Autotask Configuration Items Management

Autotask Configuration Items Management

Overview

Configuration Items (CIs) are the backbone of MSP asset management in Autotask. CIs represent any trackable asset—servers, workstations, network devices, software licenses, domains, and more. Proper CI management enables warranty tracking, lifecycle planning, ticket context, and contract-based billing.

CI Status Codes

Status ID	Name	Description	Business Logic
1	Active	Currently in use	Standard operational state
2	Inactive	Not currently in use	May be spare/storage
3	Retired	End of life	Historical record only
4	Missing	Cannot be located	Requires investigation
5	On Order	Procurement in progress	Expected arrival tracking

CI Lifecycle Workflow

On Order (5) ────> Active (1) ────> Inactive (2) ────> Retired (3)
                      │                    ↑
                      └────────────────────┘
                      (temporary deactivation)

      Active (1) ────> Missing (4) ────> (investigation)
                            │
                            ├──> Active (1)    (found)
                            └──> Retired (3)   (write-off)

Configuration Item Field Reference

Core Identification Fields

Field	Type	Required	Description
id	int	System	Auto-generated unique identifier
referenceTitle	string(100)	Yes	Primary name/identifier
referenceNumber	string(50)	No	Serial number or reference
companyID	int	Yes	Owner company
companyLocationID	int	No	Location within company
configurationItemType	int	Yes	Type classification
configurationItemCategoryID	int	No	Category classification

Hardware Specification Fields

Field	Type	Required	Description
productID	int	No	Link to Autotask product
serialNumber	string(100)	No	Manufacturer serial number
make	string(50)	No	Manufacturer
model	string(100)	No	Model name/number

Network Fields

Field	Type	Required	Description
ipAddress	string(50)	No	Primary IP address
macAddress	string(50)	No	MAC address
hostname	string(100)	No	Network hostname

Lifecycle Fields

Field	Type	Required	Description
isActive	boolean	System	Active status flag
installDate	date	No	When installed/deployed
purchaseDate	date	No	When purchased
warrantyExpirationDate	date	No	Warranty end date
endOfLifeDate	date	No	EOL date from manufacturer
retirementDate	date	No	When retired from service
lastPhysicalLocationDate	date	No	Last physical audit

Contract & Billing Fields

Field	Type	Required	Description
contractID	int	No	Associated contract
contractServiceID	int	No	Service on contract
contractServiceBundleID	int	No	Service bundle
monthlyUnitCost	decimal	No	Monthly recurring cost
setupFee	decimal	No	One-time setup fee
hourlyRate	decimal	No	Hourly rate for T&M work

RMM Integration Fields

Field	Type	Required	Description
rmmDeviceID	int	No	RMM platform device ID
rmmDeviceUID	string	No	RMM unique identifier
rmmDeviceAuditID	int	No	RMM audit record ID
rmmDeviceAuditLastUser	string	No	Last logged-in user from RMM
rmmDeviceAuditOperatingSystem	string	No	OS from RMM audit
rmmDeviceAuditDeviceNetworkAddress	string	No	IP from RMM

User-Defined Fields

CIs support custom user-defined fields (UDFs) for organization-specific tracking:

• Asset tags
• Cost centers
• Business criticality
• Compliance tags
• Custom lifecycle flags

CI Types

Configuration Item Types classify assets at the highest level:

Type ID	Common Name	Examples
1	Server	Physical servers, VMs, cloud instances
2	Workstation	Desktops, laptops
3	Network Device	Routers, switches, firewalls, APs
4	Printer	Network printers, MFPs
5	Mobile Device	Phones, tablets
6	Software	Licenses, subscriptions
7	Domain	Domain names
8	SSL Certificate	SSL/TLS certificates
9	Cloud Service	SaaS subscriptions
10	Other	Miscellaneous assets

Note: Actual type IDs vary by Autotask instance. Query /v1.0/ConfigurationItemTypes to get your instance's specific values.

Querying Types

POST /v1.0/ConfigurationItemTypes/query
Content-Type: application/json

{
  "filter": [
    {"field": "isActive", "op": "eq", "value": true}
  ]
}

CI Categories

Categories provide secondary classification within types:

Category Examples	Parent Type	Description
Physical Server	Server	On-premises physical
Virtual Server	Server	VMware, Hyper-V
Cloud Server	Server	AWS, Azure, GCP
Windows Workstation	Workstation	Windows PCs
Mac Workstation	Workstation	Apple devices
Firewall	Network Device	Security appliances
Managed Switch	Network Device	L2/L3 switches
Wireless AP	Network Device	Access points

Category Hierarchy

Type: Server
├── Category: Physical Server
│   ├── Rack Mount
│   └── Tower
├── Category: Virtual Server
│   ├── VMware
│   └── Hyper-V
└── Category: Cloud Server
    ├── AWS EC2
    ├── Azure VM
    └── GCP Compute

