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Find the ServiceNow assets still assigned to people who left
For IT asset managers who want laptops, phones and licenses held by inactive users found in ServiceNow, by asking their AI assistant.
On this page
Connector
Connect ServiceNow, pick your AI tool and paste the prompt.
The problem
Equipment still assigned to people who left
When people leave, their laptops, phones and licences often stay assigned to them in ServiceNow. That equipment is lost money, and finding it means cross checking inactive users against the asset table one person at a time.
Without PopdockAI
- Export inactive users
- Search the asset table for each one
- Skip retired and disposed assets by hand
- Work out who to ask for recovery
With PopdockAI
- Inactive users and their live assets are read together
- Assets are grouped by user with manager and last login
- Total cost and managers to ask are summarised
- Read only, and capped results are called out
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Find in-use assets still assigned to inactive users, optionally only in department `{department}`.
**Step 1: Find the inactive users**
Call `servicenow-get-user` with active false, department `{department}` if given, and max-records 500.
**Step 2: Find their assets**
For each inactive user call `servicenow-get-asset` with assigned-to set to the user's name. Keep assets whose state is not Retired or Disposed.
**Step 3: Report**
A table grouped by user: user name, department, manager, last-login-time, then each asset's asset-tag, display-name, model-category, serial-number, state and cost. Close with totals: number of users, number of assets, total cost, and the managers who should be asked to recover them.
**Rules & Guidelines:**
* Read-only. Do not call `servicenow-update-asset`, `servicenow-update-user` or any other add- or update- tool. The reassign-asset prompt moves individual assets.
**Validation:**
* If no inactive users hold assets, say so.
* If Step 1 hit 500 users, say the check was capped and suggest filtering by department.Who it's for
One answer, three teams that use it
IT asset managers
Recover lost equipment
Get a list of assets held by leavers, with cost and the managers to contact.
Which inactive ServiceNow users still have assets assigned, across all departments?
IT finance
Put a number on unrecovered kit
See the total cost of equipment still assigned to former staff.
What is the total cost of assets still assigned to inactive users in Finance?
Department managers
Know what your leavers still hold
See devices assigned to people who left your team so they can be returned.
List assets held by inactive users in the Marketing department.
How it works
What PopdockAI does when you ask
You optionally name a department, and your AI assistant finds assets still assigned to former staff. It changes nothing.
01
Ask
You optionally name a department.
02
Read
It finds inactive users and the assets still assigned that are not retired.
03
Report
You get assets grouped by user, total cost and the managers to ask for recovery.
04
What PopdockAI provides
The tools behind the answer
Ready made tools for ServiceNow and one secure connection to your AI tool. No code, no exports.
servicenow-get-user
servicenow-get-asset
This report is built from Get data tools only. PopdockAI applies the row, field and parameter rules your admin sets, and every query is written to the audit trail.
The outcome
Recover equipment from leavers, with the cost known
Related use cases
More ways to put this data to work
One prompt template with infinite possibilities.
Your AI assistant adapts its approach, tone, and capabilities to match each unique context while you maintain a single, manageable workflow.
Join forward-thinking companies that are transforming their operations with intelligent, secure AI automation.

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