Custody Assignment

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Overview

Custody Assignment – Business Overview

Custody Assignment is a business document used to formally record and manage company assets or items that are handed over to an employee for use, care, or responsibility. It ensures that both the organization and the employee clearly understand who is responsible for a specific asset, for what purpose, and during which period.

This document plays an important role in protecting company property, improving accountability, and supporting transparent asset management within Dafater HR operations.

What Custody Assignment Is Used For

Custody Assignment is used to: - Assign company-owned items (such as equipment, tools, devices, or other valuables) to an employee - Document employee responsibility for safeguarding and using the item properly - Maintain a clear record of asset ownership versus employee custody - Support audits, internal controls, and asset tracking

It creates an official reference that reduces disputes and misunderstandings regarding company assets.

Prerequisites and Setup Requirements

Before using Custody Assignment, the following should be in place: - Employees must be properly registered in Dafater HR - Company assets or custody items should be clearly defined and identified - Internal policies should exist regarding asset usage, care, and return - Roles and approval responsibilities should be clearly communicated

Having clear asset and employee records ensures that Custody Assignment documents remain accurate and reliable.

Typical Workflow and Business Process Fit

A typical business workflow for Custody Assignment includes: 1. Identifying the need to assign an asset to an employee (new hire, role change, project, or replacement) 2. Creating a Custody Assignment record specifying the employee and the item 3. Communicating responsibilities and usage guidelines to the employee 4. Obtaining any required internal approval 5. Using the document as a reference during asset return, reassignment, or employee exit

This process integrates smoothly with employee lifecycle activities such as onboarding, job transfers, and offboarding.

Key Business Scenarios Where Custody Assignment Is Essential

Custody Assignment is especially important in situations such as: - Issuing laptops, phones, or tools to employees - Assigning specialized equipment for projects or fieldwork - Tracking responsibility for safety gear or uniforms - Managing assets during employee transfers or temporary assignments - Ensuring asset return during resignation or termination processes

In these scenarios, the document provides clarity and protects company interests.

Important Considerations for Users

When using Custody Assignment, users should: - Ensure asset details and employee information are accurate - Clearly communicate expectations regarding care, usage, and return - Regularly review custody records for active and inactive employees - Update or close assignments when assets are returned or reassigned - Align Custody Assignment practices with company policies and compliance requirements

Consistent use of Custody Assignment strengthens asset control, accountability, and operational efficiency across the organization.

Basic Information

Workflow

Workflow Name: Custody Assignment

States

Transitions

Fields

Field Name Label Type Required Options Description
workflow_state Workflow State Link Workflow State Current approval and processing stage of custody assignment in Dafater
amended_from Amended From Link Custody Assignment Reference to previous custody assignment record amended in Dafater
employee Employee Link ✓ Employee Employee responsible for assigned custody items in Dafater
employee_name Employee Name Data ✓ - Full name of the employee holding custody in Dafater
department Department Data - Department associated with the employee holding custody
custody_table custody_table Table Custody Table List of assets or items assigned under employee custody

Child Tables

custody_table (Custody Table)

Field Name Label Type Required Options Description
custody Custody Link Custody Linked custody record for asset or item responsibility.
quantity Quantity Int - Number of items held under this custody entry.
model Model Data - Asset model or specification associated with the custody item.
type Type Data - Category or classification of the custody item.
received_date Received Date Date - Date the item was received into custody.

Permissions

Role Read Write Create Delete Submit Cancel
Employee ✓ ✓ ✓ ✓
Employee Self Service ✓ ✓ ✓ ✓
System Manager ✓ ✓ ✓ ✓ ✓
HR Manager ✓ ✓ ✓ ✓ ✓ ✓
DocType Relationship Module
Custody Assignment Links to Dafater HR
Employee Links to Setup
Workflow State Links to Workflow