What do the status values mean, and how do I change the lifecycle?

Requires Basic

Quick answer

Every asset has a status (default: Active). Via “Edit”, you set it to one of five values — Active, Inactive, Maintenance, Retired, or Disposed. In addition, date fields (Warranty Expiry, End of Life, End of Support) capture the rest of the lifecycle.

Prerequisites

Required role Administrator or Asset Manager

— any logged-in user with write access to assets can change the status. Programmatically, the API token needs the write scope; for reading/filtering only, read is enough.

The Assets module is part of the core product and available on all plans.

The status values

API value (status)	Meaning
active	Active — in operation (default when creating an asset).
inactive	Inactive — temporarily not in use.
maintenance	Maintenance — currently being repaired or serviced.
retired	Retired — decommissioned but still inventoried.
disposed	Disposed — permanently taken out of operation.

In the web interface, these values are displayed as colored status badges using their human-readable label (e.g. Active in green, Maintenance in yellow, Disposed in red).

Instructions

GUI (web interface)

1. Open and edit the asset. Select Assets, open the asset, and click “Edit”.

2. Choose the status. In the Status field, select the appropriate value from the list.

   Screenshot pending assets-status-01 Asset form with the status dropdown open

   The status is set via the dropdown in the edit form.

3. Save. After saving, the new status appears as a badge in the detail view and in the asset list.

   Screenshot pending assets-status-02 Asset list with colored status badges in the Status column

   The Status column in the asset list shows the status as a colored badge.

API (curl)

You set the status like any other field via PUT to /api/v1/assets/{id}:

Set status to 'Maintenance'

curl -X PUT https://demo.notory.io/api/v1/assets/a2f1c9e4-7b3d-4a11-9c2e-8f6b1d0a7e55 \
  -H "Authorization: Bearer inv_dein_token" \
  -H "Content-Type: application/json" \
  -d '{ "status": "maintenance" }'

Filter by status (scope read) — the query parameter is called status:

List all assets under maintenance

curl -H "Authorization: Bearer inv_dein_token" \
  "https://demo.notory.io/api/v1/assets?status=maintenance&page=1&page_size=25"

Possible errors: 422 for an unknown status value (only the five values from the table above are valid), 404 for an asset that doesn’t belong to you or doesn’t exist.

What happens behind the scenes?

• Status is just a field: Changing it is a normal update (PUT); it does not trigger any automatic workflows.
• Audit trail: updated_by and updated_at are set; the change can be traced in the History.
• Lifecycle data: Fill in Warranty Expiry (warranty_expiry), End of Life (end_of_life), and End of Support (end_of_support) for expiry and replacement planning.
• Reporting: The Dashboard counts, among other things, active assets and assets under maintenance; the list can be filtered by status.
• Tenant isolation: Status changes only affect assets belonging to your tenant.

Related topics

• Edit asset
• Search & filter assets — filtering by status
• Dashboard — metrics on status and inventory
• Reports — analytics on your inventory