Item states

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An item exists in two forms in IBM® Maximo Inventory Optimization. The item exists as a Base item and an Edited item. A Base item is the baseline record of the item, and synchronizes with the corresponding ERP record. When you want to update a base item, a copy of the base item is created, which is called the Edited item.

After you commit your modifications to the edited item, it is updated to the base item through one of the following paths:

The edited item goes into a workflow for approval only if the workflow module is enabled and triggered. After the edited item is approved in the workflow, it is updated to the base item and exported to the ERP.
If the workflow module is not enabled or triggered, the edited item’s modification is updated to the base item directly and export to the ERP.

An item can have the following states:

Base state: The state of the Base item. It is shown in the first column in the Item grid view.
Item state: The state of your Edited item. It is directly related to the work that you are doing for the item. Other users can’t see the state. The item state is shown in the second column in the Item grid view.

If the workflow module is enabled, it can also have a workflow state. The workflow state is the state of your Edited item Ina workflow. The workflow state is shown in the third column in the Item grid view.

Note: The user can choose to revert the changes that are made when an item record is edited in both the Item and Workflow states. At the time of a revert, users are asked if they want to keep the added item notes. If yes, the item notes are retained and all other changes are lost. If no, all changes and notes are lost with a revert.

Base states

The base state can be any of the following states:

Writable: The item is both editable and can be committed back to the database.
Editable: The item can be edited for What If scenarios but cannot be exported or saved back to the database. In a What If scenario, the user can change item record values, complete a recalculation, and download the contents of the Items grid, but they cannot commit the changes.
Merged: The item was used as the destination item to merge duplicate records. It is also assigned to indicate that an item was used as part of stock history relocation operation. This state will be removed from the item after you commit and export the item. For more information, see Remove duplicates.
Duplicate: The item was used as a source item in the Manage duplicates feature. The item in this state is deleted from the system, and you cannot modify any fields of the item except the notes field. See Remove duplicates.
In workflow for another user: Another user committed a modification of the item, and it is in a workflow for approval. The item is still editable, but your committing changes to this item, cancels another user’s workflow.

Item states

The item state can be any of the following states:

Original: Your edited item is the same as the base item. You didn’t change the item.
Modified: The edited item was modified, and you modified at least one Requires Recalc field, so the item requires recalculation.
Modified and Recalculated: The edited item was either modified and recalculated or modified but did not require recalculation. The item is ready to be approved.
Stale: Your edited item can be in Stale state. You must revert your changes to the item. You can save the item notes if you go ahead with revert option.
Conflict: The edited item can be in a Conflict state. A Conflict state occurs when you change an item without committing it, and another user changes that item and commits it first. An item can also be in conflict when the base record is modified by the host ERP after a refresh. An item that is in a conflict state is removed from the workflow approval process and cannot be approved. You can either revert or resolve your changes to the edited item that is in the conflict state. You can save the item notes if you go ahead with the revert option.
Approved: The edited item was approved and is ready to be committed.
Deferred: The edited item was deferred for the next review cycle. An item that is under review but requires scrutiny can be deferred to a later date for approval.
In workflow: The edited item is in the workflow. The edited item enters the workflow after it was submitted, and the workflow was triggered by a set of preconfigured conditions.
Processing: The edited item is processed in the background. An item that is in processing state cannot be modified.

Workflow states

The workflow state is independent from the item state. The trigger action impacts the workflow state and the item state separately.

When an edited item is in a workflow, the Pending approval state is the only state that indicates that the edited item is active in the approval process.

For an edited item in the Denied or Cancelled workflow state, it was removed from the approval process. The workflow status remains in the item grid and form view, and you must process the edited item to complete the workflow for them to disappear.

Note:

If the item state is in Stale or Conflict, the revert or resolve action completes the workflow and resolves the Stale or Conflict item state. You can save the item notes if you go ahead with the revert option.
If the item state is still in the In workflow state, you must change the edited item to complete the workflow.

After the changes, the item state will be changed to the appropriate state, and the workflow state will disappear.

The workflow state can be any of the following states:

Not in workflow

The edited item is not in the workflow.

Pending approval

The edited item is in workflow and is waiting for one or more reviewers to approve or deny the changes that were made.

Denied

The edited item was denied by one of the reviewers in the workflow. The Denied workflow state doesn’t impact the item state. You need to edit, resolve, or revert your edited item to complete the workflow, and your action indicates that you received the denial. After an edit, resolve, or revert, the workflow is completed, and the workflow state will change to Not in workflow. When the edited item workflow state is in the Denied state, it does not change to a Cancelled state. It remains in the Denied state for the user to confirm the denial.

Canceled - by another user

The approval process for your edited item is canceled because another user committed the same item, and a new workflow was created for the item. The following are reasons why the workflow state changes to Cancelled – by another user.

User A has an item under workflow. User B submits the same item, and the item goes into workflow. User A’s workflow approval process is canceled, and workflow state changes to Cancelled – by another user.
User A has an item under workflow. User B submits the same item. It doesn’t trigger and go into workflow, and it is directly updated in the base item and exported to the ERP. User A’s workflow approval process is canceled, and the workflow state changes to Canceled – by another user.

Canceled - by end of month

The approval process for your edited item is canceled because the corresponding system base item was updated by an end-of-month refresh. Your edited item state goes into the Stale or Conflict state, and the workflow state changes to Canceled - by end of month. This workflow state is assigned.

Canceled - by delta

The workflow for your edited item is canceled because the corresponding system base item was updated by a delta refresh. Your edited item state goes into the Stale or Conflict state, and the workflow item state changes to Canceled - by delta. This workflow state is assigned.

Canceled - system

This state is assigned when the approval process for your edited item is canceled due to an update caused by the system. Your edited item state goes into the Stale or Conflict state, and the workflow state changes to Canceled - system.

Missing recipient

This state is given to items in workflow where a role has no reviewer that is assigned to approve the item. The requester who put the changes into workflow needs to add a recipient or a review request.