How to Review Asset Lists and Prepare Them for Customer Validation
Learn how to efficiently review asset lists and prepare for customer review and validations
Introduction
As mentioned in previous article, the asset list is created by grouping internal contract items together which are expired or due for renewal. Once we have asset list ready, the next step is to get the asset list validated from customer. In this article, we will discuss how a renewal engineer reviews the asset lists and proceed with validation and other actions.
The Asset List Console in PrW allows Renewal Engineers to review grouped contract items, apply filters, export data for customer validation, and perform co-term analysis.
This step ensures that the asset list is ready for vendor pricing once the customer has approved the renewal items.
By the end, you’ll understand how the IC Console acts as your main workspace for managing assigned contracts before you move into asset list creation.
Previous step: How to populate renewal data and create asset lists
Next step: How to create vendor price requests to get vendor quote
Key Terms Used
| Term | Definition |
|---|---|
| Renewal |
In the VAR ecosystem, Renewal refers to the process of extending, maintenance contract to continue service coverage for hardware or software. This typically involves reviewing expiring contracts, create asset lists for customers to approve, prepare list of assets/services to be priced, and initiate quoting process for services like: Cisco SmartNet maintenance contracts Managed service subscriptions etc
The renewal process ensures uninterrupted service, and allows for co-terming, identify potential product upgrades, or request for change in service levels. |
| Renewal Dashboard | Visual interface showing accounts and contracts approaching expiration |
| Renewal Project | A grouped set of Internal Contracts related to a customer |
| Internal Contract (IC) | System-generated record that mirrors a vendor contract, storing contract items |
| IC Console | Workspace to review and act on contract items |
| IC Items | Line items such as SKUs, services, or subscriptions within an Internal Contract |
| Asset List | A selected list of IC Items to be prepared for customer review and pricing |
| Asset List Console | Workspace where asset lists are reviewed and prepared for customer sharing. |
| Asset List Items | Individual contract items grouped in an asset list for renewals. |
| Co-term | Co-termination or Co-term means the process of aligning contract end dates across items to simplify renewals. |
| Account Family | A group of related customer accounts (such as parent and child accounts) that can be considered together while selecting contracts, building Asset Lists, or creating renewal projects. |
| Enriched Asset List | An Asset List that has been exported, updated externally (typically in Excel), and re-uploaded into the system to automatically update Asset List Items based on customer or internal inputs. |
What's in the Video
| S.No. | Topic | Detail | Timestamp |
| 1 | Introduction | Introduces the video and its focus on helping Renewal Engineers understand the Asset list details in Asset list console | 00:00 |
| 2 | Key Terms and Concepts |
Defines key terms like Asset list, Co-term, etc | 00:35 |
| 3 | Table of Content | Provides a preview of the topics that will be covered in this video to help viewers understand the structure of the walkthrough. | 01:15 |
| 4 | Navigating to Asset List Console | Explains how Renewal engineer can access Asset List console | 01:29 |
| 5 | Understanding Asset List Console | Describes the layout and key information in AL console | 02:05 |
| 6 | Taking Actions in Asset List | Explains the review of Asset List- status/stage, assets etc. for customer validation | 04:15 |
| 7 | Next Step and Conclusion | Next steps in renewal process and summary | 05:05 |
Watch the Video
Step- By-Step Process to Review Asset Lists
Step 1. Navigating to the Asset List Console
You can reach the Asset List Console in two ways:
- From the IC Console: Click the arrow beside the Asset List name in the IC Console. This opens the Asset List Console view showing grouped asset lists by account and renewal project.
- From the Asset List Tab: Click the Asset List tab in the console view. This displays all asset lists created under the renewal projects assigned to you. Each row represents a separate asset list created for processing.
Step 2. Asset List Console Layout
The console summarizes key information about each Asset List, including:
- Asset List Name
- Account
- Renewal Project
- Number of Items
- Stage and other status details
Grouping: Asset Lists are grouped by Renewal Project, and by the Account the project belongs to. Use the ‘>’ arrow to expand or collapse the groups.
Note:
Asset Lists are grouped based on the account associated with the Renewal Project. Even when contracts are selected using Account Family, the Asset List remains tied to a single account, while it may contain items originating from related accounts.
Filters:
- Server filters at the top (e.g., Project Name, Stage) help you view only relevant records.
- Column filters let you narrow results further, for example: Filtering Asset List Name or Filtering by asset count. For example, you can set filters such as “Number of Assets > 100” to prioritize projects with large renewal workloads.
Hyperlinks in Asset List Console:
You can see some data in the Asset List details hyperlinked. For example, the Renewal project, Account name, and Asset list header are hyperlinked. By clicking on these links, you are redirected to the detailed page of these records. For example, clicking an account name like Test Account opens the Test Account details page.
Tip: All filters — server-side and column-level — work individually and together, enabling highly targeted data views.
To learn more about the grid specific functionality, visit Data Grid Capabilities articles.
Step 3. Actions in the Asset List Console
When you select one or more Asset Lists using the checkboxes, additional action buttons appear:
| Action | Description |
|---|---|
| Show AL Items | Opens the detailed, item-level view of the selected Asset List. (Covered in the next tutorial) |
| Export to Excel |
Downloads the Asset List in a customer-specific, customizable Excel template. - Only one Asset List can be exported at a time. - Once exported for customer validation, the Asset List stage changes to Sent for Approval. |
| Delete | Removes the selected Asset Lists from the console. |
| Refresh | Updates the console view to reflect recent changes eg change of stage after export (sent for customer validation) |
| Analyze for Co-termination |
Opens a dialog showing: - Asset count ending on the specific date |
| Upload Enriched Asset List | Uploads a customer-updated Asset List file to automatically update Asset List Items in bulk. This is typically used after exporting the Asset List to validate with customers and receive updated inputs. |
Using Enriched Asset List for Updates
After exporting the Asset List for customer validation, you can upload an updated version using the Upload Enriched Asset List option.
This allows you to:
- Apply customer-approved changes directly into the Asset List
- Avoid manual updates to individual Asset List Items
Once uploaded, you can use Show AL Items to verify the updated data before proceeding to pricing.
Step 4. Next Steps After Customer Validation
The asset list in excel format is shared for customer validation. Once the customer reviews and approves the asset list, you can proceed to raise a Pricing Request from the Asset List Items.
Summary
In this article, you learned how to use the Asset List Console to:
- Navigate to the console from the IC Console or the Asset List tab
- Review asset lists grouped by account and renewal project, and narrow them using server and column filters
- Take actions on a selected asset list — show its items, export it to Excel for customer validation, refresh, and delete
- Run a co-termination analysis to identify items with aligned end dates
- Upload an Enriched Asset List to apply customer-approved changes in bulk
With these tools, Renewal Engineers can prepare and validate asset lists so they're ready for vendor pricing.
What's Next
Once the customer reviews and approves the exported asset list, the next step is to raise a Pricing Request from the approved Asset List Items to obtain vendor quotes. See the related articles below for the full walkthrough.
In this article
- Introduction
- Key Terms Used
- What's in the Video
- Watch the Video
- Step- By-Step Process to Review Asset Lists
- Step 1. Navigating to the Asset List Console
- Step 2. Asset List Console Layout
- Step 3. Actions in the Asset List Console
- Using Enriched Asset List for Updates
- Step 4. Next Steps After Customer Validation
- Summary
- What's Next
