Assets in FieldEx go through various stages in their operational life from active use to maintenance, inspection, and eventually retirement. Lifecycle management helps Planners and Admins track this journey by updating and reviewing asset statuses over time.
This article covers:
What an asset's lifecycle looks like in FieldEx
How status changes are made manually or automatically
How to view historical lifecycle changes and user actions
Typical Asset Lifecycle Stages
Each asset can move through a customizable series of statuses, such as:
Status | What It Indicates |
Available | The asset is ready for deployment or assignment to a job |
In Use | The asset is currently active on a site, job, or customer location |
Under Maintenance | The asset is scheduled for or undergoing servicing |
Faulty | The asset has failed an inspection or been flagged during a job |
Retired | The asset is no longer in use and has been decommissioned |
Keeping asset statuses updated helps your team manage availability, reduce risk, and ensure the right equipment is assigned.
How to Update Asset Status
There are two main ways to change an asset's status in FieldEx:
Manual update: From the asset record, select a new status from the dropdown on top right corner
Automated update: Linked checklists or workflow triggers can update the status based on results
Path: Assets > Open an Asset > Edit
Example: If a checklist fails during inspection, the asset status may automatically switch to Faulty, and a corrective job can be triggered.
Tip: Planners can combine status changes with location updates to reflect movements between sites or customers. |
Updating Asset Lifecycle Manually
Path: Assets > Select Asset > Edit
Go to the Assets module and open the asset you want to update.
Click Edit to change the Status (e.g. Active, Temporarily Unavailable, Retired).
Update the Condition field if necessary (e.g. Good, Worn, Damaged).
Click Save to apply changes across the system.
Use this method when directly updating the lifecycle from the asset record, outside of job completion workflows.
Lifecycle Changes via Job Completion
When configured, job completion can automatically update an asset's lifecycle status.
Examples include:
A repair job may set the asset to “Active” if resolved.
A pickup or removal job may mark the asset as “Returned” or “Unavailable”.
Job forms (using dynamic fields) can trigger status changes if mapped correctly to the asset record.
Lifecycle statuses reflect real-world usage, helping teams track availability and asset readiness.
Tracking Status Change History
Path: Assets > Open Asset > History Tab
FieldEx logs every status change for compliance and audit purposes. To view this history:
This tab shows:
Each lifecycle status change
Which user made the change
Date and time of the update
Related job order or inspection reference (if applicable)
Why This Matters
Keeps asset data accurate based on field actions and job outcomes.
Allows planners to identify which assets are ready for use or need intervention.
Improves audit readiness and supports asset replacement or retirement planning.
Key Field Summary
Field | Description |
Status | Defines the current operational stage of the asset (e.g. Active, Under Repair, Retired). |
Condition | Indicates the physical state of the asset, such as Good, Worn, or Damaged. |
Last Updated By | Displays the name of the user who last modified the asset's status. |
Last Job Linked | References the job order that may have automatically triggered a lifecycle update. |