Maintain the asset register and lifecycle
Asset Management enabled; asset manager or administrator for register editing.
An Asset is an equipment register record, separate from a ticket and from a Configuration Item. It holds identity, custody, stock, lifecycle, technical and commercial context. Its tenant-unique AST number identifies the record; the asset tag identifies the equipment in daily work.
Before you start
Prepare categories, models and stockrooms. Ask an administrator to review lifecycle and operational status lists. These two status dimensions answer different questions: lifecycle describes progression towards retirement/disposal; operational status describes current use or condition.
Steps
- Open Assets. Search by AST number, tag or name, apply category/model/lifecycle filters or explicitly choose Show all. An initially empty list can mean no search has been performed.
- Create an asset with a clear name and unique asset tag. Add the appropriate category, model, manufacturer, serial and initial stock context.
- Review Overview, Lifecycle, Assignment, Technical, Label, Repairs and ITSM Work as relevant. Record changes through the appropriate action so custody and activity history remain useful.
- Use Lifecycle to move the record through the intended stage. Record the operational status separately rather than treating a lifecycle change as a repair or handover.
- For Retired → Active, record the reactivation approver. For Retired → Disposed, supply a disposal reason and evidence note.
- Review the history and use available exports or tab-level PDF output when a record needs to be shared with authorised colleagues.
Understand the register views
All is the broad register view. In stock combines an open lifecycle, a stockroom and no assignment. In use combines an open lifecycle, a user/team assignment and no stockroom. Retired includes records whose lifecycle status has isOpen=false, taking precedence over the custody/location fields. The tab is not determined solely by the visible word “Retired”.
Seeded lifecycle names include Planned, Ordered, Received, Active, Retired, Disposed and Cancelled. Operational choices include stock, reservation, assignment/use, loan, transit, maintenance/repair, quarantine, missing/lost and awaiting disposal. Tenant configuration can change these lists; flags and names have different effects.
Identity and data quality
Duplicate asset tags are rejected within a tenant. A matching manufacturer and serial number produces a duplicate warning rather than a hard uniqueness rule or automatic merge. Investigate the equipment before creating another record.
Expected result
Equipment has a stable identity, a meaningful lifecycle and an explainable record of changes. Staff can distinguish stock, custody and retirement without relying on a status label alone.
Important behaviour
The special reactivation/disposal checks are currently keyed to the status names Retired, Active and Disposed. Renaming or translating those names can affect the checks; review configuration with the implementation team. A disposal note records evidence supplied by people or specialist tools; it does not wipe a device or physically dispose of it.