Asset statuses

Admin › Assets › Statuses lists the statuses an asset can be in: where it is in its life, like Active, In Repair, Loaner or Retired. Each has a color, which is how it shows on the Assets list and on each asset, and a meaning, which is how schoolOS counts it. Add statuses of your own when the built-in ones don't describe how your district works.

Global and your own#

There are two kinds, told apart in the Visibility column:

• Global. Set up by schoolOS for every account. You can use them, but not change or delete them. The system statuses among them (like Active, Lost and Retired) are marked System default: schoolOS relies on them, so even schoolOS can't rename or delete them.
• Account. Statuses your account added. Only your account sees them, and only your account can change them.

A status of your own can't have the same name as another of yours. It can share a name with a Global one, which makes two statuses that look alike in every list, so pick a different name.

Use a Global status or add your own?#

| Choose | When | | --- | --- | | A Global status | One already says it: In Repair, Out for Repair (at a vendor or depot), Lost, Stolen, Retired. schoolOS acts on the system ones: check-in and check-out set the Assigned, Available and In storage statuses, and Archive assets... sets Retired. | | Your own | A stage in your own process that no Global status names: "Awaiting Reimage", "Summer Collection", "Sent to Vendor". |

schoolOS doesn't set your own statuses for you; people pick them. What each one means is up to you (see below).

What a status means#

Every status has a meaning, shown in the Means column:

| Meaning | What schoolOS does with it | | --- | --- | | In use / other | An active device. The meaning a new status starts with. | | In repair | Counted under Repair & Broken on the IT dashboard. In Repair and Out for Repair both mean this. | | Missing, lost or stolen | Counted under Missing Devices on the IT dashboard, and suggested when you set the status of an audit's missing devices. | | Retired or disposed | No longer an active device: left out of the IT dashboard's totals and, unless you ask for them, out of new and scheduled audits. |

schoolOS goes by the meaning you pick, never by the words in the name, so renaming a status never changes how it counts. The system statuses keep theirs: In Repair means in repair; Missing, Lost and Stolen mean missing; Retired, Disposed and Surplus mean retired or disposed.

Statuses you had before meanings existed were given the meaning their name suggested then (a name with "repair" or "broken" in it, in repair; "missing", "lost" or "stolen", missing; "retired", "inactive", "decommission", "disposed" or "surplus", retired or disposed), so nothing moved. Check yours once and change any that are wrong.

For example, a tech team that reimages every Chromebook over the summer adds Awaiting Reimage in amber. Returned devices get it as they're collected, a filter on it is the team's to-do list, and each one goes back to Available when it's done.

Who can use it#

• View asset statuses (asset-statuses.view) opens the page. Without Manage asset statuses, a note says your access is view-only.
• Manage asset statuses (asset-statuses.edit) adds statuses and changes your own.
• Delete asset statuses (asset-statuses.delete) deletes your own.

Search#

Search statuses... matches the status name and the account name, ignoring capitalization, anywhere in them. Typing "global" or "account" finds all statuses of that kind. Add a * to match from the start instead: In* finds "In Repair" but not "Missing".

Filters#

Filter narrows the list, across every page of it, and the count under the table follows:

• Means. One or more meanings: In use / other, In repair, Missing, lost or stolen, Retired or disposed.
• Visibility. Global or Account (your own).
• Usage. Has assets or Unused, counting your account's assets.

Filters combine with each other and with search. They're kept in the page's address, so a filtered list can be bookmarked or shared, and Clear search and filters under an empty result starts over.

The table#

Global statuses come first, then yours, 20 to a page. Rows per page shows 50 or 100 instead. The columns:

• Name. A lock marks a system status, whose name and meaning are fixed.
• Preview. The status as a colored pill, the way it shows on assets.
• Means. What the status means: see What a status means.
• Visibility. Global or Account.
• Scope. System default for a status schoolOS relies on, Global default for another Global status, or your account's name for one of yours.
• Usage. How many of your account's assets have the status, or Unused.
• The … menu at the end of a row has Edit and Delete. You see it only on statuses you can change.

Select a column heading to sort the whole list by it, not just the page you're on. Preview doesn't sort. Columns hides or reorders the columns, and dragging a column's edge resizes it; both are kept in this browser. The arrows under the table move between pages.

Add a status#

1. Select New status.
2. Type the Status name. Up to 100 characters.
3. Pick a color: one of the ten swatches, or the last box for any color. The pill under them shows the result. Its text turns dark or light to stay readable.
4. Under What it means, pick what the status means. In use / other to start with.
5. Select Add status, or Cancel to close without saving.

The status is ready to use on assets right away.

Change a status#

Select a row of your own, or Edit in its … menu. Change the name, the color or what it means, then select Save changes. A new meaning counts right away, for every device with the status.

Renaming a status assets have asks first: Rename … to …? says how many assets have it. Select Rename and they all show the new name at once.

System statuses keep their names and their meanings; you can still change their color.

Delete a status#

Open the … menu on one of your statuses, select Delete and confirm. It's deleted for good. Delete is turned off while assets have the status. Move them to another status first.