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How to set up an IT asset loan workflow

Standardizing the asset loan process makes it easier to manage reservations, prevent conflicts, and keep IT teams and end-users aligned.

With InvGate Service Management, you can build a workflow that covers every stage, from request submission to returning equipment, while integrating with InvGate Asset Management.

#1. Set up the asset loan workflow

Screenshot of the workflow templates menu in InvGate Service Management with asset loan selected.

You can launch the process by selecting the asset loan workflow template and adapting it to your needs (you can download the workflow template preview from here).

  1. Log in with an admin role and go to Settings > Requests > Workflows.
  2. Select the Asset Loan workflow from the list of templates.
  3. Click Use template to open it in the Diagram Editor.
Tip: From the same workflows menu, you can also build a new workflow from scratch, import workflows with the .sdw extension, or edit existing ones.

#2. Edit the asset loan workflow template

Screenshot of the workflow diagram editor with an asset loan workflow in InvGate Service Management.

In the workflow diagram, each block defines how the process works, who manages it, and what users see. Double-click any block to open its configuration and adjust forms, tasks, and integrations.

Here’s what each stage does.

1. Start form

The workflow begins with a form where employees submit their loan request:

  1. Desired loan dates.
  2. The type of configuration item (CI) they want to borrow.
  3. Additional comments (optional).
Tip: Customize the form to collect any information specific to your organization, such as cost center or project ID.

2. Populate calendar

Once the request is submitted, the system connects to your calendar via API to automatically log the reservation. This prevents overlapping bookings and makes the schedule visible to both users and IT staff.

3. Assign IT tasks

Screenshot of the tasks step “loaner setup” from the asset loan workflow in InvGate Service Management.

This step consists of a list of tasks for the IT team to prepare the loaner equipment, with a description, due date, and a responsible party.

You can set the tasks as optional so they can be skipped without blocking the workflow. Also, with the task creation toggle enabled, you allow new tasks to be added during execution.

4. Assign user

The workflow integrates with InvGate Asset Management to:

  1. Update the asset’s status to Loaned.
  2. Automatically assign the requester as the current owner.
Tip: If you don’t use InvGate Asset Management, you can integrate your own system through API calls to perform similar updates.

5. Collect returned loaners

When the loan period ends, agents are prompted with tasks to handle the return:

  1. Confirm receipt of the asset.
  2. Inspect the condition of the equipment.
  3. Record any notes or required follow-up.

6. Return to inventory

The cycle finishes with another API call to InvGate Asset Management:

  1. Asset status is updated to ready to loan.
  2. The assigned owner is cleared.
The equipment is now available for the next user.

#3. Deploy the workflow

Once the asset loan workflow is ready:

  1. Click the save icon and return to the Workflows menu.
  2. Click Publish version to activate the updated process.
  3. Assign the workflow to a request category, such as IT > Loaner requests.
  4. Click Assign now.

From then on, any request submitted in that category will follow the defined workflow.