardware 

Searching for Hardware in TrackIt and Offboarding Assets

Finding an asset in TrackIt is very similar to finding software. This search is related to offboarding computers and checking asset user assignments for tickets when the asset is not included.

1. In the Hardware portion of TrackIt, click on the down carat next to the Hardware menu item at the top. From the drop down menu, select search.

2. It may take a moment for the page to fully load.

3. When the search field appears at the top right of  the page, enter in either the asset tag or the EID of a staff member.

4. This will bring up all assets associated with this user, or bring up the single asset requested.

   1. If there are any discrepancies in the results, note this in the ticket to alert the zone that this needs to be updated.

5. Click on the asset tag in the search results

6. This will bring up the Hardware Entry for this asset.

7. If you need to offboard an asset, scroll down to the bottom of the asset entry and click the Archive and Reassign button.

8. This will archive the entry and make the asset available for redeployment to other users in the same unit code.

Adding Assets to TrackIT

Software Licenses

https://cloud.wikis.utexas.edu/wiki/spaces/TRecsIT/pages/65328534

Requests for a user access to software are handled by DSS staff as part of the onboarding process. A subtask is created within the onboarding ticket and assigned to the TRECS-Management group.

Searching for Reserved Software Licenses in TrackIt

Reserved licenses are licenses that were released or no longer in use when a staff person left their position within the department of concern. Sometimes, there may be a slight delay in purchasing new licenses, so these reserve licenses can be especially helpful in cases where someone needs it immediately.

NOTE: Oftentimes, departments have not completed an offboarding request, and staff who are no longer with the department are still showing as having licenses. DSS has no way of knowing that a person has left unless an offboarding request has been performed. This process ensures the release of spare licenses for use by others in that specific department.

1. Obtain the department code prefix for the computer name. Verify the 4 character departmental unit code here:

   1. https://utexas.atlassian.net/wiki/display/TRecsIT/Department+Unit+Code+List

   2. Note that some departments have recently transitioned and may have a new department code or unit code.

2. In TrackIt, search for the unit code and the desired software. It is usually best to leave off the last two digits, as there can be overlap within subunits.
   
   

   1. E.g. Adobe Pro 2020 5000-0

3. Click the search button and your results will be displayed.

4. On the far right of the blue header, click the status to show reserved licenses at the top.

   1. Review the results to find reserved licenses.

   2. Line items that show reserved in the status column and - - -" in the end user column are available for reassignment.

Types of Licenses

• Reserved licenses?

How Many licenses Do I Have?