Change equipment tracking at Fleet (#26266)

#26266

Author: Sampfluger88

handbook/company/communications.md

@@ -1045,9 +1045,9 @@ Fleet provides laptops, YubiKey security keys, and software licenses for core te
 
 As soon as an offer is accepted, Digital Experience will reach out to the new team member to start this process and will work with the new team member to get their equipment requested and shipped to them on time. From time to time, team members need to purchase additional equipment in the interest of the company.
 
-If you are in need of additional equipment for any reason, [open a support request](https://github.com/fleetdm/confidential/issues/new?assignees=&labels=%23g-digital-experience&projects=&template=custom-request.md&title=) with Digital Experience. When possible, Fleet will pull from its warehouse of existing assets before spending [more money on new equipment](https://fleetdm.com/handbook/company/why-this-way#why-spend-less).
+If you are in need of additional equipment for any reason, [open a warehouse request](https://github.com/fleetdm/confidential/issues/new?template=warehouse-request.md) with Digital Experience. When possible, Fleet will pull from its warehouse of existing assets before spending [more money on new equipment](https://fleetdm.com/handbook/company/why-this-way#why-spend-less).
 
-- **Tracking equipment:** When a device has been purchased, it's added to the [spreadsheet of company equipment](https://docs.google.com/spreadsheets/d/1hFlymLlRWIaWeVh14IRz03yE-ytBLfUaqVz0VVmmoGI/edit#gid=0) where we keep track of devices and equipment, purchased by Fleet. When you receive your new computer, complete the entry by adding a description, model, and serial number to the spreadsheet.
+- **Tracking equipment:** All company-owned devices are tracked in Fleet's ["🍽️ Dogfood" instance](https://dogfood.fleetdm.com/dashboard). When a device is purchased, it's automatically enrolled in dogfood.
 
 - **Returning equipment:** Apple computers with remaining AppleCare Protection Plans should be reprovisioned to other fleeties who may have older or less-capable computers. Equipment should be returned once offboarded for reprovisioning. Coordinate offboarding and return with the Head of Digital Experience. Please return all equipment to the Fleet IT warehouse using Fleet's FedEx account (address and account # in 1Password).
 

handbook/digital-experience/README.md

@@ -233,7 +233,7 @@ Use the following steps to track a Fleet applicant:
 
 As soon as an offer is accepted, Fleet provides laptops and YubiKey security keys for core team members to use while working at Fleet. The IT engineer will work with the new team member to get their equipment requested and shipped to them on time.
 
-- [**Check the Fleet IT warehouse**](https://docs.google.com/spreadsheets/d/1hFlymLlRWIaWeVh14IRz03yE-ytBLfUaqVz0VVmmoGI/edit#gid=0) before purchasing any equipment including laptops, monitors, and Yubikeys to ensure we efficiently [utilize existing assets before spending money](https://fleetdm.com/handbook/company/why-this-way#why-spend-less). If Fleet IT warehouse inventory can meet the needs of the request, file a [warehouse request](https://github.com/fleetdm/confidential/issues/new?assignees=sampfluger88&labels=%23g-digital-experience&projects=&template=warehouse-request.md&title=%F0%9F%92%BB+Warehouse+request).
+- [**Check the "📦 Warehouse" team in dogfood**](https://dogfood.fleetdm.com/dashboard?team_id=279) before purchasing any equipment including laptops, to ensure we efficiently [utilize existing assets before spending money](https://fleetdm.com/handbook/company/why-this-way#why-spend-less). If Fleet IT warehouse inventory can meet the needs of the request, file a [warehouse request](https://github.com/fleetdm/confidential/issues/new?assignees=sampfluger88&labels=%23g-digital-experience&projects=&template=warehouse-request.md&title=%F0%9F%92%BB+Warehouse+request).
 
