Reassigning devices between employees
Reassigning a device from one employee to another is a common situation in everyday IT operations. An employee leaves the company, changes roles, or simply hands over a device to a colleague. While this sounds straightforward, the correct approach in equipme depends on one key question: is this only an internal reassignment, or does it involve a physical logistics process?
Understanding this distinction is essential to keep object states, orders, and follow up processes consistent.
In equipme, a device is not just a static object. It is part of a structured lifecycle that includes assignment, status, optional logistics processes, and documentation.
When a device moves from one employee to another, there are two fundamentally different scenarios:
In the first scenario, the device stays within the company and is simply handed over internally. No shipping, no return, no external logistics are involved.
In the second scenario, the device is physically returned, prepared, or shipped again. This may include a warehouse process, a service provider, or a documented return and delivery.
The system treats these scenarios very differently. Choosing the right path ensures clarity and prevents unintended side effects.
Scenario one: Internal reassignment without logistics
This is the most common case.
A device remains inside the organization and changes ownership from one employee to another. The physical location does not change in a way that requires tracking or fulfillment.
Typical examples include role changes, team switches, or direct handovers between employees.
In this case, no return or delivery process is required.
The recommended approach is to keep the device in status Active and update the employee assignment directly in the object detail view.
This method reflects what actually happens in reality. The device continues to exist without interruption, and only the assigned employee changes. No additional orders are created, and no fulfillment processes are triggered.
This keeps the object state clean and avoids confusion in open orders or logistics views.
Important
Do not use delivery requests or logistics related actions if no physical shipment is involved. These actions are designed for real fulfillment processes and will create additional system states.
Scenario two: Reassignment with return and delivery
In some cases, a reassignment does involve logistics.
A device may be returned to a central location, prepared for reuse, repaired, or shipped to a different employee. In these situations, the logistics process itself is part of the documentation and needs to be tracked.
Typical examples include offboarding with device return, refurbishment before reassignment, or shipment to a remote employee.
In this scenario, using a return process followed by a new delivery is the correct approach.
If a Return add on is configured, it should be used to initiate the return. Once the return is completed, a new delivery can be triggered to assign the device to the next employee.
This ensures that physical movement, responsibilities, and process steps are fully documented and traceable.
Important
Use return and delivery processes only when physical logistics are actually part of the workflow. These processes are designed to represent real world movement, not internal reassignment.
Manual status changes and their impact
Equipme allows manual status changes. This flexibility is intentional and supports advanced use cases.
However, manual status changes can bypass parts of the standard process logic. When statuses are set outside the expected flow, follow up processes such as fulfillment handling or order visibility may not behave as expected.
Manual status changes should therefore be used deliberately and with a clear understanding of the overall process context.
Note
Changing a status manually does not automatically trigger or restore related processes. Always consider whether a status change represents a real operational step or only a visual adjustment.
Choosing the right approach
When reassigning a device, always start by asking one simple question.
Is there a physical logistics step involved?
If the answer is no, update the employee assignment directly on the object.
If the answer is yes, use the return and delivery processes designed for that purpose.
This mental model helps align system behavior with real world actions and keeps data, orders, and processes consistent across the platform.