Custom Substates in EZOfficeInventory: Asset Management Streamlined

custom substate

Large organizations require a software that allows them to define asset states most relevant to their workflows. To facilitate such operations, EZOfficeInventory enables users to create custom substates within existing asset states. A custom substate is an Asset or Asset Stock state that falls under a Parent State.

Sometimes, companies need to know the exact state of their assets. For this purpose we have introduced substates that are more transparent and enable companies to display data in relevant terms. 

Some important definitions for custom substates are as follows: 

Parent State: This is the main state that the item belongs in. The substate will be an addition to the parent state. 

Name: This is the name that you will identify the substate by.

Item Type: This specifies the type of item that the substate applies to i.e. assets or asset stock.

Description: This will give you the description of what the substate entails.

Substate Transitions: These are all the substates that your current substate can transition to. You can also quickly add new substates if you have not created them yet. 

Substate Actions: These are the labels that describe the transition from one substate to another.

For example, for the Parent State ‘Available’, a company can choose to have substates like in transit, returned to sender or delivery in progress. Parent States and Substates can be defined to represent the organizational workflow for streamlined tracking. 

Step 1: Enable custom substates

Go to Settings → Add Ons → Custom Substates and enable the setting and choose all options that apply.

Step 2: Create custom substates for Assets

In order to generate custom substates, go to Navigation Menu → More → Custom Substates.

This will take you to the custom substates main page where you can add the required states. Click ‘Add Custom Substate’. 

Here you can choose the Parent State from the dropdown. You will then be able to define substates for the Parent State.

After selecting the Parent State, click on ‘Add New Substate’. This will pop up a window asking you to enter the new custom substate. 

After adding your new custom substate, you have to define the Substate Transition. 

Note: You will not be able to transfer assets to the required substate without adding the substate transition. 

You can also add more than one substate for every Parent State. For instance, the image below shows substates defined for the Parent State Available. 

Step 3: Edit asset substates

To edit any substate click on Substate → Edit. The following window will pop up and you can make the required changes. Here you can set up transition substates as well. The image shows

  • Parent State: Available
  • Substate: In Transit
  • Substate Transition: Checked Out: Delivered to Receiver and Checked out: Item Returned To. 

Step 4: Set a default asset substate

For each Parent State, you have to define the default substate. You can do this by selecting the substate in the Default column. 

Every time you create a new asset, it will be assigned to the Default substate. For instance, the HP Probook is assigned the default substate ‘In Transit’ under Available. 

Step 5: Assign asset substates

For every asset, you can change its substate as per your business requirements. Let’s say you want to check out an asset. According to the substate feature, you can assign any substate created under the Checked Out Parent State. Here we have HP Probook that has a substate In Transit. To check it out under a different substate go to More → Substate Transitions → Mark as Delivered/Returned. 

Note: 1) The substate transition options available on the Asset Details page are the same that you saved on the custom substate page. 

2) Assets/Asset Stock previously added before creating substates will not have a default substate. 

On the other hand, if you simply want to check out the asset you can do so by clicking the Checkout button on the Asset Details page. This will however assign the Default substate for the Checked Out Parent State. 

5.1 Allowed asset substates

There are a few rules for moving between Parent states and substates. 

For Parent State (Drop Down) :

  1. For Assets, any state can be chosen except Retired
  2. For Asset Stock, any state can be chosen except Maintenance, Audit Pending and Retired

To change state transition:

  1. User can pick from states and their respective substates that the parent state can transition in to.
  2. User can also choose to create any new transition that is currently not defined for the parent state.
  3.  Transition can not be cross module i.e assets substate to asset stock substate

Step 6: Check substate history

History is stored for all asset substate transitions made in your account. On the Asset Details page go to More→ State History

A window will pop with the substate actions taken on the asset.

Step 7: Deactivate asset substate

Any custom substate that does not have any transition substates associated with it can be deactivated. 

Step 8: Create custom substate for asset stock

For asset stock that is frequently checked out to different locations, you can create custom substates to track items in a streamlined manner. On the custom substate page, go to Asset Stock → Add Custom Substate. 

For asset stock, you can choose from 4 different Parent Sates. 

After adding the custom substate you have to define the substate transitions for Asset Stock. 

Step 9: Assign substates to asset stock

Go to the Navigation Menu → More → Custom Substates → Asset Stock. Here you can generate custom subsates for Asset stock and add transitions just like we did for Assets (add link here). 

There are two ways to assign substates for asset stock in your EZOfficeInventory account. 

9.1 For existing asset stock

There must be some asset stock in your account before you created the custom substates. In order to apply substates to previous stock go to the substates page and click ‘Move Available Asset Stock Quantity’. 

Note: The selected substate for this action is always the default substate. In the image below its Available: In Transit.

The button will display the following overlay asking you to choose a location. If you want to move all available stock to the custom substate, select Null option from the Location dropdown. This will automatically display all available asset stock quantities regardless of location. 

Note: Once you move asset stock quantities to a substate, it cannot be reversed. 

9.2 For new asset stock

After you have created a new Asset Stock, go to More→ Add Stock. Here specify the Quantity and Location for the new asset stock. 

The new stock added will be automatically assigned the default substate under the Quantity by Locations Tab. 

You will now be able to move Asset Stock to custom substates as defined in the substate transitions. 

Go to the Asset Stock Details page→ More→ Substate Transition→ Checked out: Delivered to Receiver. 

This will display and overlay asking you to select the Stock Quantity that you want to move to the custom substate. 

This will redirect you to an overlay asking about the Quantity you want to transfer to the substate. 

Once the substate transfer is successful, you will be able to see Quantity by Location is its respective substates. 

Step 10: Adding asset stock to carts

You can also choose asset stock quantities from different substates to add to a cart. 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 the current cart. 

Step 11: Creating substates for packages and bundles

Moving an asset that is part of a package to a substate will automatically move all of the assets part of that package and the package itself to that substate.

For instance Package 1 contains Asset One and Asset Two. Asset one is in substate Available: Returned to Sender. 

Therefore, Package 1 will also be assigned the same substate. 

For bundles, individual items can exist in any state. However, when the bundle is being checked-out by cart, the cart states will apply on assets. 

Step 12: Creating custom substate reports

For Assets and Asset Stock, you can run reports for different substates. Go to the Navigation Menu → More → Reports. 

For example, we want to run a report for all Available Assets. Here you have the option to choose Assets States to refine your report. 

About EZOfficeInventory

EZOfficeInventory is the leading asset tracking software. It allows you to track, maintain, and report on equipment from anywhere, at any time. We offer a free 15-day trial – no credit card required!


Don't forget to share this post!