Asset Handover and Return Workflow

What does this workflow record at each stage of an asset loan?

The record captures the original handover details from the request form, the custodian's confirmation of receipt and any comments, the condition on return, missing items and return outcome, and, where follow-up is needed, resolution notes and cost recovered. Each of these is saved to the asset loan record because the workflow waits for the relevant task or form before moving on, so the full history is visible in the record's timeline alongside its status changes.

Who is involved in the asset handover and return process?

A coordinator submits the initial handover request and later records the return condition and any follow-up resolution as assigned tasks. The custodian is contacted directly by email to confirm receipt of the asset, without needing an account, and receives this as a form rather than a task.

What happens if the returned asset is damaged or has missing items?

The workflow routes the record based on the return outcome entered by the coordinator: if it is marked as damaged or missing items, the status is set to Follow-up and a task is created for the coordinator, due in 5 days, to record how the issue was resolved and any cost recovered. Once that task is completed, the resolution notes and cost recovered are saved to the record and the status is set to Returned.

How do we change what information is collected on the request or return forms?

The fields on the request form, the custodian receipt confirmation, and the coordinator return and follow-up tasks can be adjusted by describing the change in plain English or editing the steps directly in the workflow editor. Earlier versions of the workflow are kept, so changes can be reviewed or reverted if needed.

How is the custodian kept informed without needing to log in anywhere?

The custodian receives an emailed form listing the asset, its condition and included accessories, and confirms receipt directly from that email. This form response is saved to the asset loan record once submitted, and the custodian is not required to create an account at any point.

Can the coordinator follow-up task deadline be adjusted?

Yes, the 5-day due date on the coordinator's follow-up resolution task is a configurable step and can be changed by editing the workflow or describing the new timing in plain English. Adjustments like this apply going forward while the record's existing timeline and history remain intact.

What visibility do teams have into assets currently on loan or in follow-up?

Table views and dashboards display asset loan records grouped by status, such as Handover, On Loan, Follow-up or Returned, giving a live picture of where each asset stands. Each record also carries a reference number and a full timeline of what has happened, which supports oversight across multiple loans at once.

Does this workflow help with asset management compliance requirements?

The workflow records statuses, the values staff and custodians enter, and a timeline of actions for each asset loan, which can support internal reporting and record-keeping. Each business should confirm its own compliance and audit obligations against its specific policies and regulatory requirements.