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

District-Wide Preference Checklist

Print

An Administrative Administrator can set up key district-encompassing preferences for the application. These settings can be updated as needed. Provided below are questions to consider when verifying which preferences to set.

  1.  Navigation:
  2. Admin View
  3. Quick Links
  4. Management
  5. District Settings

Application Settings

Home Page Image

Do you want to display the district’s logo on the Asset Management home page?

No

Leave blank (no action).

Yes

  1.  Navigation:
  2. Quick Links
  3. District Settings
  4. Application Settings

Select Browse and then Upload Image to display the desired image.

Timeout Control

Do you want to increase the timeout control from 15 minutes (increments up to 40 hours)?

No, Leave at 15 Minutes

No action.

Yes, Increase to Up to 40 Hours

  1.  Navigation:
  2. Quick Links
  3. District Settings
  4. Application Settings

Select desired time from Idle Timeout drop-down menu.

Inventory Management Settings

Inventory Transaction History for Rooms, Staff, and Students

Do you want to hide older data regarding collected/returned tag transaction history from showing up on receipts and inventory history screens?

No, Show All Transactions in the Status of "Returned," Even If the Items were Returned Years Ago

No action.

Yes

  1.  Navigation:
  2. Quick Links
  3. District Settings
  4. Inventory Management Settings

Select Show After the Following Date and select the desired date.

Student Inventory Data

Do you want items issued to students at one campus to follow them to a new campus within the district?

No

No action.

Yes

  1.  Navigation:
  2. Quick Links
  3. District Settings
  4. Inventory Management Settings

Select Automatically Transfer Student Inventory Data.

Audits

Do you want the district to be able to reconcile the audit without site approval/ denial?

No

No action.

Yes

  1.  Navigation:
  2. Quick Links
  3. District Settings
  4. Inventory Management Settings

Select District Only.

Do you want to prevent a site user from synching tags denoted as found across all open district created audits?

No

No action.

Yes

  1.  Navigation:
  2. Quick Links
  3. District Settings
  4. Inventory Management Settings

Select Allow Manual Synchronization of Found Items Across Open Audits that have been Reconciled.

Do you want to prevent a site user from performing an audit on an individual tag when they are in possession of the tag?

No

No action.

Yes

  1.  Navigation:
  2. Quick Links
  3. District Settings
  4. Inventory Management Settings

Select Allow Quick Tag Verification on Tag Information Modal.

Do you want to prevent a site user from collecting tags denoted as misplaced from another site when scanned on an audit for that campus?

No

No action.

Yes

  1.  Navigation:
  2. Quick Links
  3. District Settings
  4. Inventory Management Settings

Select Disable Tags from Being Collected if Located at Another Site.

Tag Status

Do you have the HelpDesk Management application and would like to update the status of a tag to “In Repair” within Asset Management when a ticket is created and set to “In Progress” in HelpDesk Management?

No

No action.

Yes

  1.  Navigation:
  2. Quick Links
  3. District Settings
  4. Inventory Management Settings

Select Synchronize Tag Status with GetHelp Tickets.

Do you want the police report number and attachment to be required when the tag’s status is changed to "Lost"?

No

No action.

Yes

  1.  Navigation:
  2. Quick Links
  3. District Settings
  4. Inventory Management Settings

Select Lost Status: Police Report # and Attachment Required.

Do you want administrator approval when the tag’s status is changed to "Lost"?

No

No action.

Yes

  1.  Navigation:
  2. Quick Links
  3. District Settings
  4. Inventory Management Settings

Select Lost Status Requires Approval.

Do you want the police report # and attachment to be required when the tag’s status is changed to "Stolen"?

No

No action.

Yes

  1.  Navigation:
  2. Quick Links
  3. District Settings
  4. Inventory Management Settings

Select Stolen Status: Police Report # and Attachment Required.

Do you want administrator approval when the tag’s status is changed to "Stolen"?

No

No action.

Yes

  1.  Navigation:
  2. Quick Links
  3. District Settings
  4. Inventory Management Settings

Select Stolen Status Requires Approval.

Do you want to remove the option to select certain statuses for Site View users?

No

No action.

Yes

  1.  Navigation:
  2. Quick Links
  3. District Settings
  4. Inventory Management Settings

Select Enable/Disable Statuses for Sites and Departments.

Notification Settings

Status Notifications

Do you want site users to receive on-screen warnings when attempting to collect tags in the status of "In Repair"?

No

No action.

