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User Role Descriptions & Adding a User

There are five user roles in InventoryEdge. Each role has different level of access in the system and will see slightly different views on their home page. All roles have the ability to enter new inventory requests into the system. Inventory Issue transactions can also be created directly from the work order form in Work Order without having to add the user to InventoryEdge.

InventoryEdge User Roles

Administrator

The administrator has access to the entire InventoryEdge system. They are the only user role that can access the Account Setup tab.

Site Administrator

The site administrator can view all inventory requests for their assigned location(s). The main function of the site administrator is to approve inventory requests that are routed to them.

Clerk I (Data Entry)

The main function of the clerk is data entry. They have access to requests from all locations. They can view and enter all types of transactions, including issuing and receiving inventory. Transaction forms in the clerk role have keyboard shortcuts and provide entry of multiple transactions at a time to facilitate data entry. Clerks can also add inventory to the inventory lists.

Pool Manager I

Pool Managers can only perform transactions for their assigned pools. Also, they cannot enter items into the inventory lists. Some examples of who might be a Pool Manager are the head custodian, maintenance technicians managing the items on their truck, or any other shop managers that have their own pools of items or tools.

Requester

A requester is a person who will request inventory items. They go through the MyFacilityDude.com page and submit requests for their assigned location(s) only. Requesters can also view any inventory requests they have made. A best practice would be to designate certain people to be requesters for their location. This avoids having to add your entire staff into the system.

Comptroller

The Comptroller is not an actual users role in InventoryEdge, rather it is an extra level of responsibility above the role. If the system does not know who the inventory request should be assigned to, either through a lack of or an error in the routing rules, it will automatically assign the request to the comptroller. Only one user can be designated as the comptroller for the account.

How to Add Users

  • Click on the Account Setup tab.
  • Click on the Inventory Users link in the Shortcuts section at the top of the page.
  • Click the Add User link above the right side of your user list.

 

 

  • If you have users in other Dude Solutions applications, you will be directed to a Registered Users page. The Registered Users drop down list will show all users in other Dude Solutions applications that are not users in InventoryEdge. If the person you wish to add is in that list, select their name and click Add This User.
  • If the person is not in the list, click the New User button.

Adding Registered Users

  • After clicking the Add This User button, you will see the Participant Information screen. The user's login name, password, and contact information will automatically be pulled over from the information in their other Dude Solutions account.
  • The rest of the fields on this page are not required and can be added at any time. Click Next Step to continue.
  • Select the Role for this user.
  • Check the box if you want this user to be the Comptroller for the account.
  • Click Next Step to continue.
  • If Location or Pool assignments apply to the user role, identify them on the following pages by checking the corresponding check boxes. *Note: Location assignments are required for Requesters and Site Administrators. Pool assignments are required for Pool Managers.
  • Click Next Step to save.

Adding New Users

  • After clicking the New User button, you will need to enter a Login Name, Password, First and Last Name, and Email Address for the user account.
  • Login Name - No character limit, but the name must be unique to all of our Dude Solutions clients. We recommend using the person's email address as their Login Name.
  • Password - Must be at least 8 characters and include one number.
  • Email Address - Enter a valid email address for the user.
  • Receive email notifications - If the user does not want to receive any automatic email notifications, uncheck this box.
  • Click Next Step to save.

 

 

  • Select the Role for this user.
  • Check the box if you want this user to be the Comptroller for the account.
  • Click Next Step to continue.
  • If Location or Pool assignments apply to the user role, identify them on the following pages by checking the corresponding check boxes. *Note: Location assignments are required for Requesters and Site Administrators. Pool assignments are required for Pool Managers.
  • Click Next Step to save.

 

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