Asset Statuses

This page defines lifecycle statuses, conditions, and guardrails used by InvyMate.

Statuses and meanings

• draft — asset record exists but setup is incomplete.
• in_stock — available and ready for assignment or deployment.
• active — in active use (assigned or operational in a location).
• reserved — temporarily held for near-future use and not available for general assignment.
• maintenance — temporarily unavailable due to repair or service.
• lost — unaccounted for and needs investigation.
• retired — removed from regular service (written off/sold/disposed).

For reserved, recommended metadata:

• reservedUntil
• reservationReason
• reservedBy

Conditions and meanings

• new — unused, pristine.
• as_new — lightly used, indistinguishable from new.
• used — used but functional.
• damaged — has damage (may still function).
• needs_repair — not functional or requires attention before 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.

Transition policy

Allowed transitions are backend-enforced and not free-form.

• draft → in_stock, active
• in_stock → active, reserved, maintenance, retired
• active → maintenance, lost, retired, in_stock
• reserved → active, in_stock
• maintenance → active, in_stock, retired
• lost → in_stock, retired
• retired → in_stock (reactivation only when workspace setting allows it, and only for Owner/Admin)

Guard rules

• Moving to retired requires a reason.
• Reactivation from retired is controlled by workspace setting allowReactivateRetired.
• Moving to retired disables active maintenance schedules for that asset.
• Moving to retired auto-unassigns the asset.
• Reactivating retired → in_stock shows an info notice that maintenance schedules stay disabled until re-enabled manually.
• Moving from maintenance to active requires a completed maintenance log recorded after the asset entered maintenance.
• Maintenance completion can be logged from a schedule or as an ad-hoc maintenance log.
• Assigning a person auto-switches status to active.
• Assignment is blocked while asset status is draft, lost, or retired.
• Nightly automation clears expired reservations (reservedUntil < now) by moving reserved assets back to in_stock and notifying reservation assignee + owners.