Issue company equipment without duplicate work

A laptop is ready for a new colleague. The physical handover takes little time. Afterwards, someone must link the employee and device, update the asset status and file the receipt. That follow-up often creates retyping, separate lists and corrective work.

Let the handover start the processing

With Service Automation Suite, we connect equipment issue or return to the agreed next steps. In the Service Automation Suite form, select issue or return and identify the equipment and employee. Confirm the actual handover. Service Automation Suite uses that selection to update connected records and process the required documents.

The workflow can start with an HR change or a request in the TOPdesk Self Service Portal. Both triggers follow the same configured approach. Your working agreements determine which approval, confirmation or signature is required.

TOPdesk and ValidSign play their part

In TOPdesk, we record the employee–asset relationship and agreed status. When a receipt or loan agreement needs a signature, ValidSign becomes part of the workflow. The signed document can then be linked to the TOPdesk record and, where connected, forwarded to the employee’s HR file.

The physical handover and signing remain human actions. The benefit is the follow-up that people no longer have to record repeatedly. A standard handover need not require entering the same information separately in several administration environments.

The workflow continues on return

Replacement, a role change or departure also requires knowing what was actually returned. A confirmed return can update asset status and the employee relationship. Missing equipment remains visible as work someone must handle.

This ties the record to a confirmed action. An employee leaving in HR is not, by itself, evidence that a laptop or access pass has physically been returned.

Start with one equipment type

You do not need one large project covering every asset and department. Start with laptops, for example. Agree who issues them, who confirms the handover, what needs signing and where the document belongs. Then extend the approach to phones, accessories, passes or other equipment.

API Composer connects messages and actions. Dataflow Composer combines and maps the required information. We build on your existing applications, with clear agreements for maintenance and follow-up.

Explore the integration examples for TOPdesk and ValidSign.

A familiar challenge in practice

NVM brought HR and IT together in a standardised employee workflow covering permissions, equipment and access. Its story illustrates why coordination across teams matters beyond individual data transfers. Read the NVM customer story.

See this workflow in a demo

We can demonstrate this approach. Show us where your team retypes information or chases outstanding actions. Together, we can choose a first step that fits your environment.

Arrange a demo

More about this workflow

Explore the next part of the workflow · Read another perspective