Yes

  1.  Navigation:
  2. Quick Links
  3. District Settings
  4. Notification Settings

Select Notify user when Collecting Tags that are In Repair.

User Role Settings

Site Administrator

Do you want all site administrators to transfer items from one room to another in bulk?

Yes

No action.

No

  1.  Navigation:
  2. Quick Links
  3. Settings
  4. User Role Settings

Select Restrict Bulk Room To Room Transfers.

Do you want all site administrators to have the capability to add students from other sites when issuing to students? This is in regard to issuing to any student across sites.

Yes

No action.

No

  1.  Navigation:
  2. Quick Links
  3. Settings
  4. User Role Settings

Select Restrict from Adding Students from Other Sites when Issuing to Students.

Do you want all site administrators to associate tags to purchase orders?

Yes

No action.

No

  1.  Navigation:
  2. Quick Links
  3. Settings
  4. User Role Settings

Select Restrict from Associating Tags to Purchase Orders.

Do you want all site administrators to be able to create a new room audit?

Yes

No action.

No

  1.  Navigation:
  2. Quick Links
  3. Settings
  4. User Role Settings

Select Restrict from Creating New Room Audits.

Do you want all site administrators to edit product information on purchase orders created at the district level?

Yes

No action.

No

  1.  Navigation:
  2. Quick Links
  3. Settings
  4. User Role Settings

Select Restrict from Editing Products on a District Purchase Order.

Do you want all site administrators to have the capability to initiate and receive tags when issuing to staff/student? This is regarding issuing a tag to any staff/student across sites.

Yes

No action.

No

  1.  Navigation:
  2. Quick Links
  3. Settings
  4. User Role Settings

Select Restrict from Initiating and Receiving Tags when Issuing to Staff/Students.

Do you want all site administrators to be able to quick-collect assets that belong to another site?

Yes

No action.

No

  1.  Navigation:
  2. Quick Links
  3. Settings
  4. User Role Settings

Select Restrict from Quick Collecting Another Site's Assets.

Do you want all site administrators to reconcile district-initiated audit results?

Yes

No action.

No

  1.  Navigation:
  2. Quick Links
  3. Settings
  4. User Role Settings

Select Restrict from Reconciling District Initiated Audits.

Do you want all site administrators to reconcile finalized room audit results?

Yes

No action.

No

  1.  Navigation:
  2. Quick Links
  3. Settings
  4. User Role Settings

Select Restrict from Reconcile Site Initiated Audits.

Do you want all site administrators to quickly transfer inventory from one site to another during the deactivation process for staff members?

Yes

No action.

No

  1.  Navigation:
  2. Quick Links
  3. Settings
  4. User Role Settings

Select Restrict Quick Transfers of Inventory when Deactivating Staff.

Site User

Do you want all site users to have the capability to add students from other sites when issuing to students? This is regarding issuing to any student across sites.

Yes

No action.

No

  1.  Navigation:
  2. Quick Links
  3. Settings
  4. User Role Settings

Select Restrict from Adding Students from Other Sites when Issuing to Students.

Do you want all site users to be able to create new room audits?

Yes

No action.

No

  1.  Navigation:
  2. Quick Links
  3. Settings
  4. User Role Settings
  5. Site User

Select Restrict from Creating New Room Audits.

Do you want all site users to have the capability to initiate and receive tags when issuing to staff/student? This is regarding issuing a tag to any staff/student across sites.

Yes

No action.

No

  1.  Navigation:
  2. Quick Links
  3. Settings
  4. User Role Settings

Select Restrict from Initiating and Receiving Tags when Issuing to Staff/Students.

Do you want all site users to be able to collect asset that belong at another site?

Yes

No action.

No

  1.  Navigation:
  2. Quick Links
  3. Settings
  4. User Role Settings

Select Restrict from Quick Collecting Another Site's Assets.

Do you want all site users to ship site-to-site transfers?

Yes

No action.

No

  1.  Navigation:
  2. Quick Links
  3. Settings
  4. User Role Settings
  5. Site User

Select Restrict Shipping of Initiated Inventory Transfers.

Transfer Settings

Restricted Funding Sources

Do you want tags with a restricted funding source to be able to be deleted from the transfer?

No

No action.

Yes

  1.  Navigation:
  2. Quick Links
  3. District Settings
  4. Transfer Settings

Select Enable Denied Asset Process.

Do you want tags with a restricted funding source to be able to be transferred if the funding source is restricted?

No

No action.

