Assessment Lifecycle
An asset risk assessment walks a short flow: it is written, approved, and then in force until it is stood down or replaced by a revision.
| State | What happens |
|---|---|
| Draft | The assessment is being written. |
| Pending approval | With the assessment responsible, who says yes or no to what the draft decided. |
| Rejection detailing | Where a rejected record lands so it can be corrected. Everything a draft may edit is editable again. |
| Revision | Where a new round starts. Only opening a revision puts a record here. |
| Active | The assessment in force for its asset. |
| Inactive | Stood down, or a preparation given up. |
| Old revision | Replaced by a later round. Kept distinct from Inactive so a reader can tell "superseded" from "withdrawn". |
The approver is the assessment responsible
The approval task goes to the record's own assessment responsible, not to a role configured centrally. The record therefore decides who approves it, while the asset group's matrix decides who may act on it at all.
This assignment can be repointed in Function Designer without a code change, if your approval should follow something else on the record.
Rejection carries its reason, and there is no field for it
Rejecting asks for a reason, and that reason lands on the record's history rather than in a field on the form.
A field would keep only the last reason, and would not record who wrote it or when. The history panel keeps every round of rejection with its author and timestamp — which is why the record needs no such field, and why the history panel is on every screen except the create page, where there is no record yet.
What is editable when
| Fields | Editable |
|---|---|
| Code, name, revision number, date, asset value, band | Never — all four are issued or calculated |
| Asset group, asset | On creation only |
| Assessment responsible, the three ratings, classification label, data-protection flags | While the record is a draft or being corrected after rejection |
| Notes, attachments | Until the record is stood down |
These rules are enforced on the server as well as on the screen, because the same operations are reachable from a task link, a mobile layout and the API.
There is no Save button
Every screen the record is worked on offers the flow's actions and no separate save.
A record being written is somebody's open task, and the way out of a task is to say what happens next — send it for approval, or give it up. A Save beside those reads as a third option and is not one; it would also let a round sit half-written with nothing telling anybody it was waiting.
The consequence worth knowing: notes and attachments on a record already in force have no button of their own. They change when the record next moves.
Revisions
An asset is re-assessed by opening a revision — a new record with the same code, group and asset, and the revision number raised by one.
| Carried over | Starts fresh |
|---|---|
| Code, asset group, asset | Attachments — they were evidence for a decision already taken |
| Assessment responsible, the three ratings, classification label, data-protection flags, notes | |
| Asset value and band, so the round opens showing where the last one landed — then re-derived on save |
The authorization matrix is not carried; it lives on the group and is read from there.
The previous round stands down when the revision is opened
The round being revised is stood down at the moment the revision is opened, not when the new round is approved.
This was built the other way first, and it was wrong for one plain reason: the working list then shows the same asset twice. A register you cannot scan is worse than a short window in which no round is in force.
Giving up a revision puts the previous round back in force, and the abandoned round is removed. The chain is left with exactly one round in force either way.
Guards on opening a revision
- The source round must be Active. Revising a draft or a record mid-flow would fork a chain with no agreed starting point.
- One open revision per chain, or there would be two candidates for "the assessment".
- The revise operation on the asset group's matrix. Reading the earlier rounds needs view past revisions.
Reading the history
Both revision buttons — start a revision, and read past revisions — are available from the record itself and from the register's row menu, so somebody scanning the register can open the next round without walking into the form first.
The history screen only reads. Rounds open in a modal over the list, it carries filters for round number, state and date, and it shows the rounds the register hides — which is the entire point of it.