Onboarding a New Device into Inventory (EZOfficeInventory)

Created by Daqwan Koenig, Modified on Thu, 15 Jan at 4:36 PM by Daqwan Koenig

Purpose: To provide IT staff with a standardized process for receiving, recording, and tagging new devices, including computers (Windows and Apple), mobile devices (e.g., iPads), and Smart Docks in the inventory system.

Scope: This procedure applies to all new IT-managed devices purchased for company use and managed by the IT department.

Prerequisites: Access to EZOfficeInventory; Purchase order or invoice for reference; Printer for asset tags (generated in EZO).

Procedure:

✅ Step 1: Unboxing and Inspection - Verify contents against the purchase order. - Check for physical damage or missing accessories. - If there are discrepancies, notify Chad Krout immediately.

✅ Step 2: Enter Device Information into EZOfficeInventory
Populate the following fields:

Name: Device name (e.g., Dell Latitude 5540 or Dell Pro Thunderbolt 5 Smart Dock)
AIN: Serial Number or Service Tag
Description: Use the appropriate template below
Manufacturer: Device manufacturer (e.g., Dell, Apple)
Location: Storage or assigned location
Upload Picture: Add a photo of the device
User: Assigned user (if applicable)
Department: Department responsible for the asset
Cost Price: Purchase cost
Purchased On: Date of purchase
Vendor: Usually the same as the manufacturer

Description Section Template:

Model: [Full Model Name] 
CPU: [Processor Details] 
RAM: [Size and Type] 
Storage: [Capacity and Type] 
GPU: [Graphics Card Details] (if applicable) 
Color: [Device Color] (for mobile devices) 
Screen Size: [Size in Inches] (for laptops/tablets) 
Service Tag: [Manufacturer Tag] | Express Service Code: [If available] 
Notes: [Any special features or configurations]

Examples:

Dell Laptop

Model: Dell Pro Max 16 - MC16250 
CPU: Intel Core Ultra 9 
RAM: 32GB DDR5 Storage: 1TB SSD G4 
GPU: Nvidia RTX Pro 1000 Blackwell 8GB GDDR7 
Service Tag: 5R2PFF4 | Express Service Code: 12521044048

iPad

Model: iPad 10th Gen 
Storage: 256GB Color: Silver 
Screen Size: 10.9" 
Notes: Wi-Fi + Cellular

Smart Dock

Model: Dell Pro Thunderbolt 5 Smart Dock 
Model Number: SD25TB5 
Service Tag: J8PD5C4 
Thunderbolt/USB-C: TB5

✅ Step 3: Generate and Apply Asset Tag - After saving the record in EZO, generate and print the asset tag. - Apply the tag in a visible location: Computers: Underside or near keyboard; Mobile Devices: Back of the device; Smart Docks: Bottom or side of the dock. (How to make an asset label)

✅ Step 4: Final Steps - Store the device in the designated location or proceed to device setup for the assigned user.