Yes

  1.  Navigation:
  2. Quick Links
  3. District Settings
  4. Transfer Settings

Select Restricted tag transfers if the funding source is restricted.

Site to Site

Do you want the destination site’s administrator to approve/deny each transfer waiting to be shipped to their site?

No

No approval needed prior to shipping items to another site, no action

Yes

  1.  Navigation:
  2. Quick Links
  3. District Settings
  4. Transfer Settings

Select Initiated Transfers Require Approval.

Do you want the destination site’s administrator to approve/deny each transfer shipped and waiting to be received on their site?

No

No approval needed to receive items shipped to a site, no action

Yes

  1.  Navigation:
  2. Quick Links
  3. District Settings
  4. Transfer Settings

Select Inventory Received from a Site Requires Approval from Administrator.

Do you want the user to capture a digital signature when conducting a transfer?

No

No action.

Yes

  1.  Navigation:
  2. Quick Links
  3. District Settings
  4. Transfer Settings

Select Transfers Require Digital Signatures to be Captured.

API and SSO Information

API Setup

Do you want a connection between the district API and your Frontline Asset Management Rest API?

Note: The API Secret displayed under API and SSO information is to connect to the Frontline Asset Management Rest API. The data accessed by the API are tags distributed to Staff or Students and the statuses associated with them.

No

No action.

Yes

  1.  Navigation:
  2. Quick Links
  3. Settings
  4. API and SSO Information

Enter the Secret Key and Passphrase (the API URL is provided).

SSO Documentation Setup

Do you want to view step-by-step instructions to setup your SSO documentation?

Note: To generate your appropriate documentation, you will need to know your IDP and what protocol you have. Once the necessary information is specified from the process below, you’ll be redirected to the appropriate documentation.

No

No action.

Yes

  1.  Navigation:
  2. Quick Links
  3. Settings
  4. API and SSO Information
  5. SSO Documentation

Enter in the Domain, IDP, and Protocol, then select Generate Documentation.

Manage Email Notifications - Audits

Compliance Notifications

Do you want to:

  • Notify Site when Audit is Approved – When an audit is approved, an e-mail is sent to the primary site contact containing a link to the audit compliance report.
  • Notify Audit Creator when Audit is Approved – When an audit is approved, an e-mail is sent to the audit creator containing a link to the audit compliance report.
  • Notify Audit Approver when Audit is Approved – When an audit is approved, an e-mail is sent to the audit approver containing a link to the audit compliance report.

No

No action.

Yes

  1.  Navigation:
  2. Quick Links
  3. District Settings
  4. E-Mail Notifications

Select the checkbox(es) for those you want to enable.

Due Date Notifications

Do you want to:

  • Notify Site of Audit Due Date (Nightly) – A nightly e-mail notification sent to the Site Contact regarding the due date of district assigned audits. Once the date is past due, the e-mail is no longer sent.
  • Notify Every ___ Day(s) Until Due Date – An e-mail notification set at specified intervals. If no value is set, an e-mail is sent nightly.
  • Begin Notification (# of weeks) Before Due Date Drop-Down Menu – A drop-down menu allowing the choice time frame to begin e-mail notification of audit due date.
  • Notify Site when Audit is Past Due (Nightly) – An e-mail notification sent nightly to the Site Contact regarding the past-due status of district-assigned audits.
  • Notify Every ___ Day(s) Until Audit is Approved – An e-mail notification set at specified intervals. If no value is set, an e-mail is sent nightly.
  • Notify District when Audit is Past Due (Nightly) – An e-mail notification is sent nightly to the district audit creator regarding the past-due status of district-assigned audits from their site. Once the audit is approved, the e-mail is no longer sent.
  • Notify Every ___ Day(s) Until Audit is Approved – An e-mail notification set at specified intervals. If no value is set, an e-mail is sent nightly.

No

No action.

Yes

  1.  Navigation:
  2. Quick Links
  3. District Settings
  4. E-Mail Notifications

Select the checkbox(es) for those you want to enable and enter notifications details.

Manage Email Notifications - Collection

Collection Receipt Notifications

Do you want to:

  • Allow Sites to E-Mail Receipts to Staff – An e-mail notification is sent to selected staff member(s) with the collection transaction receipt attached.
  • Allow Sites to Send E-Mail Receipts to Students / Parents – An e-mail notification is sent to selected student(s) with the collection transaction receipt attached.

No

No action.

