The FileWave app is designed to give school districts the ability to create, manage, and automatically assign assets to students in Incident IQ by utilizing the data stored in FileWave. In addition, integrating Chrome devices into Incident IQ allows you to view an asset’s metadata in one convenient location. This includes basic device information, OS and firmware versions, the installed apps on a device, and other data agents found helpful while working a ticket.
Important Note: To automatically create assets in Incident IQ from FileWave, you must enable the create asset option and have location and models mapped in their respective tabs. Failure to do so can prevent some or all of your assets from importing/updating during scheduled syncs.
You can access the Filewave Integration when installed by selecting Incident IQ Apps > Apps Management. This will take you to your Installed Apps page, where you can choose Manage to access the Filewave Integration management page.
Overview Tab
The Overview Tab lets you quickly review the status of the most recent sync between Incident IQ and Filewave. While syncs will automatically run overnight, you have three additional options:
Start Full Sync - manually start a new sync.
Re-Run Last Sync - rerun the very last sync.
Push Data - if you have set up write-back functionality, push the data back to your asset integration form iiQ. Please see the section below for more details on creating custom value fields that are pushed from iiQ to your asset management integration.
Additionally, you can use the View Details button to take you directly to the Sync History tab where you can review the count of assets updated, added, or skipped over during the most recent sync.
General Settings Tab
The General Settings tab has the settings that control when information is brought in or updated automatically, as well as field mappings between the Filewave and Incident IQ. As such, you can find the following settings here:
Authentication fields to enter the Filewave URL, Token, and Expiration Date.
Options that control if assets are automatically created, updated, and deleted during system syncs.
The ability to turn on automatic room assignment for assets if storing this data in Filewave.
Custom field asset mapping options to pull in additional data for use in asset filters and custom view columns
The Authentication section lets you quickly determine if your current authentication information is valid and whether or not iiQ can access the devices in FileWave. Clicking on Change Setting to change the following fields for Filewave authentication information:
URL
Token
Expiration Date
The Mapping section manages what data is created and updated in Incident IQ based on data coming from Filewave. This includes:
Create Asset: Selecting this will automatically create assets in iiQ to match any new device discovered in Filewave during a sync.
Update Asset: Selecting this will automatically update assets in iiQ to match any updates to a device’s data discovered in Filewave during a sync.
Update Custom Fields: This option will only allow new information being pulled into custom fields to update during a sync.
Delete Asset: Selecting this will automatically delete assets in iiQ to match any assets deletions that have occurred in Filewave during a sync.
Next, under the Import Options section, you can enable the Create Rooms option. This will automatically create rooms associated with assets in Filewave if these rooms do not already exist in Incident IQ. Additionally, the Update Asset Owner option will try to automatically update owner information in Incident IQ during every system sync.
The Matching Rules section controls how devices are matched between the FileWave and Incident IQ.
These options are read-only for customers and editable by iiQ Admin Employees. This includes the ability to do the following:
Only use serial number when matching assets between FileWave and iiQ
When matching assets between FileWave and iiQ, prefer serial number instead of asset tag
Skip creation of assets in iiQ when the asset in FileWave does not have a serial number
Only allow one asset for each serial number to be imported
Restore a deleted asset in iiQ if an asset in FileWave can be matched
The Map custom values section allows you to select additional values you want to be imported and map them to default or custom fields in iiQ. This will enable you to pull custom data fields and view column options. Click on the Add button.
Next, fill out the following field mapping options:
Please note that there may be pre-configured mapping and can not be changed.
Select the custom value
Set the Map Direction
Filewave to Incident IQ
Incident IQ to Filewave
Both directions (if both, data will push from Incident IQ to Filewave first.)
Select the iiQ field the custom value should map to. You can map to the default field or map to a custom field.
If you map to a Custom Field, you will need to set a field name, select a field type (text, number, or date), and set whether the field information needs to be searchable through filters.
