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Managing ICASS Inventory Follow

Avatar
Lara Jan Vensy Benitez
  • Updated

 

 Pre-requisites:  n/a

 

Topics Covered
How to manage ICASS Inventory

Target Users
Directory Administrators
Organization Administrators

Required Permissions
n/a

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Introduction

The ICASS Countable Devices module is designed to help organizations track devices such as smartphones, SIMs, and other equipment. This ensures accountability, proper assignment, and streamlined reporting. This article will walk you through how to effectively use the ICASS Countable Devices module to manage device inventory, including adding new devices, assigning them to employees, and ensuring proper configuration.

 

Accessing the ICASS Inventory

Navigate to Administration > ICASS Inventory.

Users will be redirected to the Manage All ICASS Countable Devices page.  This page displays all devices.

Note: If the message “The ICASS Countable Devices module is not enabled” appears, click on Edit Configuration (located next to the message). Once enabled, the interface will allow you to manage devices.

  • Organization: The department or group the device belongs to.
  • Agency: The agency using the device.
  • Category: The type of device (e.g., smartphone).
  • ILMS Tag: A unique identifier for tracking.
  • Number/Call Sign and Model: Additional details about the device.

 

Adding a New Device

To add a new device to the inventory, click the + Create New button at the top of the page.

Step 1: Complete the form fields.

  • Category: Select the type of device (ex. Smartphone and SIM, Radio, Laptop).
  • Post: Specify the office or location using the device.
  • ILMS Tag: Provide the ILMS Tag (if applicable).
  • Agency: Assign the device to the relevant agency.
  • Make: Enter the brand or manufacturer of the device (ex. Apple, Samsung).
  • Model: Specify the model (ex. iPhone 14, Galaxy S22).
  • IMEI: Enter the device’s unique IMEI number (for tracking purposes).
  • SIM Carrier: Indicate the telecom provider for the device's SIM card (if applicable).
  • Number/Call Sign: Enter the phone number or radio call sign assigned to the device.
  • Additional Info: Add any extra notes or identifiers for the device.
  • Weight: Specify the weight if necessary for inventory purposes.

Scroll down to the Assignments section.

Step 2: Assign the Device

Use the + Add Assignment button to assign the device to employees if needed.

  • Employee: Enter the name of the employee receiving the device.
  • Directory Account: Connect the device to the employee’s directory account.
  • From and To: Specify the assignment start and end dates.

After completing the form, select the Save Changes button to add the new device, or select the Cancel button to disregard changes and return to the Manage All ICASS Countable Devices page.

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Editing or Updating Device Information

Use the Filter/Search options to locate the desired device in the inventory table. 

To edit an existing device, click the Edit icon (pencil) next to the Device name you want to modify, or click the Ellipses to Delete the Device.

Click on the device record to open the editing interface.

Make the necessary updates.

Save your changes.

 

Managing SIM Carriers

The SIM Carriers button (top-right corner of the interface) allows you to manage telecom providers. This is useful for maintaining accurate carrier details when adding devices with SIM cards.

Users will be redirected to the Manage All Sim Carriers page.  This page displays all existing SIM carriers.

  • Directory: Location associated with the carrier.
  • Name: Carrier name (ex. Vodafone, Google Fi).
  • Default: Indicates if it is the default carrier.
  • Devices: Number of devices using this carrier.

 

Adding a new SIM Carrier

To add a new sim, click the + Create New button at the top of the page.

Enter the details.

    • Name: Name of the carrier.
    • Default: Toggle if this carrier is the default.
    • Notes: Additional information or comments.

Click Save Changes to confirm.

 

Editing an Existing Carrier

Locate the carrier in the table and click the Edit icon (pencil).

Modify the required details and save the changes.

 

Exporting Device Inventory

  • Both SIM Carriers and ICASS Devices tables provide options for exporting and customizing data:
    • Export Options:
      • Export data to Excel or CSV for reporting.
      • Copy table content to the clipboard.
    • Column Customization:
      • Click Columns to select which fields to display or hide.
    • Sorting and Searching:
      • Use the sorting feature to organize data by a specific column.
      • Quickly find data using the Search bar.

 

FAQ

Q1: Can I assign a single device to multiple employees?
Yes, use the + Add Assignment button in the assignment section.

Q2: How do I remove a device from the inventory?
Locate the device in the table, open its details, and use the Delete button to remove it.

Q3: What should I do if the application doesn’t accept a new device?
Double-check that all required fields are completed. If issues persist, contact ADG-Support@state.gov.

 

 

Related Articles: 

Directory Administrators

 

 

For additional help, please contact ISC at Post or ADG Support by selecting the ‘Submit a request’ button at the top of the page or by emailing adg-support@state.gov.
Visit the Global Application Portal (GAP) for the latest news and information on all the ADG's applications.

 

 

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