Enterprises own multiple assets that move through various stages in their operational workflows. IT managers can create custom substates to define these stages according to their specific requirements.
A custom substate is defined as a more specific state of the parent state of an asset. The parent state is a general state also known as an asset’s primary state.
Here are some examples of parent states and their substates for understanding:
|Available||Default, In Transit to User, In Transit to Origin|
|Checked Out||Default, Under Evaluation|
|Under Maintenance||Default, Undergoing Repair, Quality Inspection, Routine Service|
Custom substates are only applicable to Assets and Asset stocks.
1. Benefits of Custom Substates
Here’s how a user can benefit from custom substates:
- Enhanced communication: All business stakeholders remain on the same page regarding the asset status and status updates. This way, users know where and in what state an asset is located.
- Improved collaboration: By identifying the stage of an asset, departments can better communicate and streamline operations. Users can resolve bottlenecks and inefficiencies if an asset remains in a particular state for prolonged periods. For example, the operations team can take corrective action if an asset is in the ‘In transit’ state for too long.
- Increased visibility: Substates provide clarity to users regarding the stage of an asset. For instance, if an Operations Manager needs to check out an asset, they could see if it is available and whether it is in transit and make decisions accordingly.
Let’s walk you through the custom substates workflow to understand how to use the feature.
2. Custom Substates for IT Assets
2.1. Enable Custom Substates Add On
Go to Company Settings → Add-ons → ‘Enable Custom Substates’ and contact the support team to enable it.
2.2. Creating Custom Substates
You can access and create Custom Substates from the Navigation Menu → More → Customize → Custom Substates.
You will now be directed to the Custom Substates main page. Go to the Asset tab and then click on ‘Add Custom Substate’.
Choose Parent State from the dropdown menu on the Create Sub State page.
Then, define the name of the substate and explain the substate in the description field. For example, the ‘In transit’ substate is when the asset is being moved from one location to another.
Click ‘Done’ after defining your Custom Substate. You can view this substate on the Custom Substates listing page as shown below.
3. Editing a Custom Substate
Click on the Substate → Edit. The page below will appear to change the substate name and description. For instance, the description has changed in the example below.
4. Deactivating a Custom Substate
Click on the Substate → Deactivate. An overlay will appear to confirm the deactivation of the substate.
Once the substate is successfully deactivated, it will appear grey on the custom substate listing page and you will not be able to set this substate as a ‘Default’ substate.
Alternatively, you can also activate an already deactivated substate. On the listings page, click the substate and then click ‘Activate’ from the Substate Details page.
5. Setting default state for all Assets
You can move all assets to the default substate. This is the substate that an IT Asset will fall in once you move it to the Parent state. To do this, click on ‘Move Available Assets to [state name]’ and all assets will move to the default state.
An overlay will appear to highlight the total number of available assets that will be moved to the default state. It also highlights that this is an irreversible action once performed.
You can also change the asset substate from the Asset Details Page. Go to More → Change Substate to. You can change the substate to any substate within the defined Primary state – for example, ‘Available: Delivery in Progress’ as shown below.
6. Viewing Substate history
You can view history details of an asset’s transition from one substate to another. To view, go to More → History from the Asset Details Page.
An overlay will appear stating all substate transitions performed on the asset.
7. Custom Substate for Asset stock
7.1. Creating Custom Substates
Create Custom Substates for Asset stocks from the Navigation Menu → More → Customize → Custom Substates. Go to the Asset Stock tab and click ‘Add Custom Substate’. You can choose Parent States such as Available, Checked out, Retired, and Verification Pending. Then add a custom substate name and its description.
Note: The action to move Asset Stock to a substate cannot be reversed.
7.2. For Asset stocks added before enabling Custom Substates
If you already have Asset Stock items in your account prior to creating Custom Substates, you can also assign substates to them. Go to the Custom Substates page and click ‘Move Available Asset Stock Quantity’. The selected substate for this action is always the default state. For example, ‘In transit’ is the default state shown below.
7.3. For Asset stocks added after enabling Custom Substates
When you have added new Asset stock, go to More→ Add Stock on the Asset stock Details page. You can specify the quantity and location for this stock.
The new stock quantities are automatically assigned the default substate.
7.4. Adding Asset Stock to Carts
Asset Stock quantities in different substates can also be added to Cart(s). For this purpose, go to the Asset Stock Details page → More → Add to Cart. An overlay will appear asking you to enter Location, Quantity, and State of the required Asset Stock.
Once you select the relevant fields, Asset Stock will be transferred to a Cart.
8. Custom Substates for Bundles and Packages
If you assign a Custom Substate to an IT Asset that is part of a Package, the remaining contents of that entire Package will be assigned to that substate.
Let’s say, a Package labeled ‘Laptop and Accessories — HP Mini 110’ has an HP Mini 110 as one of its components. Since the Package is in the ‘Available: In shipping’ substate, its laptop is also in the same substate.
In the case of Bundles, individual items can exist in any substate regardless of the substate of their bundle. However, if a Bundle is checked out via a Cart, the current state of the Cart will apply to all the items within the bundle.
9. Filter reports by Custom Substates
AssetSonar also gives you the ability to filter Asset and Asset Stock reports by Custom Substates. Go to Reports, pick an Asset or Asset Stock report of your choice, apply the Custom Substate filter as shown, and click ‘Update’ to get specific information.
By following these simple steps, you are all set to create Custom Substates and utilize them to improve the visibility of your Assets and their respective states.