Location Mappings Tab
This tab allows you to select or modify your current location mappings between iiQ and Filewave. You can choose to automatically assign a device to a default location in Incident IQ if it does not match any location mappings set. This is especially important if you are using the Filewave integration to create assets because assets must have a location set automatically.
Location is required for an asset to be created in iiQ. The way this works during a sync is as follows:
If an asset matches the location mapping, then the asset will get created and assigned to the corresponding location the mapping is set to.
If an asset does not match a location mapping, or no location mappings are present, and a default location is selected, then the asset will get created and assigned to the default location.
If an asset does not match a custom mapping, no custom mapping set, then the asset will not be created during a sync.
The Custom Mapping Options allow you to choose how you would like devices to map in iiQ. When either is selected, you will be presented with a list of locations currently in the system. You can choose Auto-Map Location Names to match location names between iiQ and FileWave. Alternatively, you can manually search for and select your location assignments if needed.
When mapping, if the full name is not visible, simply hover over the name to view the complete name.
Map by Owner’s Location will only be available if you enable one of the following Site Options. If you select Map by Owner’s Location this will automatically assign an asset location to the owner's location. Navigate to Site Options to enable the different settings:
Model Mappings Tab
This tab allows you to select or modify your current model mappings between iiQ and the Filewave. You can use the Auto-Map Models button to automatically attempt to match models in your list of devices with existing models in iiQ.
The [Not Set] option will add a placeholder model value in the event that the asset Model data does not exist within the MDM solution for any devices being created.
**This option is not required.
Any devices that are created with the placeholder model value can be edited without the nightly syncs affecting these changes.
Alternatively, you can manually select what model your device should map to using the drop-down menus to the right of each listed device.
If your device will not auto-map and is unavailable from the drop-down options, it most likely does not currently exist in iiQ. In this case, select the Create New Model button on the right of the device mapping to create and activate this model during your data sync automatically.
Verification Tab
FileWave asset management integrations support the ability to automate the verification process through the use of confirmed user logins. The verifications tab allows you to utilize FileWave login activity to verify assets outside the usual verification process.This is beneficial for the Audit Manager.
Automatic verification is used to verify that the last user in a given date range is the registered device owner in Incident IQ. The asset will be Verified if the user who logged into the device and the owner of the device matches. The asset will be marked as Failed if the user who logged into the device and the owner of the device does not match.
You can kick off a single manual verification from this page by clicking on the Start Verification button.
Alternatively, you can set up a Profile to automate your app verifications. Profiles allow you to automate your asset verifications, removing the need to start verifications manually.
When setting up a Profile, you will be asked to provide it a name as well as fill out the following information:
Number of days of usage to review: The number of days a user must log in to the system to successfully count as verified.
Allow Shared Devices: This option allows devices used by multiple users to be verified as long as the assigned owner logs in several times equal to what is set in the “Number of days of usage to review” field.
Schedule: This option allows you to set a schedule for when a verification should occur (once, daily, weekly, monthly, yearly). Additionally, you can also select a sunset date for the Profile here as well.
Select Assets: This option allows you to set up filters for the types of devices this Profile will verify.
Once added, you can Edit, Delete, or review the status of any current Profile at the bottom of the Verifications page. Please note that you can set up multiple Profiles at once and run them concurrently if needed.
Sync History Tab
This tab lets you view your sync history between iiQ and the Filewave. Every sync, whether completed successfully or not, is logged for reference purposes and available for review in the View details of a sync list.
Clicking on any sync, in particular, will open that sync’s details. You can review the list of what devices were updated, created, deleted, or skipped during the sync. Additionally, you can narrow down your view by using the filter options at the top of the list.
Asset History Tab
The Asset History tab allows you to search for basic information on any device in your Filewave. Enter a valid serial number in the Search for asset field to begin your search.
Once you’ve selected a device, you’ll be able to see the following Filewave information:
External ID
Model
Owner Email
Organizational Unit
Serial Number
Location Name
You’ll also see a list of actions applied to this device during recent system syncs.
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Hannah Bailey - Director, Customer Engagement