Would changing default substate names/labels cause a problem?

[GXL2020]

Hi,  newbie here.  If I've posted this in the wrong location, or have not included any helpful labels/tags you think would help with my query, please let me know.

I've tried to find the answer to this question in various searches, but have not been successful.

I've been asked to change a few of the default choice substates in alm_hardware/alm_asset, specifically:

•  change substate: "Legal Hold" to something else
• change substate: "Available" to something else.
• change substate: "Pending Disposal" to something else.

My question is, can I change these substates, or will this cause a problem in HAM by changing these substates?

One piece of documentation that I found mentions:

"Important: Avoid making modification on the high risk and medium risk (if possible) skipped metadata files that can potentially cause conflicted skipped metadata files in your next upgrade. You can edit the files if the modifications are absolutely required".

https://docs.servicenow.com/bundle/washingtondc-platform-administration/page/administer/upgrade-cent... 

It doesn't say NOT to do it, but it doesn't give me any good reason for me to push back against these changes either.

Any and all help would be appreciated.

[Ashok Sasidhara]

It is recommended to make use of the OOB substates only as much as possible. If this requirement came because the organization is currently using different terminologies, it is better to conduct training sessions and send out mailers to build awareness among the users about the meaning of different OOB states and substates. If they have a genuine business reason to create a new substate, then add a custom substate instead of making any changes to OOB ones.  

[Rajesh Chopade1]

Hi @GXL2020

Legal Hold, Available, and Pending Disposal are likely used in out-of-the-box workflows, reports, or lifecycle processes within HAM. Changing these could disrupt automation, scheduled jobs, or reports that expect these specific substate values.

Verify if there are any existing scripts, workflows, or integrations that depend on these substates before making changes.

You can change the label of these substates without altering the internal value. This approach ensures that the underlying workflows, scripts, and automation remain intact, as only the displayed text is altered.

If the modification requires more than just a name change, consider cloning the substates and updating the cloned ones to fit your needs. Then, update any workflows or processes that should refer to the new substate values.

I hope my answer helps you to resolve your issue, if yes please mark my answer correct & helpful.

thank you

rajesh