Manual equipment requests take 5+ days end-to-end — email to manager, approval chase, stock check, provisioning, handover — and laptops still go missing. A self-service portal with auto-provisioning cuts this to 1 day by routing every step through a single executable workflow.

Without a structured workflow, equipment handover has no signature, returns are not tracked, and offboarding becomes a scramble to recover assets — finance cannot trace who has what.

Utilyx models asset self-service as an executable decision tree with a portal, approval chain, stock-aware provisioning, signed handover and return tracking — with a PDF receipt for every transaction.

The workflow is structured as a decision tree with 5 main branches (Request, Approval, Provisioning, Handover, Return) running per request, with parallel approval sub-branches and 8 steps end-to-end. Every step is executed by a named actor (Employee, AI Copilot, Line Manager, IT Provisioning, HR) and every action is appended to the timeline_request audit subtable.

• Step 1 (Start — Employee): the employee browses a catalog (laptop, phone, monitor, peripheral) and submits a request via fields asset_type, quantity, business_justification, requested_delivery_date, recipient_user — validated by the workflow.

• Step 2 (Stock check — sql-query): the workflow runs sql-query against the asset_stock table to verify availability. Sub-branch A (in stock): proceed to approval; Sub-branch B (out of stock): auto-create procurement request and notify the employee of the delay.

• Step 3 (Manager approval — email): the request routes to the line manager via email for approval. The AI Copilot flags policy breaches (duplicate requests, exceeded budget, restricted item) and splits — Branch A (no breach, within policy): single approval; Branch B (breach detected): dual approval line manager + IT manager with breach_reason attached.

• Step 4 (Provisioning — IT Provisioning): IT provisioning prepares the asset — corporate image installed, asset tag, accessories — and updates status to 'ready_for_handover' via sql-query on the asset_status table. Sub-branch: if asset_type is phone, trigger MDM enrollment in parallel.

• Step 5 (Handover signature): at handover, the employee signs digitally (eIDAS-qualified) acknowledging receipt; the workflow records signature, handover_date, asset_serial — status becomes 'assigned'.

• Step 6 (Return workflow — HR trigger): at offboarding or swap, the return is scheduled, the asset is inspected, data-wiped and re-stocked — status returns to 'available' via sql-query.

• Step 7 (usePDF handover receipt): usePDF generates a handover receipt with employee, asset, serial, date and signature — for HR, finance and audit, in 7 languages.

• Step 8 (useArchive): useArchive retains every request, approval, handover and return record in a tamper-evident audit trail with index fields request_id, recipient_user, asset_serial, handover_date.

Teams deploying Utilyx cut request-to-delivery time from 5+ days to 1 day (auto-provisioning and parallel approval), recover 95% of assets at offboarding (vs 70% with manual tracking) and give finance a complete who-has-what view in real time.

The no-code designer and AI copilot let an IT manager build the self-service portal workflow in one session — no developers, at 70% lower TCO than legacy ITSM portals. Stock-aware routing eliminates the 'approved but unavailable' dead-end.