Item Statuses Reference

Complete reference for item status types, transitions, and usage.

Status Overview

Status	Icon	Purpose
Available	🟢	Ready for normal use
In Use	🔵	Currently being used
Needs Attention	🟡	Requires review or minor action
Under Maintenance	🟠	Being serviced or repaired
Retired	⚫	No longer in service

Status Details

Available

Definition: Item is in working condition and ready for normal use.

When to Use:

• Item passes inspection
• Maintenance completed
• New item added to inventory
• Issue resolved

Typical Indicators:

• All inspections passing
• No open corrective actions
• No outstanding issues

Visual:

• Green indicator
• Full functionality enabled
• Normal inspection schedule

In Use

Definition: Item is currently checked out or in active use.

When to Use:

• Item checked out to user
• Equipment deployed to job site
• Currently being used for task
• Reserved for specific purpose

Typical Indicators:

• Assigned to user
• Checked out record
• Location may be "with user"

Visual:

• Blue indicator
• Shows who is using
• Shows checkout date

Needs Attention

Definition: Item requires review, has minor issues, or needs action.

When to Use:

• Failed inspection (non-critical)
• Minor damage observed
• Approaching service date
• Anomaly detected
• Pending verification

Typical Indicators:

• Recent failed inspection
• Open corrective action
• Upcoming maintenance due
• Warning threshold reached

Visual:

• Yellow/amber indicator
• Alert badge
• Highlighted in lists

Under Maintenance

Definition: Item is currently being serviced, repaired, or calibrated.

When to Use:

• Sent for repair
• Scheduled service in progress
• Calibration underway
• Being inspected/certified

Typical Indicators:

• Maintenance work order open
• Service provider assigned
• Expected completion date set

Visual:

• Orange indicator
• Maintenance badge
• Excluded from normal use

Retired

Definition: Item is no longer in service and will not be used.

When to Use:

• Item decommissioned
• Beyond repair
• Replaced by newer item
• End of service life
• Disposed of

Typical Indicators:

• No longer needs inspection
• Historical record retained
• Cannot be checked out

Visual:

• Gray/black indicator
• Archived appearance
• Hidden from active lists

Status Transitions

Valid Transitions

Available ←→ In Use
Available ←→ Needs Attention
Available ←→ Under Maintenance
Available → Retired

In Use → Available
In Use → Needs Attention
In Use → Under Maintenance

Needs Attention → Available
Needs Attention → Under Maintenance
Needs Attention → Retired

Under Maintenance → Available
Under Maintenance → Needs Attention
Under Maintenance → Retired

Retired → Available (reactivate)

Transition Diagram

                    ┌─────────────┐
                    │             │
                    ▼             │
┌──────────┐    ┌──────────┐     │
│  In Use  │◄──►│ Available │─────┤
└────┬─────┘    └─────┬────┘     │
     │                │          │
     │                ▼          │
     │         ┌────────────┐    │
     └────────►│   Needs    │────┤
               │ Attention  │    │
               └─────┬──────┘    │
                     │           │
                     ▼           │
               ┌────────────┐    │
               │   Under    │◄───┘
               │Maintenance │
               └─────┬──────┘
                     │
                     ▼
               ┌────────────┐
               │  Retired   │
               └────────────┘

Automatic Transitions

Some transitions happen automatically:

Trigger	From	To
Failed inspection	Any active	Needs Attention
Inspection passed	Needs Attention	Available
Checkout	Available	In Use
Return	In Use	Available
Service scheduled	Any active	Under Maintenance
Expiration date passed	Available	Needs Attention

Status Impact

On Inspections

Status	Can Inspect?	Schedule Active?
Available	Yes	Yes
In Use	Yes	Yes
Needs Attention	Yes	Yes
Under Maintenance	Limited	Paused
Retired	No	Inactive

On Check-out

Status	Can Check Out?
Available	Yes
In Use	No (already out)
Needs Attention	With warning
Under Maintenance	No
Retired	No