Yes

  1.  Navigation:
  2. Quick Links
  3. District Settings
  4. E-Mail Notifications
    1. Select the checkbox for those you want to enable and enter notification details.
    2. Select Students, Parents, or Staff from the "E-Mail Notification For" drop-down menu.
    3. Enter an e-mail subject in the Subject Line field.
    4. Enter text in the e-mail body using the Text Editor.

Manage Email Notifications - Distribution

Distribution Receipt Notifications

Do you want to:

  • Allow Sites to E-Mail Receipts to Staff – An e-mail notification is sent to selected staff member(s) with the distribution transaction receipt attached.
  • Allow Sites to Send E-Mail Receipts to Students/Parents – An e-mail notification is sent to selected student(s) with the distribution transaction receipt attached.

No

No action.

Yes

  1.  Navigation:
  2. Quick Links
  3. District Settings
  4. E-Mail Notifications
    1. Select the checkbox for those you want to enable and enter notification details.
    2. Select Students, Parents, or Staff from the "E-Mail Notification For" drop-down menu.
    3. Enter an e-mail subject in the Subject Line field.
    4. Enter text in the e-mail body using the Text Editor.

Manage Email Notifications - Status Approvals

Status Approvals

Do you want:

  • An e-mail notification sent indicating tag status change to "Lost."
  • An e-mail notification sent indicating tag status change to "Stolen."

No

No action.

Yes

  1.  Navigation:
  2. Quick Links
  3. District Settings
  4. E-Mail Notifications
    1. Select the checkbox for those you want to enable.
    2. Select e-mail recipient from the Please select E-Mail Recipient drop-down menu.
    3. Select District Admin/User from the drop-down menu, then select a user from the Please select User drop-down menu.
      • Primary Site Contact – An e-mail notification is sent to primary site contact.
      • Site Admins – An e-mail notification is sent to all site admins.
  •  

Manage Email Notifications - Status Changes

Status Changes

Do you want an email notification when tags are changed to specified statuses?

  • Auctioned – An e-mail notification is sent indicating tag status change to "Auctioned."
  • Disposed – An e-mail notification is sent indicating tag status change to "Disposed."
  • In Repair – An e-mail notification is sent indicating tag status change to "In Repair."
  • Lost – An e-mail notification is sent indicating tag status change to "Lost."
  • Recycled – An e-mail notification is sent indicating tag status change to "Recycled."
  • Returned to Vendor – An e-mail notification is sent indicating tag status change to "Returned to Vendor."
  • Sold – An e-mail notification is sent indicating tag status change to "Sold."
  • Stolen – An e-mail notification is sent indicating tag status change to "Stolen."
  • Surplus – An e-mail notification is sent indicating tag status change to "Surplus."
  • Used for Parts – An e-mail notification is sent indicating tag status change to "Used for Parts."
    1. Select the Status for which you want to activate notifications.
    2. Select e-mail recipient(s) from the Please select E-Mail Recipient drop-down menu.
      • Custom E-Mail List – An e-mail notification is sent to defined staff member(s).
    3. Select Custom E-Mail List from the drop-down menu, then enter user email address(es) in the next field, separating each e-mail address with a comma.
      • District Admin / User – An e-mail notification is sent to chosen admins or admin users.
    4. Select District Admin/User from the drop-down menu, then select user from the Please select User drop-down menu.
      • Primary Site Contact – An e-mail notification is sent to primary site contact.
    •  

Manage Email Notifications - Tag Due Dates

Tag Due Date Notifications

Do you want to:

  • Allow Sites to Send E-Mail Notification to Staff – An e-mail notification sent to selected staff member(s).
  • Allow Sites to Send E-Mail Notification to Students – An e-mail notification sent to selected student(s).
  • Notify Sites When Tags are Past Due – An e-mail notification alert sent to a site when they have past-due items.
    1. Select Students or Staff from the "E-Mail Notification For" drop-down menu
    2. Enter an e-mail subject in the Subject Line field.
    3. Enter text in the e-mail body using the Text Editor.

