Plants — Workflow

Overview

Plants operates two parallel record lifecycles: one for plant locations and one for collaborator access authorizations. Plant records follow a simple active/inactive cycle managed manually. Access records start active and are automatically deactivated when their expiration date is reached; an automated notification warns recipients in advance.

Note

For general record lifecycle concepts, see: Workflows & Pipelines

Roles involved

Operations / Administrative team — Creates and maintains plant records; creates and edits access authorizations.
Notification recipients — Collaborators with the plant access expiration email permission receive automated alerts when access records are close to or have reached expiration.

Status lifecycle

ACTV — Active. The plant or access record is current and in use.
INAC — Inactive. The plant has been manually deactivated, or the access record has expired and been automatically deactivated.

Info

For system-wide status guidance, see: Status

Plant lifecycle

A user creates a new plant — the record is immediately active (ACTV).
When a plant is no longer in use, a user deactivates it (INAC).
A deactivated plant can be reactivated at any time.

Plant creation

A new plant is created using the + New Plant form. The record is active immediately after saving. The Google Maps URL is optional and can be added or updated at any time via Edit.

Plant deactivation and reactivation

An active plant can be deactivated from the row action menu. A confirmation dialog is shown before the status changes. Inactive plants can be reactivated the same way. Both transitions take effect immediately.

Warning

There is no undo for status changes. Confirm the intended action before proceeding.

Access lifecycle

A user creates an access record — the record is immediately active (ACTV).
As the expiration date approaches, a notification is sent to designated recipients 15 days before expiration.
On the expiration date, the record is automatically set to inactive (INAC) and a final notification is sent.

Access creation

A new access record is created using the + New access form. The plant, collaborator, and expiration date are required. Supporting documents can be attached at creation or added later via Edit. The record is active immediately.

Access expiration

The Days left column in the Access tab displays a live countdown. When the date passes, the column shows Expired in red.

Expiration is processed automatically by a scheduled job that runs daily:

15 days before expiration: a warning email is sent to all users with the plant access expiration email permission.
On the expiration date: the access record status is set to INAC and a final notification email is sent to the same recipients.

Info

The scheduled job processes records whose expiration date matches today exactly. Access records that passed their expiration date before the job was in place, or on a day the job did not run, will remain ACTV with an expired countdown display until they are manually deactivated or until a future run processes them.

Editing an active access record

An access record can be edited at any time while active. The expiration date can be extended, the collaborator can be changed, and documents can be added or removed. The plant assignment is fixed at creation and cannot be changed.

Notifications

Automated email notifications are sent to all users with the plant access expiration email permission:

15 days before expiration — advance warning listing the affected plant, collaborator, and expiration date.
On expiration day — final notice listing records that expired today and were automatically deactivated.

Note

For global notification behavior, see: Notifications & Alerts

Exceptions & operational notes

The Access tab has no status filter checkboxes. All access records (ACTV and INAC) are shown together.
The plant field in an access record is read-only after creation. To change the plant, the existing record must be deactivated and a new one created.
Deactivated access records remain visible in the Access tab and can be edited, but the expiration-based auto-deactivation does not re-run on already-inactive records.

Permissions

Access and actions are permission-driven. See: Permissions