 - Apple computers shipping to the United States and Canada are ordered using the Apple [eCommerce Portal](https://ecommerce2.apple.com/asb2bstorefront/asb2b/en/USD/?accountselected=true), or by contacting the business team at an Apple Store or contacting the online sales team at [800-854-3680](tel:18008543680). The IT engineer can arrange for same-day pickup at a store local to the Fleetie if needed.
   - **Note:** Most Fleeties use 16-inch MacBook Pros. Team members are free to choose any laptop or operating system that works for them, as long as the price [is within reason](https://www.fleetdm.com/handbook/communications#spending-company-money). 
@@ -252,24 +252,29 @@ As soon as an offer is accepted, Fleet provides laptops and YubiKey security key
 ### Process incoming equipment
 
 Upon receiving any device, follow these steps to process incoming equipment.
-1. Search for the SN of the physical device in the ["Company equipment" spreadsheet](https://docs.google.com/spreadsheets/d/1hFlymLlRWIaWeVh14IRz03yE-ytBLfUaqVz0VVmmoGI/edit#gid=0) to confirm the correct equipment was received.
-3. Visibly inspect equipment and all related components (e.g. laptop charger) for damage.
-4. Remove any stickers and clean devices and components.
-5. Using the device's charger plug in the device.
-6. Turn on the device and enter recovery mode using the [appropriate method](https://support.apple.com/en-us/HT204904).
-7. Connect the device to WIFI.
-8. Using the "Recovery assistant" tab (In the top left corner), select "Delete this Mac".
-9. Follow the prompts to activate the device and reinstall the appropriate version of macOS.
+1. Find the device in ["🍽️ Dogfood"](https://dogfood.fleetdm.com/dashboard) to confirm the correct equipment was received.
+2. Visibly inspect equipment and all related components (e.g. laptop charger) for damage.
+3. Remove any stickers and clean devices and components.
+4. Using the device's charger, plug in the device.
+5. Using your company laptop, navigate to the host in dogfood, and click `actions` » `Unlock` and copy the unlock code. 
+6. Turn on the device and enter the unlock code.
+7. If the previous user has not wiped the device, navigate to the host in dogfood, and click `actions` » `wipe` and wait until the device is finished and restarts.
+
+**If you need to manually recover a device or reinstall macOS**
+1. enter recovery mode using the [appropriate method](https://support.apple.com/en-us/HT204904).
+2. Connect the device to WIFI.
+3. Using the "Recovery assistant" tab (In the top left corner), select "Delete this Mac".
+4. Follow the prompts to activate the device and reinstall the appropriate version of macOS.
 > If you are prevented from completing the steps above, create a ["💻 IT support issue](https://github.com/fleetdm/confidential/issues/new?assignees=&labels=%23g-digital-experience&projects=&template=custom-request.md&title=) for IT, for the device to be scheduled for troubleshooting and remediation. Please note in the issue where you encountered blockers to completing the steps.
 
 
 ### Ship approved equipment
 
 Once the Digital Experience department approves inventory to be shipped from Fleet IT, follow these step to ship the equipment.
-1. Compare the equipment request issue with the ["Company equipment" spreadsheet](https://docs.google.com/spreadsheets/d/1hFlymLlRWIaWeVh14IRz03yE-ytBLfUaqVz0VVmmoGI/edit#gid=0) and verify physical inventory.
+1. Compare the equipment request issue with the ["📦 Warehouse" team](https://dogfood.fleetdm.com/settings/teams/users?team_id=279) and verify physical inventory.
 2. Plug in the device and ensure inventory has been correctly processed and all components are present (e.g. charger cord, power converter).
 3. Package equipment for shipment and include Yubikeys (if requested).
-4. Change the "Company equipment" spreadsheet to reflect the new user.
+4. Change the "host" info to reflect the new user.
   - If you encounter any issues, repeat the [process incoming equipment steps](https://fleetdm.com/handbook/digital-experience#process-incoming-equipment). If problems persist, create a ["💻 IT support issue](https://github.com/fleetdm/confidential/issues/new?assignees=&labels=%23g-digital-experience&projects=&template=custom-request.md&title=) for IT to troubleshoot the device.
 6. Ship via FedEx to the address listed in the equipment request.
 7. Add a comment to the equipment request issue, at-mentioning the requestor with the FedEx tracking info and close the issue.