Item Status
Understanding and managing item status in Kuviq.
What is Item Status?
Item status indicates the current state of equipment. Status helps you:
- Track which items are available for use
- Identify items needing attention
- Manage equipment lifecycle
- Filter and organize your inventory
Available Status Types
Available
| Property | Value |
|---|---|
| Indicator | 🟢 Green |
| Meaning | Item is ready for normal use |
| When to Use | Equipment is operational and available |
Items with Available status are:
- In good working condition
- Ready for their intended purpose
- Available for assignment or use
- Subject to normal inspection schedules
In Use
| Property | Value |
|---|---|
| Indicator | 🔵 Blue |
| Meaning | Item is currently being used |
| When to Use | Equipment is checked out or in active use |
Items with In Use status:
- Are currently deployed
- May be assigned to a person or project
- Still require scheduled inspections
- Can be returned to Available when done
Needs Attention
| Property | Value |
|---|---|
| Indicator | 🟡 Yellow |
| Meaning | Item requires inspection or review |
| When to Use | Equipment may have issues |
Items with Needs Attention status:
- May have failed an inspection
- Require maintenance or repair
- Need review before continued use
- Should be prioritized for inspection
Under Maintenance
| Property | Value |
|---|---|
| Indicator | 🟠 Orange |
| Meaning | Item is being serviced or repaired |
| When to Use | Equipment is temporarily unavailable |
Items with Under Maintenance status:
- Are being repaired or serviced
- Should not be used
- May need re-inspection after maintenance
- Will return to service when complete
Retired
| Property | Value |
|---|---|
| Indicator | ⚪ Gray |
| Meaning | Item is no longer in service |
| When to Use | Equipment has been decommissioned |
Items with Retired status:
- Are no longer used
- Do not require inspections
- Remain in the system for historical records
- Cannot be accidentally inspected
Status vs. Inspection Status
Item status is different from inspection status:
| Type | What It Tracks |
|---|---|
| Item Status | Overall availability/condition of equipment |
| Inspection Status | Whether inspections are current, due, or overdue |
An item can be:
- Available (item status) but Overdue (inspection status)
- Under Maintenance (item status) but Passed (last inspection)
Changing Item Status
Manual Status Change
- Open the item's details page
- Click Edit
- Select new Status
- Save
Automatic Status Changes
Some actions automatically affect status:
| Action | Status Effect |
|---|---|
| Failed inspection | May trigger "Needs Attention" |
| Corrective action completed | May return to "Available" |
| Scheduled maintenance | May set "Under Maintenance" |
Automatic Changes
Automatic status changes depend on your organization's configuration. Check with your administrator.
Status Workflow
A typical status progression:
Available → In Use → Available
→ Needs Attention → Under Maintenance → Available
→ Retired
Example Workflow
- New Item → Set to Available
- Deployed to Site → Change to In Use
- Returned → Back to Available
- Failed Inspection → Changes to Needs Attention
- Sent for Repair → Changes to Under Maintenance
- Repaired & Inspected → Returns to Available
- End of Life → Set to Retired
Filtering by Status
Find items by status:
- Go to Items
- Click Filter
- Select Status
- Choose one or more statuses
- Apply filter
This helps you find:
- All items needing attention
- Items currently in use
- Available equipment
Status in Reports
Status appears in various reports:
- Item List Reports - Shows current status
- Status Summary - Counts by status
- Status Changes - Tracks status history
- Compliance Reports - May exclude retired items
Best Practices
Use Status Consistently
- Define clear rules for when to use each status
- Train all users on status meanings
- Review and correct incorrect statuses regularly
Document Status Changes
- Add notes when changing status
- Explain why status changed
- Reference related inspections or actions
Review Regularly
- Check for items stuck in "Needs Attention"
- Verify "Under Maintenance" items are progressing
- Consider retiring obsolete equipment
Status and Safety
Safety Items
For safety-critical equipment, consider:
- Restricting use of items not in "Available" status
- Requiring inspections before status changes
- Alerting relevant personnel of status changes
Common Questions
When should I use "Needs Attention"?
Use when:
- An inspection reveals issues
- Visual damage is observed
- Equipment is reported as malfunctioning
- Periodic review is needed before use
Should I delete or retire old items?
Retire items instead of deleting:
- Preserves history and records
- Maintains audit trail
- Allows reporting on historical data
- Items can be "un-retired" if needed
Only delete items created in error.
Can I create custom statuses?
Custom statuses are not available by default. The standard statuses cover most use cases. Contact Kuviq support if you have specific needs.
Next Steps
- Editing Items - Update item status
- Item Groups - Organize by status
- Viewing Items - Filter by status