Asset Statuses

This page defines the lifecycle statuses and conditions used by InvyMate.

Statuses and meanings

• in_stock — available and ready for assignment or deployment
• active — currently in use
• reserved — temporarily held for planned use
• maintenance — unavailable because it is being serviced or repaired
• lost — currently unaccounted for
• retired — removed from normal service

Conditions and meanings

• new — unused
• as_new — lightly used and close to new condition
• used — in regular working condition
• damaged — has visible or known damage
• needs_repair — requires repair before normal use

Status vs condition

• Status describes lifecycle and operational availability.
• Condition describes physical state.

Examples:

• Use maintenance status when repair work is in progress.
• Use needs_repair condition when the item is not usable.
• Use lost only when the item cannot currently be accounted for.
• Use retired when the item is permanently leaving normal service.

Manage lifecycle actions

Unassigned assets are created directly in In Stock. Assets created with an assignee start in Active. From an asset record, choose the operational event you are performing instead of selecting a raw status: check out or check in, place an asset in service or return it to stock, reserve or release, send to maintenance, complete maintenance, declare the asset lost, mark a lost asset as found, or retire/dispose it.

Some actions collect the relevant details before saving. Check-out and check-in require a condition selection; you can optionally attach photos and notes to record the asset's state at that handoff. Declaring an asset lost and retiring/disposal require a reason. Sending an assigned asset to maintenance checks it in first; a lost asset keeps its recorded custodian for accountability.

Use Place in service when an asset is deployed in a shared space, such as a meeting-room screen. It becomes Active without an assignee, while its mandatory location identifies where it is in use. Use Return to stock when the shared asset is no longer deployed.

When a lost asset is found, use Mark as found to return it to In Stock. The previous assignment is cleared; check it out again if it is immediately issued to a person.

Workspace Owners and Admins can correct a lifecycle state when necessary. Corrections require a reason and are recorded in the asset history.