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Set asset states and substates

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Set asset states and substates

Asset states and corresponding substates can be used to accurately track assets at a detailed level.

Before you begin

Role required: sam

About this task

Good asset information helps with reporting, controlling assets, and lowering costs. For example, accurately recording missing items using the Missing state and the Lost and Stolen substates enables you to run reports and analyze the information in order to lower costs.
Tip: Generally, state values should not be modified and should remain as-is. However, you can modify substates if they supported and are defined by process.


  1. Navigate to Asset Management > Portfolio > All Assets.
  2. Select an asset.
  3. Edit the State and Substate fields.
    Table 1. Asset states and substates definitions
    State Available substates Notes
    On order None Asset has been ordered but not received.
    In stock Available, Reserved, Defective, Pending repair, Pending install, Pending disposal, Pending transfer, Pre-allocated Asset is stored in a stockroom. Substate indicates if it is possible or recommended to put the asset into use.
    In transit Available, Reserved, Defective, Pending install, Pending disposal, Pre-allocated
    In use None Asset is in use. This option is available for both consumables and non-consumables, but this option should only be used on consumables.
    Consumed None Asset is being consumed. This state is available for consumables and non-consumables, but it should only be used on consumable assets.
    In maintenance None Asset is being repaired or undergoing maintenance.
    Retired Disposed, Sold, Donated, Vendor credit Setting an asset to a Retired state is recommended for asset end of life. Only delete asset records that were created erroneously.
    Missing Lost, Stolen