Type: Network Device
├── Category: Firewall
│   ├── Hardware Firewall
│   └── Virtual Firewall
├── Category: Switch
│   ├── Core Switch
│   └── Access Switch
└── Category: Wireless
    ├── Access Point
    └── Controller

Related Items (CI Relationships)

Related Items establish connections between Configuration Items:

Relationship Types

Relationship	Description	Example
Parent/Child	Hierarchical	VM → Host server
Dependency	Depends on	Application → Database server
Peer	Equal relationship	Clustered servers
Backup	Backup target	Primary → Backup NAS
Network	Network connection	Server → Switch port

Creating Relationships

POST /v1.0/ConfigurationItemRelatedItems
Content-Type: application/json

{
  "configurationItemID": 12345,
  "relatedConfigurationItemID": 67890,
  "relationshipDescription": "Hosted virtual machines",
  "relationshipTypeID": 1
}

Querying Relationships

{
  "filter": [
    {"field": "configurationItemID", "op": "eq", "value": 12345}
  ]
}

DNS Records

Track DNS records associated with CIs:

DNS Record Fields

Field	Type	Description
configurationItemID	int	Parent CI
recordType	string	A, AAAA, CNAME, MX, TXT, etc.
hostname	string	Record hostname
value	string	Record value
ttl	int	Time to live
priority	int	Priority (for MX)

Creating DNS Records

POST /v1.0/ConfigurationItemDnsRecords
Content-Type: application/json

{
  "configurationItemID": 12345,
  "recordType": "A",
  "hostname": "mail.acmecorp.com",
  "value": "192.168.1.100",
  "ttl": 3600
}

Common DNS Tracking Patterns

// Track all DNS records for a domain CI
const dnsRecords = await queryDnsRecords({
  filter: [
    {field: 'configurationItemID', op: 'eq', value: domainCiId}
  ]
});

// Find CIs with expiring SSL certs
const expiringSSL = await queryCIs({
  filter: [
    {field: 'configurationItemType', op: 'eq', value: SSL_CERT_TYPE},
    {field: 'warrantyExpirationDate', op: 'lte', value: thirtyDaysFromNow}
  ]
});

CI Notes

Attach notes to Configuration Items for documentation:

Creating CI Notes

POST /v1.0/ConfigurationItemNotes
Content-Type: application/json

{
  "configurationItemID": 12345,
  "title": "Firmware Update Log",
  "description": "Updated to firmware v2.1.4 on 2024-02-15. Resolved memory leak issue.",
  "noteType": 1
}

Note Types

Type	Description	Visibility
1	Internal	MSP only
2	External	Client visible

Billing Product Associations

Link CIs to billing products for recurring revenue:

Association Fields

Field	Type	Description
configurationItemID	int	The CI
productID	int	Billing product
quantity	decimal	Quantity units
unitPrice	decimal	Price per unit
effectiveDate	date	Billing start date

Creating Billing Association

{
  "configurationItemID": 12345,
  "productID": 999,
  "quantity": 1,
  "unitPrice": 49.99,
  "effectiveDate": "2024-02-01"
}

API Patterns

Creating a Configuration Item

POST /v1.0/ConfigurationItems
Content-Type: application/json

Server Example:

{
  "companyID": 12345,
  "referenceTitle": "ACME-DC-SQL01",
  "referenceNumber": "SN-ABC123456",
  "configurationItemType": 1,
  "configurationItemCategoryID": 3,
  "make": "Dell",
  "model": "PowerEdge R750",
  "serialNumber": "ABC123456789",
  "ipAddress": "192.168.1.50",
  "hostname": "SQL01.acmecorp.local",
  "installDate": "2024-01-15",
  "purchaseDate": "2024-01-01",
  "warrantyExpirationDate": "2027-01-01",
  "isActive": true
}

Workstation Example:

{
  "companyID": 12345,
  "referenceTitle": "ACME-WS-JSmith",
  "configurationItemType": 2,
  "make": "Dell",
  "model": "Latitude 5540",
  "serialNumber": "XYZ789012345",
  "rmmDeviceAuditLastUser": "[email protected]",
  "purchaseDate": "2024-02-01",
  "warrantyExpirationDate": "2027-02-01",
  "isActive": true
}

Query Patterns

All active CIs for a company:

{
  "filter": [
    {"field": "companyID", "op": "eq", "value": 12345},
    {"field": "isActive", "op": "eq", "value": true}
  ],
  "includeFields": ["Company.companyName"]
}

CIs with expiring warranties (next 90 days):

{
  "filter": [
    {"field": "warrantyExpirationDate", "op": "isNotNull"},
    {"field": "warrantyExpirationDate", "op": "lte", "value": "2024-05-15"},
    {"field": "warrantyExpirationDate", "op": "gte", "value": "2024-02-15"},
    {"field": "isActive", "op": "eq", "value": true}
  ]
}

Servers by type and location:

