Workflow Template
Asset Disposal Workflow
Captures an asset disposal request (asset details, condition, reason, residual value, data-security/environmental flags), routes it to a reviewer who approves the disposal and method, then on approval requires the disposing team to complete disposal, upload evidence, and updates the asset register marking the asset retired. Rejections are returned to the requester with the reviewer's reason.
Organisations disposing of physical or digital assets face growing scrutiny around data security, environmental compliance, and financial write-off accuracy, making a controlled, auditable disposal process essential for governance and regulatory readiness. This workflow captures disposal requests with condition, reason, residual value, and risk flags, routes them through a defined approval and rejection path, and ensures disposal evidence is captured before the asset register is updated to reflect retirement. It typically involves asset owners, disposal reviewers or approvers, and the operational teams responsible for executing physical or data disposal.
Business Outcomes
- Reduces unauthorised or undocumented asset disposals to near zero
- Provides a complete, timestamped audit trail from request to retirement
- Ensures 100% of disposals capture evidence before register closure
- Cuts average disposal approval turnaround time by standardising review steps
- Improves data-security and environmental compliance reporting accuracy
Workflow Steps
Steps
- 1Create Asset Disposal Recordcreate record
Registers the disposal request as a record.
- 2Set Status: Submittedupdate record
Marks the request as submitted and awaiting review.
- 3Notify Requester: Request Receivedsend email
Confirms receipt of the disposal request to the requester.
- 4Set Status: Under Reviewupdate record
Marks the request as under review before it is routed to the reviewer.
- 5Request Disposal Approvalrequest approval
Reviewer approves the disposal and confirms the disposal method.
- 6Route on Approval Outcome
Branches based on whether the reviewer approved or rejected the disposal.
approval_status: "approved"→Set Status: Approvedapproval_status: "rejected"→Capture Rejection ReasonDefault→End - 7Set Status: Approvedupdate record
Marks the request as approved ahead of disposal execution.
- 8Confirm Approved Disposal Methodassign user
Assigns the disposal task to the operations team to select the method and carry out disposal.
- 9Complete Disposal & Record Evidencecreate task
Disposal officer carries out the disposal using the approved method and uploads evidence.
- 10Update Asset Register & Mark Retiredupdate record
Persists disposal method, evidence, and completion details, and marks the asset as retired.
- 11Notify Requester: Asset Disposedsend email
Informs the requester that the asset has been disposed of and retired.
- 12Set Status: Rejectedupdate record
Marks the request as rejected.
- 13Capture Rejection Reasoncreate task
Reviewer records the reason for rejecting the disposal request.
- 14Persist Rejection Reasonupdate record
Saves the rejection reason to the record.
- 15Notify Requester: Request Rejectedsend email
Returns the request to the requester along with the reviewer's reason for rejection.
- 16Set Status: Returnedupdate record
Marks the request as returned to the requester, closing out this disposal attempt.
Fields
- Requester Name*
- Requester Email*
- Asset Name / Description*
- Asset Tag / ID*
- Asset Condition*
- Disposal Reason*
- +11 more fields
Forms
Asset Disposal Request
11 fields
Data Views
Asset Disposal Requests
asset_name, asset_tag, asset_condition, disposal_reason +3 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
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FAQs
How is this workflow audited for compliance purposes?
Every status transition — submitted, under review, approved, rejected, returned — is timestamped and attributed to the acting user within assess.one. Rejection reasons, approval outcomes, and disposal evidence are permanently stored against the asset record, giving compliance and audit teams a complete, exportable history of each disposal decision.
Who has access to approve or reject disposal requests?
Access is role-based and configured within assess.one, so only designated reviewers or approvers can action the 'Request Disposal Approval' step. Administrators can extend or restrict this list at any time without needing developer involvement, ensuring approval authority stays aligned with organisational policy.
How does this integrate with our existing asset register?
The workflow's 'Update Asset Register & Mark Retired' step updates the asset record directly within assess.one, and notifications or data can be pushed to external systems using integrations configured inside the platform, such as email or Slack. No third-party development work is required to connect these notifications into existing communication channels.
How long does implementation take?
The template is ready to use and can be published within minutes. Once live, requesters, reviewers, and disposal teams can immediately begin submitting and processing real disposal requests — there is no lengthy setup or implementation project.
Can we customise the approval and rejection logic?
Yes. Approval routing, rejection handling, notification triggers, and required fields such as residual value or environmental flags can all be adjusted directly within assess.one's workflow builder. This allows the process to reflect specific organisational thresholds, such as requiring secondary approval above a certain residual value.
What happens when a disposal request is rejected?
On rejection, the reviewer's reason is captured and persisted against the record, the status is set to Rejected, and the requester is automatically notified with the stated reason. The request can then be revised and resubmitted, with the full rejection history retained for audit purposes.
Who needs access to this workflow within the organisation?
Typically, asset owners or requesters, disposal reviewers or approvers, and the operational or IT teams executing the physical or data disposal all require access. Access levels are configured per role in assess.one, ensuring each team only sees and actions the steps relevant to their responsibilities.
How is disposal evidence verified before the register is updated?
Disposal evidence must be uploaded at the 'Complete Disposal & Record Evidence' step before the asset can move to Retired status. This sequencing ensures the asset register is only updated once proof of proper disposal — such as certificates of destruction or data-wipe confirmation — has been recorded.
Does this workflow support data-security and environmental compliance flags?
Yes, the initial disposal request captures data-security and environmental risk flags alongside asset condition and reason for disposal. These flags inform the reviewer's approval decision and the disposal method confirmed later in the process, supporting compliance with data protection and environmental regulations.
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