Every laptop is matched to a person, and the missing ones are chased
Each week the AI matches every laptop in ServiceNow to Intune and Darwinbox, emails the people behind each mismatch and updates the register from their replies.
- Used day to day by
- IT asset team
- IT head
- HR team
How it runs with AI
Every week the AI compares each laptop in ServiceNow with Intune and Darwinbox. It works out the likely reason for each mismatch, emails the person who has the laptop, reads the replies and updates the register. The IT asset manager gets a short list of the laptops that are still missing.
How it is done today
The asset register in ServiceNow says who holds each laptop, but it drifts. Site stores hand out spares, old laptops stay with people after a refresh, and some leavers keep theirs. Once a year someone exports Intune and the register into Excel, matches them by hand and spends weeks emailing people.
Step by step
Where the work happens, what the AI does, and where it hands over to a person.
-
Step 1, AI
Compares every laptop in ServiceNow with Intune and Darwinbox each week
Needs to know: Offline limit, Spare laptop stock
In
ServiceNow , 
Intune , 
Darwinbox -
Step 2, AI
Checks each mismatch against Darwinbox and the laptop's history
Needs to know: Laptop history, Usual mismatch reasons
In
ServiceNow , Darwinbox -
Step 3, AI
Emails the person who has the laptop to return it or reconnect it
Needs to know: Return and reconnect steps, Reminder schedule
In
Outlook Exception to step 3
Hands it to the IT asset manager when reminders go unanswered
-
Step 4, AI
Reads each reply and updates the laptop's owner and status in ServiceNow
Needs to know: When to change the owner
In
Outlook , ServiceNow -
Step 5, Person
Decides what happens to each laptop still missing
In
ServiceNow
What stays with a person
- Decides what happens to each laptop still missing
Apps in this example
- ServiceNow
- Intune
- Darwinbox
- Outlook
The same flow works with the apps you use.
This fits you if
- Your laptops are spread across plants, offices, site stores and field teams
- Laptops are enrolled in Intune and listed in ServiceNow
- Your laptop count happens once a year, in Excel
- Leavers' laptops come back late, or after several reminders
What to watch for
- Intune shows who signs in to a laptop, and the register shows who it was issued to. When the two differ, the AI asks the person, and the register changes once they confirm
- Recovering a laptop from a former employee, locking it or writing it off stays with the IT asset manager and HR
- Laptops kept off the network, such as lab or shop-floor machines, still need a physical check
