Item & Contact User / Organisational Structure

Hi,

It is a normal assyst behaviour for the fields within the Item form to take the values from the Contact User specified. However, I believe this is a setting that can be toggled; unfortunately, I can’t remember of the setting name/location at the moment.

I can definitely see how the fields not updating to reflect the user’s fields can be problematic. We have observed the same thing at my organization. However, depending on the nature of the Item, it makes sense that those fields are not updated automatically. For example, if the Item represents a software, then that software does not necessarily follow a user’s changes. To resolve this at my organisation, we simply add a step in our process when we are updating a user’s profile: we check their assigned Items and update them accordingly if applicable.

Hope this helps :)

Hi both,

Very much appreciate your responses. To paint a better picture I’d like to provide a made up scenario of how this might affect us.

In 2023, Our department ‘Social Services’ is split into multiple departments. For example, ‘Adult Social Services’, ‘Children’s Social Services’ and ‘Social Services’ remains creating 3 departments instead of one.

Now, when we do an item search by the item monitor functionality with the department of ‘Social Services’ every item that was assigned prior to the change will show in the monitor. Where actually, only a third of those items are now Social Services and the others are Adults & Childrens.

Hope that paints a better picture and although, we can report differently using PowerBI like you’ve suggested, at a very quick glance or when data dumping, the information doesn’t seem credible.

To add to this, maybe even a simple system parameter to allow us to choose how we want to structure our Item data could help a lot; that way, both options are available, and it would come down to the user. In fact, before investigating into this, I assumed there was a system parameter to toggle this, but there is none.