Frontline Inventory & Help Desk Management
Frontline Inventory & Help Desk Management

Configure Approval Workflow for Transfers

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This preference defines the approval or sign-off levels for the transfer of items between sites. The approval workflow allows for up to 5 user approvals for a transfer before it can be shipped. Approval is based on user type or specific individuals. Setting up an approval workflow is accomplished in four areas: "District Settings," "Funding Sources," "Users," and "User Types."

  1.  Navigation:
  2. Admin View
  3. Dashboard

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District Settings for Transfer Workflows

  1. Click on District Settings under "Management Quick Links." The "Manage District Settings" window opens.
  2. Click on Transfer Settings. The section expands.

TransferDistrictSettings.PNG

  1. Under "Restricted Funding Sources," select the respective settings:
    • Enable Denied Asset Process indicates tags with a restricted funding source that can no longer be deleted by the approver. Instead, they are marked as "denied" and will unblock the transfer from submission.
    • Restrict tag transfers if the funding source is restricted indicates tags with a restricted funding source are allowed to be transferred.
  1. Under "Site-to-Site," select the respective settings:
    • Initiated Transfers Require Approval enables the destination site’s administrator to approve/deny each transfer waiting to be shipped from another site.
    • Inventory Received from a Site Requires Approval from Site Admin (drop-down menu) enables the destination site’s administrator to approve/deny each transfer shipped and waiting to be received at the destination site.
    • Inventory Received from a Site Requires Approval from District Only (drop-down menu) enables the district administrator to approve/deny each transfer shipped and waiting to be received at the destination site.
    • Transfers Require Digital Signature to be Captured allow users to capture digital signatures when conducting site-to-site transfers.
  1. Click save.png Save.
  2. Click on x.png Close to close the "Manage District Settings" window.

Funding Sources and Transfer Workflows

  1. Click on Funding Sources under "Management Quick Links." The "Manage Funding Sources" window opens.
  2. Click on the desired Funding Source. The record opens.

TransferFundSource.PNG

  1. In the Transferring Restricted To field, begin typing the username of the person who will be allowed to transfer items in the funding source. Click the name to select. Add as many users as are allowed to transfer.

Only users added here will be able to submit tags with this funding source on a transfer. If this list is empty, all users will have permission.

  1. In the Status Notifications Sent To field, enter the email addresses for those who will receive a nightly notification. Notifications will be sent to the specified e-mails if at least one tag with this funding source is put into an end-of-life status. Multiple email addresses can be added using a semicolon for each entry.
  2. In the Transfer Notifications Sent To field, enter the email addresses for those who will receive a nightly notification. Notifications will be sent to the specified e-mails if at least one tag with this funding source is submitted on a transfer. Multiple email addresses can be added using a semicolon for each entry.
  3. Click save.png Save.
  4. Click on x.png Close to close the "Manage Funding Sources" window.

If the district has enabled "Restricted Funding Sources," the district has identified users who can approve the inclusion of restricted funding source tags to a site-to-site transfer. Once the transfer has been placed in the status of "In Transit," no additional items can be added to this site-to-site transfer.

Districts that have enabled the "Restrict Shipping of Initiated Inventory Transfers" preference for site user roles will not see the ship.png Ship Items icon if they are assigned the site user role.

Users and User Types in Transfer Workflows

When adding or editing users in Asset Management, the "User Type" field allows for further definition of a user’s role in the transfer workflow process.

Defining a User Type

  1. Click on Users under "Management Quick Links." The "User Management" screen opens.
  2. Click on User Types under the "Management Quick Links." The "Mange User Types" window opens.

ManageUserTypes.PNG

  1. Click add.png Add Record or select the desired "User Type" to edit.
  2. Enter a unique name in the User Type field.
  3. Click add.png Add Record to add a new "Transfer Approval Workflow."
  4. Select the desired Approval Type in the dropdown list:
    • Individual User - Select an individual user (account must exist), approval level, and additional email contact
    • User Role - Select a user role, approval level, and email contact
      • Destination Site Admin - Set the destination site administrator as the approver
      • Origin Site Admin - Set the origin site administrator as the approver
      • District Admin - Allow only an admin-level user as the approver
    • User Type - Select a user type, transfer site, approval level, and additional email contact
      • User Type - Select desired user type
      • Transfer Site - Determines which site will be performing the approval
        • Destination Site - Approval happens at the destination site
        • Origin Site - Approval happens at the origin site
  1. Click save.png Save.
  2. Click on x.png Close to close the "Manage User Types" window.
Note:
  • When a tag is denied from a site transfer, if the user scans the tag number again into the transfer, the "denied" status is removed, and the tag goes back into "approval" status.
  • When a tag is denied from a container, the tag is removed from the container, but retains its location and status. The tag is removed from the container area of the transfer, placed in the individual tag section of the transfer, and marked "denied."
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