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Version: 1.2.4

Tasks

Any substantial change to the asset form, such as new state, location or other, can only be done with the corresponding task. This enables you to keep a transparent and flawless workflow during the whole life cycle of an asset in your company. Some tasks can be initiated by the system, for example, disposal tasks for the assets with the expired useful life or if the Not found checkbox remained on the asset form longer than allowed by the system property.

Roles

The ITAM role model contains various roles that have access to specific forms and functionality regarding job duties of the employees. Each article below contains information about the roles that users need in order to manage a particular task type. The basic set of roles for the tasks is as follows:

  • itam_agent – can view all tables and forms, but access is restricted according to the ACL.
  • itam_process_manager and itam_operation_specialist – both can create, process, cancel, and complete tasks.
  • itam_responsbile – can approve tasks.

Filters

For your convenience and to avoid problems with searching for the required documents, available assets, employees, stocks, and other data, most fields and widgets contain preconfigured filters. For example, every task has its custom filter applied before adding assets to the task. This means that the system will not allow you to add assets to a task that do not match its type or do not have the right attributes on their forms. In each article, you will find detailed information about the requirements for assets to be added to a task. However, general conditions for all assets are:

  • Asset records must be active, otherwise you cannot add assets to a task, for example, from an empty consignment or assets that have been decommissioned due to expiration of the useful life.
  • Assets cannot be added to more than one task, that is, if an asset is already added to a maintenance task, you cannot create another task with the same asset.
  • You cannot add an asset with the Not found checkbox selected to a task, except the decommissioning task.

Task states

The task states are changed by means of the UI actions available to the assigned users. The UI actions set for the task comply with the task state models. Note that some tasks do not have obligatory approval state and they can be completed without it.

Approvals

If tasks are rejected, you can resend the tasks for approval as many times as needed. Approval tickets for additional approvers are sent separately. If you reapprove tasks, you need to add them again.

Find detailed information about the ITAM tasks in the articles below:

📄️ Return to Stock

Within the return to stock task, you can return assets from use to the stock for further allocation to another user or decommissioning. Only the assets of one user can be added to the task, they must be in the In operation stage, In use state and refer to the same stock. When you add assets to the task, their stage changes to Transfer and their state changes to Unavailable. When the task is completed, the stage of the assets will change to Storage, the state to Available, and the value of the User field on the asset forms will be cleared.