In this article:
Learn how to complete a Manage task for an asset in Logiqc.
When an asset is added or reaches its review date, the Asset manager receives a task to manage it. Managing an asset means checking the action history, reviewing the asset, and choosing what happens next: assign it for review, escalate it for approval, or re-schedule the review. The options you see depend on why the task was raised.
You will receive a Manage task for an asset in three situations:
- A new asset has been added and sent to you to manage before it progresses through the workflow.
- An existing asset has reached its review date and needs to be assessed and progressed.
- A task you previously delegated has been completed and returned to you for the next decision.
Q: What permissions do I need to manage an asset?
A: You need the Manage Governance register items permission. The minimum licence type required is Approval.
Q: Can I delegate the review to someone else?
A: Yes. Select Assign for review to assign the review to another user. The task returns to you once they have completed it.
Q: What if the asset doesn't need review yet?
A: Select Re-schedule review to postpone the review to a later date without progressing the asset through the approval workflow.
Q: When does "Escalate for approval" become "Approve the asset"?
A: When you are the Asset owner, the escalate option changes to Approve the asset so you can approve it yourself.
Before you start
Check the following:
- You have a Manage task assigned to you in Logiqc.
- You have the Manage Governance register items permission (minimum licence type required: Approval).
- You have reviewed any notes left in the action history by previous users.
Step 1: Open the asset
Open the asset from your task list, or navigate to it from the Asset register.
Navigation path
Select Governance from the left-hand navigation.
Select Assets to open the Asset register.
Select the asset you need to manage to open it.
Step 2: Review the action history
Before completing your task, check the Action history section for any notes left by previous users. This component displays instructions, actions taken, progress notes, and comments made as the item has progressed through the workflow, so you can see what has already been done and whether anything is outstanding.
The action history shows what has already been done as the asset moved through the workflow.
Step 3: Go to the asset
In Task management, select Go to asset to open the full asset record and review that its details are correct. Return to Task management once you're done to complete the task.
Use Go to asset to open the full asset record before choosing the next task option.
Step 4: Complete the task
In the Task management section, select a task option to decide what happens to the asset next. The options available depend on why you received the task. Open the scenario that matches your task below to see its options, complete the required fields, then select Submit.
The asset is in the Manage stage of the workflow. You have two options:
Assign for review: define and delegate the work needed to review the asset.
- Task instructions: provide instructions for the review. For a new asset, you might ask the reviewer to check the Asset details, for example: "Review the Asset details to ensure the description is correct and the review and disposal dates are consistent with the warranty."
- Assign: select the user responsible for the review, or select Assign to me to review it yourself.
- Task due date: select the date the review is to be completed by.
Escalate for approval / Approve the asset: escalate the asset to the Asset owner for approval. When you are the Asset owner, this option changes to Approve the asset.
- Comment: recommend approval to the Asset owner, for example: "Asset details checked. Recommend it is approved for the life of the asset."
The task options shown when a new asset is sent to you to manage.
A previously approved asset has reached its review date and returned to the Manage stage. You have three options:
Assign for review: define and delegate the work needed to review the asset.
- Task instructions: describe what needs to be done, for example: "Review the condition of the equipment and advise whether it should be replaced under the terms of the warranty."
- Assign to: select the user responsible for the review, or select Assign to me to review it yourself.
- Task due date: select the date the review is to be completed by.
Re-schedule review: postpone the review to a later date.
- Reasons for rescheduling the review: state your reasoning, for example: "Reviewed the asset and no changes are required at this time," or "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.
Escalate for approval / Approve the asset: escalate the asset to the Asset owner for approval. When you are the Asset owner, this option changes to Approve the asset.
- Comment: give your reasoning for recommending approval, for example: "The asset has been serviced as per the warranty agreement. Recommend it is reviewed again in 12 months."
The task options shown when an asset reaches its review date.
The reviewed asset has returned to the Manage stage. The Review stage in the workflow is ticked to show a review has been completed. You have two options:
Assign for review: use this if further review work is needed.
- Task instructions: provide instructions for further review, for example: "The warranty requires the asset to be replaced. Before we dispose of it, advise whether it can be used in another area of the service."
- Assign to: select the user responsible for the review, or select Assign to me to review it yourself.
- Task due date: select the date the review is to be completed by.
Escalate for approval / Approve the asset: escalate the asset to the Asset owner for approval. When you are the Asset owner, this option changes to Approve the asset.
- Comment: give your reasoning for recommending approval, for example: "The asset has been serviced as per the warranty agreement. Recommend it is reviewed again in 12 months."
The task options shown when a delegated review is completed and returned to you.
Step 5: Review the Asset details summary
This component summarises the asset, its criticality, and related accountabilities, so you have the key information to hand while completing your task.
Criticality and the responsible people sit next to the asset name, so you can weigh the decision without leaving the task.
Step 6: Submit the task
The green Submit button saves your changes and progresses the item to the next stage of the workflow. The button label changes depending on the task:
- Submit / Next: saves your changes and moves the asset to the next stage.
- Archive: moves the asset to the Archived tab on the Asset register and ends future workflows.
- Create a related item: select a register to create a linked item. On submitting, a new item is created in that register and a link between the two items appears in the System event history.
Moves the asset to the Archived tab on the Asset register and ends future workflows.
Saves your changes and progresses the item to the next stage of the workflow. The label changes depending on the task.
Step 7: Review the system event history
A chronological record maintained by the system of entries and changes made to the section, including links to any related items created by users.
Select the + control on the right of a line to expand it and see more detail.
Each line carries its date and author, and the + control on the right opens the full detail of that change.
What happens next
The asset progresses
The asset moves to the next stage: sent for review, escalated to the Asset owner for approval, or re-scheduled, depending on your selection.
The next person is notified
Logiqc sends a task notification to the next person in the workflow so they know action is required.
Your task is complete
Your Manage task closes. Once the asset is approved by the Asset owner, it is published to the Asset register. All activity is recorded in the action history.
To keep going, see: