I think this seems like a decent summary
The simplest passive pre-amp is an input selector and a volume control. If you use only one source, that is capable of driving your power amp properly, and it has a volume control you probably don’t need a pre-amp.
If you have multiple sources either with or without a volume control or you use a single source which does not have a volume control, but they/it can drive your power amp properly, you need a pre-amp. You can almost certainly use a passive pre-amp.
If you use multiple sources, with or without volume controls, and one or more of them can’t drive your amplifier properly, you need an active pre-amp. A phono stage is an active pre-amp or possibly an active pre-pre-amp.