Asset Assignment Workflow

States an Assigned Asset can be in, and the activities the Asset Manager, the System and the Employee perform to move it between them.

ASSET STATE Unassigned Assigned Pending acknowledgement Deleted

States · boxes are the four states, arrows are the activities that change state

Asset registered asset tag issued Unassigned in stock · no employee Assign manager picks employee Pending ack. waiting for employee Acknowledge employee accepts Declined / no reply in 3 days Assigned Employee Name · Employee ID assigned on · by Asset Manager Reassign new Employee Name / ID · both notified · stays Assigned Delete · reason = Returned to stock asset removed from employee, back in pool Delete Lost · Damaged Retired Deleted soft · kept in log

Activities · who does what, in order, and the asset state after each step

LANE
1Find employee
2View assigned assets
3Choose activity
4Fill details
5Confirm & apply
6Close out
Asset Managerowns every decision
Search employeeby Employee Name or Employee ID
Open profilereads Name · ID · Assigned Asset list
ASSIGNClick “Assign asset”button on the profile header
REASSIGNClick “Reassign” on an asset row
DELETEClick “Delete” on an asset row
Pick asset from poolonly Unassigned assets offered · assigned-on date · condition
Pick new employeesearch Name / ID · must be active · transfer date
Pick a reasonReturned to stock · Lost · Damaged · Retired
Confirm assignmentsummary: asset → employee
Confirm transfersummary: from → to · date
Type asset tag to confirmguards against accidental delete
Sees refreshed profileupdated Assigned Asset list + history entry
Systemvalidates · writes · notifies
Match employeeexact ID or name search
Load assigned assetstype · tag · assigned on · assigned by
Show only valid actionsReassign / Delete only on assets in state Assigned
ASSIGNValidate asset is Unassigned
REASSIGNValidate new employee is activeand not the current holder
DELETERequire reason
ASSIGNSet Pending ack. · notify employee
REASSIGNMove asset to new employeenever unassigned in between · notify both
DELETERemove from employeeReturned → Unassigned · else → Deleted
Write history entrywho · what · when · reason · from → to. Append only, never edited.
EmployeeName · ID on record
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ASSIGNAcknowledge receiptemail / in-app · Pending → Assigned
REASSIGNOld holder hands over · new holder acknowledges
DELETEGets notifiednothing to do
Sees own asset list updatedin employee view
Asset stateafter the step
Assigned unchanged
Assigned unchanged
Assigned unchanged
Assigned unchanged
ASSIGNPending ack. REASSIGNAssigned new holder DELETEUnassigned returned DELETEDeleted lost · damaged · retired
ASSIGNAssigned after ack. REASSIGNAssigned DELETEUnassigned DELETEDeleted terminal