Manage Email Notifications - Tag Transfers

Transfer Notifications

Do you want:

  • Transfer Requires Approval – An e-mail notification is sent indicating action must be taken by recipient before transfer can be shipped/received.
  • Notify Every ___ Day(s) Until Approved – Indicates how often reminder e-mails will be sent. If no number is entered, the field defaults to zero.
  • Transfer is Denied – An e-mail notification is sent indicating sending party has refused transfer.
  • Transfer is Delayed – An e-mail notification is sent alerting the recipient the transfer has been held up. This option is related to warehouse functionality and drivers.
  • Transfer is Ready to be Received – An e-mail notification is sent indicating action must be taken by recipient before transfer can be received at that location.
  • Transfer has Restricted Tag Added – An e-mail notification is sent to the designated person(s) who can approve the transfer.
  • Notify Every ___ Day(s) Until Approved - Indicates how often reminder e-mails will be sent to the designated person(s) who can approve the transfer. If no number is entered, the field defaults to zero.

No

No action.

Yes

  1.  Navigation:
  2. Quick Links
  3. District Settings
  4. E-Mail Notifications

Select the checkbox(es) for those you want to enable and notifications details.

Restricted Tag Notifications

Do you want:

  • Notify Users who can Approve the Tags(s) – Email the person indicated in "Funding Source" table.
  • Notify Every ___ Day(s) Until Approved - Indicates how often reminder e-mails will be sent to the designated person(s) who can approve the transfer. If no number is entered, the field defaults to zero.
  • E-mail Report to District Admins – Email to district-level admin users.
  • Notify Every ___ Day(s) Until Approved - Indicates how often reminder e-mails will be sent to the designated person(s) who can approve the transfer. If no number is entered, the field defaults to zero.

Manage Integration Settings - G Suite/Google Workspace Integrations

G Suite/Google Workspace Integration Status

Do you want to enable the sync of certain G Suite MDM fields within Asset Management?

No

No action.

Yes

  1.  Navigation:
  2. Quick Links
  3. District Settings
  4. Integration Settings

Input your customized G Suite settings to configure and initiate your sync.

Manage Integration Settings - JAMF Integrations

JAMF Integration Status

Do you want to enable the sync of certain JAMF MDM fields within Asset Management?

No

No action.

Yes

  1.  Navigation:
  2. Quick Links
  3. District Settings
  4. Integration Settings

Input your customized JAMF settings to configure and initiate your sync.

Report Settings - Collection Receipt

Collection Receipt Upload

Do you want to automatically upload a signed collection receipt to the respective student or staff member?

No

No action.

Yes

  1.  Navigation:
  2. Quick Links
  3. District Settings
  4. Report Settings

Select Automatically upload signed collection receipts to student or staff member.

Do you want to automatically upload a signed collection receipt to the distributed tag?

No

No action.

Yes

  1.  Navigation:
  2. Quick Links
  3. District Settings
  4. Report Settings

Select Automatically upload signed collection receipts to the distributed tag.

Collection Receipt Logo

Do you want to display the district’s logo on the student/staff collection receipt?

No, Leave Blank

No action

Yes

  1.  Navigation:
  2. Quick Links
  3. District Settings
  4. Report Settings

Select Browse and then Upload Image to display the desired image.

Collection Receipt Text

Do you want to customize the top of the collection receipt with your district’s verbiage?

No

No action.

Yes

  1.  Navigation:
  2. Quick Links
  3. District Settings
  4. Report Settings

Enter text in the e-mail body using the Text Editor.

Report Settings - Compliance Report

Compliance Report Text

Do you want to customize the Autocompliance Report that outlines the outcome of an audit?

No

No action.

Yes

  1.  Navigation:
  2. Quick Links
  3. District Settings
  4. Report Settings

Input your customized message.

Report Settings - Distribution Receipt

Distribution Receipt Upload

Do you want to automatically upload a signed distribution receipt to the respective student or staff member?

No

No action.

Yes

  1.  Navigation:
  2. Quick Links
  3. District Settings
  4. Report Settings

Select Automatically upload signed distribution receipts to student or staff member.

Do you want to automatically upload a signed distribution receipt to the distributed tag?

No

No action.

Yes

  1.  Navigation:
  2. Quick Links
  3. District Settings
  4. Report Settings

Select Automatically upload signed distribution receipts to the distributed tag.

Distribution Receipt Logo

Do you want to display the district’s logo on the student/staff distribution receipt?

No, Leave Blank

No action.

Yes

  1.  Navigation:
  2. Quick Links
  3. District Settings
  4. Report Settings

Select Browse and then Upload Image to display the desired image.

Distribution Receipt Text

Do you want to customize the top of the distribution receipt with your district’s verbiage?

No

No action.

Yes

  1.  Navigation:
  2. Quick Links
  3. District Settings
  4. Report Settings

Enter text in the e-mail body using the Text Editor.

Was this article helpful?