On Reports

Status	Appears In
Available	Active inventory
In Use	Active inventory, Usage reports
Needs Attention	Active inventory, Attention reports
Under Maintenance	Maintenance reports
Retired	Historical reports (optional)

On Compliance

Status	Counts Toward
Available	Compliance rate
In Use	Compliance rate
Needs Attention	Non-compliance
Under Maintenance	Excluded or separate
Retired	Excluded

Changing Status

Manual Status Change

1. Open item details
2. Click current status
3. Select new status
4. Optionally add reason
5. Save

Who Can Change Status

Change	Super Admin	Admin	Manager	User
To Available	✓	✓	✓	✓
To In Use	✓	✓	✓	✓
To Needs Attention	✓	✓	✓	✓
To Under Maintenance	✓	✓	✓	-
To Retired	✓	✓	✓	-

Bulk Status Change

1. Go to Items list
2. Select multiple items
3. Click Bulk Actions
4. Choose "Change Status"
5. Select new status
6. Confirm

Status History

What's Tracked

Every status change records:

• Previous status
• New status
• Date/time of change
• Who made the change
• Reason (if provided)
• Related event (inspection, maintenance, etc.)

Viewing History

1. Open item details
2. Go to History or Activity tab
3. Filter by "Status Changes"
4. View chronological list

Example History

Jan 20, 2024 10:30 AM - Status: Needs Attention
  By: System (Auto)
  Reason: Failed inspection - pressure low
  Related: Inspection #1234

Jan 18, 2024 2:15 PM - Status: Available
  By: John Smith
  Reason: Returned from service

Jan 15, 2024 9:00 AM - Status: Under Maintenance
  By: Jane Doe
  Reason: Scheduled annual service

Status Configuration

Organization Settings

Admins can configure:

Setting	Description
Default status	Status for new items
Auto-transition rules	When to auto-change
Notifications	Who to notify on change
Required reasons	When reason is required

Item Type Settings

Per item type:

Setting	Description
Available statuses	Which statuses allowed
Default status	For this type
Transition rules	Type-specific rules

Status Filters

Filtering by Status

In item lists:

• Click Status filter
• Select one or multiple
• List updates immediately

Saved Filters

Common saved filters:

Filter	Shows
Active Items	Available, In Use
Attention Needed	Needs Attention
Out of Service	Under Maintenance, Retired
All Active	Everything except Retired

Status Indicators

In Lists

Indicator	Meaning
🟢 Green dot	Available
🔵 Blue dot	In Use
🟡 Yellow dot	Needs Attention
🟠 Orange dot	Under Maintenance
⚫ Gray dot	Retired

In Details

Full status badge with:

• Color indicator
• Status name
• Time in status
• Related info (who's using, what's wrong)

In Dashboard

Widget showing:

• Count by status
• Percentage breakdown
• Trend arrows

Best Practices

Status Accuracy

1. Update promptly when status changes
2. Use automation when possible
3. Review "Needs Attention" daily
4. Keep "Under Maintenance" current

Using Needs Attention

Use for:

• Items requiring review
• Minor issues
• Pending decisions
• Temporary holds

Don't use for:

• Items in repair (use Under Maintenance)
• Broken items (use Under Maintenance)
• Items to discard (use Retired)

Retiring Items

Before retiring:

1. Complete any open inspections
2. Resolve corrective actions
3. Return if checked out
4. Document reason
5. Consider data retention

Troubleshooting

Can't Change Status

Check:

• You have permission
• Transition is valid
• Item not locked
• No pending actions blocking

Status Seems Wrong

Check:

• Recent inspection results
• Automation rules
• Last status change
• Related corrective actions

Item Stuck in Status

Try:

• Complete pending actions
• Check automation rules
• Review status history
• Contact admin

Related Topics

• Item Details - Viewing items
• Editing Items - Changing items
• Inspection Results - How inspections affect status