{
  "filter": [
    {"field": "configurationItemType", "op": "eq", "value": 1},
    {"field": "companyLocationID", "op": "eq", "value": 99}
  ]
}

CIs without RMM integration:

{
  "filter": [
    {"field": "rmmDeviceID", "op": "isNull"},
    {"field": "isActive", "op": "eq", "value": true},
    {"field": "configurationItemType", "op": "in", "value": [1, 2]}
  ]
}

Updating a Configuration Item

PATCH /v1.0/ConfigurationItems
Content-Type: application/json

Retire an asset:

{
  "id": 12345,
  "isActive": false,
  "retirementDate": "2024-02-15"
}

Update warranty information:

{
  "id": 12345,
  "warrantyExpirationDate": "2028-01-01"
}

Common Workflows

Asset Onboarding

1. Create CI with basic info
2. Set type and category for classification
3. Link to company location
4. Record warranty dates
5. Create relationships (if part of infrastructure)
6. Associate billing (if recurring)
7. Sync with RMM for ongoing monitoring

Warranty Tracking Report

async function getExpiringWarranties(daysAhead = 90) {
  const futureDate = new Date();
  futureDate.setDate(futureDate.getDate() + daysAhead);

  const cis = await queryCIs({
    filter: [
      {field: 'warrantyExpirationDate', op: 'isNotNull'},
      {field: 'warrantyExpirationDate', op: 'lte', value: futureDate.toISOString().split('T')[0]},
      {field: 'isActive', op: 'eq', value: true}
    ],
    includeFields: ['Company.companyName']
  });

  return cis.map(ci => ({
    name: ci.referenceTitle,
    company: ci.companyName,
    expires: ci.warrantyExpirationDate,
    daysRemaining: Math.ceil(
      (new Date(ci.warrantyExpirationDate) - new Date()) / (1000 * 60 * 60 * 24)
    )
  })).sort((a, b) => a.daysRemaining - b.daysRemaining);
}

Lifecycle Planning

function calculateAssetAge(ci) {
  if (!ci.purchaseDate) return null;

  const purchase = new Date(ci.purchaseDate);
  const now = new Date();
  const ageYears = (now - purchase) / (1000 * 60 * 60 * 24 * 365);

  // Standard lifecycle recommendations
  const lifecycles = {
    server: 5,
    workstation: 4,
    networkDevice: 7,
    printer: 5
  };

  const expectedLife = lifecycles[ci.typeCategory] || 5;
  const remainingLife = expectedLife - ageYears;

  return {
    ageYears: Math.round(ageYears * 10) / 10,
    expectedLife,
    remainingLife: Math.round(remainingLife * 10) / 10,
    status: remainingLife <= 0 ? 'REPLACE' :
            remainingLife <= 1 ? 'PLAN_REPLACEMENT' :
            'HEALTHY'
  };
}

RMM Sync Verification

async function findUnmatchedAssets(companyId) {
  const cis = await queryCIs({
    filter: [
      {field: 'companyID', op: 'eq', value: companyId},
      {field: 'isActive', op: 'eq', value: true},
      {field: 'configurationItemType', op: 'in', value: [1, 2]} // Servers, workstations
    ]
  });

  return {
    withRMM: cis.filter(ci => ci.rmmDeviceID),
    withoutRMM: cis.filter(ci => !ci.rmmDeviceID),
    coverage: `${Math.round((cis.filter(ci => ci.rmmDeviceID).length / cis.length) * 100)}%`
  };
}

Error Handling

Common API Errors

Code	Message	Resolution
400	CompanyID required	All CIs must have a company
400	Invalid configuration type	Query ConfigurationItemTypes first
400	Duplicate reference number	Reference numbers must be unique
404	Configuration item not found	Verify CI ID exists
409	Cannot delete active CI	Retire or inactivate first

Validation Errors

Error	Cause	Fix
ReferenceTitle required	Missing name	Add referenceTitle
Invalid IP format	Bad IP address	Use valid IPv4/IPv6
Invalid date format	Wrong date format	Use YYYY-MM-DD
Category not valid for type	Mismatched category	Check type/category relationship

Best Practices

1. Standardize naming - Use consistent referenceTitle format (e.g., COMPANY-TYPE-NAME)
2. Track serial numbers - Enable warranty lookups and asset verification
3. Set warranty dates - Proactive renewal planning
4. Link to RMM - Enable automated inventory sync
5. Document relationships - Map infrastructure dependencies
6. Regular audits - Verify CI accuracy quarterly
7. Use categories - Enable meaningful reporting
8. Track purchase dates - Lifecycle planning
9. Associate contracts - Enable billing automation
10. Maintain DNS records - Track hosted services

Related Skills

• Autotask Tickets - Link tickets to CIs
• Autotask Contracts - Contract associations
• Autotask CRM - Company and location management
• Autotask API Patterns - Query builder and authentication