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User Role Descriptions & Adding a User

There are seven user roles in Work Order. Each role has a different level of access in the system and will see slightly different views on their homepage. All roles have the ability to enter new work orders into the system.

Work Order User Roles

Administrator

Administrators have full access to everything in Work Order. They have the ability to define Locations, Bldg./Units, Areas, and Crafts. They can add users, set up routing, and set up the My FacilityDude page. Administrators can easily see all work orders in the system from the "Work Orders by Status" section on their homepage. They can assign work orders to all users and run reports.

Supervisor I

Supervisor I's can access all portions of the system except for the Account Setup tab. They have the ability to assign work orders to all users. In the "Work Orders by Status" section of the homepage, Supervisor I's will only see work orders assigned to themselves or to any of their direct reports. They have access to all reports and can search for all work orders via the search or advanced search.

Supervisor II

Supervisor II's are limited to certain locations and/or crafts. By default, they can only assign work orders for their assigned locations and/or crafts to themselves or to their direct reports. In the "Work Orders by Status" section of the homepage, they will see all work orders for their assigned location(s) and craft(s). Supervisor II's have limited access to reports and can only search for work orders within their locations and crafts via the search or advanced search.

Technician

Technicians have limited editing capabilities on a work order. For example, they are unable to reassign work orders to other users. Technicians can add their own labor hours and material purchases to work orders, and can change the status of work orders to mark them work in progress or complete. They will only see work orders assigned to themselves on their homepage. They do have the ability to search for all work orders via the search or advanced search.

Clerk

The main function of the Clerk role is data entry. They have shortcut forms to expedite the data entry process for entering work orders, labor hours, and material purchases. The Clerk has access to all work orders. They can assign new requests, edit, and complete/close existing work orders. Clerks have limited access to reports and can search for all work orders via the search or advanced search.

Manager

Managers have limited administration rights. They can create Requesters and other Managers for any location to which they have been assigned. This allows a Manager over a region (assigned to multiple locations) to create a Manager over a single location. The Manager of the single location may create others Managers or Requesters, but only for that location. A Manager's home page reflects the status of all work orders for their assigned location(s). Managers can create new work orders for their locations, but may only modify work orders that are sent to them for approval. They can use the Advanced Search feature to find work orders at their location and may have limited reporting access.

Requester

Requesters are only able to enter new work orders into the system. Once they have entered a request, they can view it but will not be able to change it. Requesters use the My FacilityDude page to enter requests.

Comptroller

The Comptroller is not an actual user role in Work Order, rather it is an extra level of responsibility above the role. If the system does not know who the work order should be assigned to, either through a lack of or an error in the routing rules, it will automatically assign the work order to the comptroller. This ensures that every New Request is assigned to a user in the system. Only one user can be designated as the comptroller for the account.

How to Add Users

Watch the Video Tutorial:

 

  • Click on the Account Setup tab.
  • Click on the Users link. (You can also hover your mouse over the Shortcuts menu and select the WO Users link from the list.)
  • 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 Work Order. 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, on 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.
  • You will now need to 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 and/or Craft assignments apply to the user role, identify them on the following pages by checking the corresponding check boxes. *Note: Select Location(s) and Craft(s) when setting up a Supervisor II. Select Location(s) when setting up a Manager, Technician, or Requester. For all other roles, you can skip these pages.
  • To define a user's Labor Rate, either select a predefined rate from the drop down box or select "Other Rate" and type it in the box provided. This is an optional step. *Note: If you do not want to put exact hourly rates for each of your users, a good best practice is to put in an average rate for them so that you will still be able to calculate labor costs. Another option is to assign a Labor Rate for each Craft that you have activated on the Craft page instead of adding labor rates for each User.

Adding New Users

  • After clicking the New User button, you will need to 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.
  • On the Participant Information screen, 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. *Note: If you are adding a Requester, their Login Name automatically defaults to their email address.
  • 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.

 

 

  • If Location and/or Craft assignments apply to the user role (Supervisor II, Technician, Manager, Requester), identify them on the following pages by checking the corresponding check boxes.
  • To define a user's Labor Rate, either select a predefined rate from the drop down box or select "Other Rate" and type it in the box provided. This is an optional step.

 

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