An asset will move into the 'manage' stage of the workflow for one of three reasons: when a new asset has been added, when an asset is due for review, and when an asset has been reviewed.
Quick steps to manage an asset:
- Go to the Task management component
- Select from the Task options provided
- Complete the required fields
- Click Submit
Workflow
There are three reasons why you will receive a task to manage an asset:
Scenario 1: A new asset has been sent to you to manage
Scenario 2: The asset is due for review
Scenario 3: The asset has been reviewed and returned to you to manage
Form components
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Action history |
A chronological list of the instructions and actions recorded to date within each stage of the workflow. |
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Task management |
Your options for managing the asset. |
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Asset details |
Where you can view key information about the asset. |
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System event history |
A chronological list maintained by the system of all entries and linkages in the system relating to this asset. |
Action history
This component displays the commentary by the assigned officers at each stage of the workflow. 
Hover over the date to display who recorded the note.
Task management scenario 1
A new asset has been sent to you to manage
When a new asset has been sent to you to manage it will be in the Manage stage of the workflow.
Task options
Assign for review
Choose this option to define and delegate the tasks required to review the asset.
- Task instructions - provide instructions for the review. As this relates to a new asset being added to the Assets register, you may want the Assets details form to be checked to ensure the data relating to the asset is correct. In this scenario, the Task instruction might be: 'Review the Assets details form to ensure the description of the asset is correct and the dates for review and disposal are consistent with the terms and conditions of the warranty'.
- Assign - select the user responsible for carrying out the review. Select Assign to me to assign the review to yourself.
- Task due date - select the date the review task is to be completed by.
Escalate for approval
Choose this option to escalate the process to the Asset owner for approval. Note: when you are the Asset owner, this option will change to Approve the asset.
- Comment - use this field to communicate to the Asset owner your recommendation to approve the asset on the Assets register e.g. 'Asset details form checked. Recommend it is approved for the life of the asset, 2 years'.
Task management scenario 2
This asset is due for review
When an asset has previously been approved and is due for review it will be in the 'Manage stage' of the workflow.
Task options
Assign for review
Choose this option to define and delegate the tasks required to review the asset.
- Task instructions - provide instructions for the review of the asset e.g. 'Review the condition of the equipment and advise if the equipment is to be replaced under the terms and conditions of the warranty.'
- Assign to - select the user responsible for carrying out the review. Select Assign to me to assign the review to yourself.
- Task due date - select the date the review task is to be completed by.
Escalate for approval
Choose this option to escalate the process to the Asset owner for approval. Note: when you are the Asset owner, this option will change to Approve the asset.
- Comment - use this field to communicate to the Asset owner your reasoning for recommending the asset is approved for a further time e.g. 'The asset has been serviced as per the warranty agreement. Recommend it is reviewed again in 12 months.'
Re-schedule review
Choose this option to re-schedule the review to a later date.
- Reasons for rescheduling the review - state your reasoning for rescheduling the review. Typical examples include: 'Reviewed the asset and no changes are required at this time.' and 'The review of this asset is not a priority for the organisation at this time.'
- Next review date - select the date the asset is to be next reviewed.
Note: If you are the first of a number of users in a pre-programmed workflow, a Send to next stage option will be presented
Task management scenario 3
This asset has been reviewed
When an asset has been reviewed it will be sent back to the 'Manage stage'. The workflow will reflect a review has been completed, as the 'Review stage' in the workflow will be ticked.
Task options
Assign for review
Choose this option if there is further action to be taken in relation to reviewing the asset.
- Task instructions - provide instructions for further review of the asset e.g. 'Advised that under the terms and conditions of the warranty, the asset is to be replaced, however, before we dispose of it, advise if it can be used in another area of the service.'
- Assign to - select the user responsible for carrying out the review. Select Assign to me to assign the review to yourself.
- Task due date - select the date the review task is to be completed by.
Escalate for approval
Choose this option to escalate the process to the Asset owner for approval. Note: when you are the Asset owner, this option will change to Approve the asset.
- Comment - use this field to communicate to the Asset owner your reasoning for recommending the asset is approved for a further time eg. 'The asset has been serviced as per the warranty agreement. Recommend it is reviewed again in 12 months.'
Asset details
This component summarises the asset, its criticality, and related accountabilities.
Submit/save the form
The green Submit button will save the form and in most cases progress the item to the next stage of the workflow. The button label, however, will change depending on certain conditions to make it quicker to complete tasks. For example, if you assign the item to yourself to close, the button label will change to 'Close' allowing you to close the item without having to click through to another stage in the workflow.
Select the purple Dispose button when the asset is to be disposed and the Assets details form will be moved to the 'Disposed assets' tab on the register.
Select Create a related item if you want to create a separate linked item on another register when you save the form. A link between the two items will be displayed in each item's System event history.