IT Asset Lifecycle Workflow

What happens if the user never confirms receipt of the asset?

The workflow waits at the Request User Confirmation of Receipt step until the user submits the emailed form, so the asset record stays at Issued status until that happens. The record's timeline shows the pending request, giving IT visibility into which assets are awaiting confirmation. Coordinators can follow up directly with the user since the form was sent to their email address.

Can this handle assets that are returned in poor condition and need repair?

Yes. When IT records the return decision as Repair, the workflow routes the asset to the repair path, sets status to In Repair, and waits for IT to record what was done and the repair cost. Once saved, the asset status moves to Available and the repair details stay on the record for future reference.

What if the return decision doesn't match Redeploy, Repair, or Retire?

The Route on Return Decision step includes an otherwise branch for any value that doesn't match the three expected decisions. This means the asset record still reflects the Returned status and the recorded decision, even if it needs manual attention to route correctly. The record timeline keeps a full history of what was entered at the return step.

How does the workflow handle asset retirement and data security?

Retiring assets move through a dedicated path: status is set to Retiring, IT is tasked with securely wiping data and uploading a wipe certificate, and the workflow waits until that's recorded on the asset. After the wipe certificate is saved, IT records the disposal method and date, status changes to Retired, and the user is notified by email that their asset has been retired.

Who is responsible for each task in this workflow?

IT team members are assigned the hands-on tasks: registering and preparing the asset, recording returns, resetting assets for redeployment, repairing assets, wiping data, and disposing of retired assets. The IT coordinator and user interact through email notifications and forms rather than needing a workspace account. Tasks and their completion are tracked on the record's timeline throughout.

Can we customise the fields collected on the intake form or IT tasks?

Yes, workflows can be changed by describing the desired change in plain English or by editing steps directly in the workflow editor. This applies to the request form fields, the information IT records at each task, and the notification messages sent to coordinators or users. Earlier versions of the workflow are kept, so changes can be reviewed or rolled back if needed.

What if an asset needs to be redeployed instead of repaired or retired?

When the return decision is Redeploy, the workflow routes to a task where IT resets the asset and returns it to stock, recording the date this was done. Once saved, the record status updates to Available, making it clear the asset is ready for reissue. This keeps a record of every redeployment cycle an asset goes through.

How do we track the cost and history of an individual asset over time?

Each asset has its own record with a reference number, a status, and a full timeline of what happened, including purchase cost, repair cost, and disposal details as they're recorded. Table views and dashboards can show assets grouped by current status, such as In Use, In Repair, or Retired. Businesses should confirm their own asset record-keeping requirements separately, as this workflow tracks the data entered at each step rather than certifying compliance.

Does the coordinator or user need to log into anything to take part?

No. The coordinator submits the initial request through a public request form, and the user receives their confirmation-of-receipt form by email. Neither needs an account to participate, and all responses are saved directly to the asset's record.