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ServiceNow

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Reclaim ServiceNow assets from inactive users
Report

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.

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Reclaim ServiceNow assets from inactive users
Which inactive users in ServiceNow still have assets assigned? Just the Sales department.
9 inactive Sales users still hold 14 assets worth 18,600. - Most held: Alex Kim, 3 assets including laptop P1000482 - Categories: 8 laptops, 4 phones, 2 monitors - Managers to ask: Dana Whitfield and Sam Patel Want the full table grouped by user?
ServiceNow
Sample figures. Your results come from your own account.
servicenow-get-user
servicenow-get-asset

On this page

The problem

The problem

The prompt

Who it's for

How it works

Tools used

Connector

ServiceNow

ServiceNow
Run it on your own ServiceNow data.

Connect ServiceNow, pick your AI tool and paste the prompt.

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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.

Prompt
**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.

Your AI tool

02

Read

It finds inactive users and the assets still assigned that are not retired.

servicenow-get-user
servicenow-get-asset

03

Report

You get assets grouped by user, total cost and the managers to ask for recovery.

No items found.

04

Your AI tool

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.

get-data

servicenow-get-user

Returns ServiceNow user records (user ID, name, email, title, department, manager and location). Filter by user ID, name, email, title, department, location and whether the user is active.
get-data

servicenow-get-asset

Returns asset records (tag, model, serial number, state, assignee, cost and warranty) from ServiceNow. Filter by asset tag, serial number, display name, model category, state, location, assignee, cost range and warranty expiration.
Read only.Nothing in ServiceNow Changes

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.

How Popdock AI secures your data

The outcome

Recover equipment from leavers, with the cost known

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Related use cases

More ways to put this data to work

All Ramp use cases

One prompt template with infinite possibilities.

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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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See Documentation