An IT asset lives 3-7 years and crosses five departments — procurement, logistics, service desk, finance, and security for disposal. Without a structured workflow, each handoff is a blind spot: assets received but never deployed, laptops in repair for months, retired servers still on the books.

The cost is real: ghost assets inflate insurance and taxes by 10-20%, missing retirement records breach GDPR/WEEE disposal rules, and warranty claims fail without proof of purchase.

Utilyx models the full asset lifecycle as an executable workflow — from procurement request to certified disposal — with a PDF asset passport and tamper-evident archive.

The workflow is structured as a decision tree with 5 main branches (Procurement, Reception, Deployment, Maintenance, Retirement) running sequentially, with parallel approval sub-branches and 8 steps end-to-end. Every step is executed by a named actor (Requestor, AI Agent, IT Manager, Logistics, Service Desk, Finance, Security) and every action is appended to the timeline_asset audit subtable.

• Step 1 (Start — Requestor): the requestor submits a procurement request (asset type, quantity, justification, budget code). The AI copilot validates the budget code via sql-query against the finance ledger and pre-fills the cost center.

• Step 2 (AI Agent): the Copilot IA scores the request (standard/exception) based on asset type and budget threshold, then splits the tree — Branch A (standard, below threshold): auto-approval by IT manager; Branch B (exception, above threshold): dual approval IT manager + finance director.

• Step 3A (Procurement path): the PO is generated via usePDF from a Word template with merge fields (supplier, asset list, price, delivery date). call-connector sends the PO to the supplier and tracks delivery confirmation.

• Step 4 (Reception validation — Logistics): on delivery, logistics records the serial numbers and checks them against the PO via sql-query; the asset enters the catalog with status 'available'. Sub-branch: if serial mismatch, hold + supplier notification.

• Step 5 (Deployment assignment — Service Desk): the service desk assigns the asset to a user with handover date, location and accessories — status becomes 'assigned'. The handover is e-signed via eIDAS-qualified signature.

• Step 6 (Maintenance tracking): incidents and preventive maintenance are logged against the asset; warranty status is monitored via sql-query on the warranty table and renewal alerts triggered 60 days before expiry. Sub-branch: if incident count > 3 in 90 days, flag for replacement.

• Step 7 (Retirement disposal — Security + Finance): at end of life, the workflow enforces data-wipe certification (Security), WEEE-compliant disposal or resale (Logistics), and finance de-registration (Finance) — status becomes 'retired'. Sub-branch: if data-wipe fails, escalation to CISO + asset held.

• Step 8 (usePDF + useArchive): usePDF generates a complete asset passport — purchase, assignments, maintenance history, disposal certificate — in 7 languages for audit and compliance. useArchive retains every lifecycle event in a tamper-evident record with index fields asset_id, serial, category, site, status, retirement_date for the legal retention period.

Teams using Utilyx cut ghost assets by 90%, guarantee GDPR/WEEE-compliant disposal with certified data-wipe, answer any auditor question in minutes with the PDF asset passport, and reduce insurance/tax overpayment by 15% through real-time asset reconciliation.

The 7-language asset passport serves a multilingual, multi-site organization, the visual routing designer lets an IT manager build and adjust the lifecycle branches without code, and the no-code workflow builder turns a plain-language description into a runnable ITAM process — 60% faster deployment, 70% lower TCO, no consultants required.