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How do I create custom inventory statuses?

In addition to the four fixed statuses Active, Maintenance, Decommissioned and Lost, you can create your own statuses, for example "At the calibration lab", "Reserve stock" or "Stolen". For each custom status, you decide which inventory types it applies to and which actions are possible for inventory in this status.

Prerequisite: activation for your account

Custom inventory statuses are part of the Large package and are activated per account. Once the feature is active, you will find the Inventory Status section in the system settings. You only see it if your role may manage the system settings, which is the case for the predefined Administrator role. If the section is missing, the feature has not been activated for your account yet. Please contact our support in this case.

Without activation, you keep working with the four fixed statuses as usual, in the web application and in the app.

The list of statuses

The Inventory Status section shows all statuses of your account in their order. For each status you see:

  • the colored badge with its name, and for the four fixed statuses the label System Status
  • the Base Status
  • the inventory types the status applies to
  • how many of the 14 actions are permitted
  • how many inventory items currently have this status

The statuses appear in the same order in the selection lists when you change a status. Use the arrows in the Order column to move a status up or down.

Creating a custom status
  1. Open the system settings and go to the Inventory Status section.
  2. Click Create Status.
  3. Enter a name. The name must be unique within your account. Optionally, add a description.
  4. Choose the badge color via Select a color. The preview immediately shows what the status looks like.
  5. Select the Base Status (see below). In the dialog, the base status Maintenance is labelled Under Maintenance.
  6. Under Applies to, choose for which inventory types the status is offered: inventory items, sets, quantity inventory and consumables.
  7. Under Permitted Actions, tick everything that should be possible for inventory in this status. Select All and Deselect All set or remove all ticks at once.
  8. Click Save.

The new status is available right away when you change a status, both on a single item and in the bulk action New status.

What does the base status mean?

Every custom status is based on one of the four fixed statuses. This base status determines how your status behaves wherever the system distinguishes by status:

  • Active: The item counts as available and is included in utilization. Appointment and inspection reminders continue.
  • Maintenance: When changing the status, Inventory ONE asks for the planned end date as usual. Until then the item is unavailable, and it appears in the In maintenance report and on the In maintenance dashboard card. Appointment reminders continue, inspection reminders do not.
  • Decommissioned and Lost: When changing the status, you enter a date. The item counts as removed, appears in the Inventory removals report and is counted neither in availability nor in utilization. No more reminders are sent.

Quantity inventory and consumables only support the base statuses Active and Decommissioned. If you choose a different base status, these inventory types cannot be selected.

An example: a status "At the calibration lab" with base status Maintenance shows its own name and the planned end date in the In maintenance report. Older app versions and the API see the item as Maintenance.

Defining the permitted actions

The permitted actions determine what is possible for inventory in this status. You can choose from:

  • Assign
  • Reserve
  • Request return
  • Return
  • Change storage
  • Change business unit
  • Report problem
  • Start procedure
  • Record inspection
  • Count in stocktaking
  • Add to inventory list
  • Edit
  • Manage documents and images
  • Manage QR codes and NFC tags

Inventory ONE hides actions that are not permitted in the detail views. In addition, the server checks the rule on every request, in the web application, in the app and via the API. If an action is triggered anyway, a message says that the action is not possible in the item's current status. Inventory in a status without Count in stocktaking does not appear in new stocktakings, and inventory without Add to inventory list is missing from the inventory list selection.

The permitted actions apply in addition to the rights of the role: an action is only possible if the status permits it and the role has the right to perform it. Two actions never depend on the status, only on the role:

  • Change status: An item can be switched from any status to any other suitable status. There are no fixed transitions between statuses.
  • Delete: Whether inventory may be deleted is controlled solely by the Delete inventory right.
The four system statuses

You cannot rename, archive or delete the fixed statuses Active, Maintenance, Decommissioned and Lost. Their inventory types and permitted actions are fixed as well. You can only change their color and their order.

  • Active permits all actions.
  • Maintenance permits everything except Assign.
  • Decommissioned and Lost permit neither Assign nor Reserve, Count in stocktaking or Add to inventory list. Returning remains possible so that you can bring issued inventory back to the storage.
Editing a status

Click Edit in the row of the status, change the details and save. As long as inventory has this status, you can no longer change the base status or remove an inventory type that is already selected. You can add new inventory types and adjust the name, description, color and permitted actions at any time. Changed actions apply immediately to all inventory in this status.

Archiving, reactivating and deleting
  • Archive: An archived status can no longer be assigned. Inventory that still has it keeps it, including name, color and permitted actions, until you switch it to another status. In the list, the status is marked as Archived.
  • Reactivate: With Reactivate, an archived status is available again when changing a status.
  • Delete: You can permanently delete a status that no inventory has anymore, after a confirmation. If it is still in use, you can only archive it.
Where do custom statuses appear?
  • Detail views: The colored badge shows the name of the status. You change the status as usual, see How do I change the status of an inventory item?
  • Overviews: The Status column of the inventory and consumables overviews shows the name, and you can filter by it. The default filter shows all statuses with base status Active or Maintenance, including your own.
  • Multiple items at once: The bulk action New status offers the custom statuses that apply to all selected inventory types, see How do I change the status or storage of multiple inventory items at once?
  • History: Every change to a custom status is recorded in the history with the name the status had at the time of the change.
  • Reports: In all reports with inventory columns, the Status column shows the name and can be filtered. The In maintenance report also contains custom statuses with base status Maintenance and shows the planned end date. The Inventory removals report contains custom statuses with base status Decommissioned or Lost.
  • Export and import: The Excel export contains the columns Status (name) and Status-Schlüssel (status key). When importing inventory items, quantity inventory and consumables, you can enter the name or key of a status that is not archived in the optional Status column, see How can I import inventory?
  • App: From app version 10.3, the app shows custom statuses with name and color, offers them when changing a status, lets you filter by them in the search and hides actions according to the permitted actions, see How do I change the status of an inventory item in the app? Older app versions show the base status.
  • API: In addition to the base status, the API returns the fields stateKey and stateLabel with the key and name of the status.
What happens during a stocktaking?

Whether an item is counted in a stocktaking is decided by the action Count in stocktaking. Corrections when closing a stocktaking set the system statuses Lost or Decommissioned. If an item already has a custom status with the same base status, for example "Stolen" based on Lost, it keeps that status.

What happens when the activation ends?

Your custom statuses remain saved, and inventory keeps its status including the permitted actions. You can only assign and manage custom statuses again once the feature has been reactivated. Until then, only the four system statuses are available when changing a status.