Inventorization of systems

Activating discovered systems

When you have run some discovery integrations, Kertos will already have identified lots of systems for you. Now you need to activate those and provide their missing information.

1. Go to "Systems" under "Inventory". 

2. Select the "Discovered" tab.

3. Select the systems that you actually use within your organization and click "set to active". Then select the systems that are not relevant to you and click "archive". This means that they will not be re-discovered when you run discovery integrations on a regular basis (which you should).

4. The systems that you have activated will now show up in the "Active" tab.

5. Now you can click on the individual systems and supplement missing information. See the section below for more information.

Adding systems manually

If a system of yours was not identified in the discovery, you have the option to add it manually. Every manually added system will be automatically assigned active status.

1. Click “Add system”.

2. Now you already need to provide the missing information as described in the section below.

3. Click “Save”.

Documenting basic information

Among the basic options for documentation in the detail view, there are:

• Name
• URL Link to the system's website.
• Status This is another way to set a system from "Active” to “Archived” or vice versa.
• Owner The employee responsible for the tool.
• Description  
• Purpose
• Departments that are using this tool.
• Category
• Contact Details For example, the dedicated customer success manager of the tool.
• Vendor
• Data Subject types
• Data classes
• Users
• Activities

Assigning a system to a vendor

1. In the detail view, scroll down to “Vendor”.

2. In the Vendor bar, search for the Vendor’s name (only existing vendors are available, to add a new vendor go to the Vendor page) and select it.

3. Kertos will add the details for you if they exist on the vendor page. If documents regarding this Data Source’s Vendor are missing, they will show as “missing”. You can click “View Vendor” to add them.

4. Add the server location, if necessary.

5. Click “save”.

Alternatively, you can assign systems to a vendor from the vendors page. See "Inventorization of vendors" for how to do that.