User Profile Work Flow

The User Profile Work Flow tab contains functionality to control the users ability to work with Work Orders, Purchase Orders and Inventory. For example, you can assign a Purchasing Approval dollar limit, let them edit 'read only' purchase orders, and control which Work Order and Purchase Order Status codes they have the ability to work with.

 

 

Field	Description
Purchasing Approval Limit	A limit in currency placed on the user entering purchase request. The user can not place an order with a dollar value over this amount. This limit will also include taxes and shipping cost. The user will not be able to change the status of a purchase request with a value greater than the limit.
Purchasing Authorizer	The name of the person to check with if the user tries to submit a purchasing request with a value above their limit.
Default Warehouse ID	The Warehouse ID used on all inventory transactions. iMaint allows the warehouse ID to be changed at the time of the transactions.
Default Fuel Warehouse ID	The default Fueling station for this user, and the default Warehouse for Fluid Inventory Transactions.
Transfer Parts from Other Sites	If this box is checked the user can take parts from other Warehouse ID's and transfer them into the warehouse they are currently logged into.
Transfer Parts to Another Site	Checking this box will allow the user to take parts from the current warehouse and transfer them to another warehouse.
Work Order Status Rules	Check the box in the "Allowed" column to give user access to change the work orders from one status to another. Each record will have a "From Status and a "To Status" combination. For example, check the Allowed box beside the combination record for "Planned" and "Started" to allow the user to take the work request from the Planned status to the Started status.  Check the Status Rules set up under Additional Information for detailed business rules used to define each status.  Some status codes may allow users to perform certain functions or actions, such as editing or issuing.  Make sure the appropriate users have permissions or are denied permissions for the correct status codes.
Purchase Order Status Rules	Check the box in the "Allowed" column to give the user access to change the purchase orders from one status to another. Each record will have a "From Status and a "To Status" combination. For example, check the Allowed box next to the combination record for "Not Approved" and "Approved" to allow the user to change the status of purchase order from Not Approved to an Approved status.  Check the Status Rules set up under Additional Information for detailed business rules used to define each status.  Some status codes may allow users to perform certain functions or actions, such as editing or issuing.  Make sure the appropriate users have permissions or are denied permissions for the correct status codes.

Purchase Order Authorization

To receive purchase order authorization once you have created a purchase request, iMaint will look in the user profile for the authorization limit. If the purchaser order amount exceeds your authorization limit, the sys­tem will look for the name of your purchase order authorizer and his/her limit in their user profile. If that person’s authorization limit covers your purchase order, an email requesting that they approve your purchase order request will be sent. The system will continue to check the user profile for a person that has a sufficient authori­zation limit to approve your purchase order request.

Field	Field Description
Purchasing Approval Limit	The currency value limit for purchase approvals.
Purchase Authorizer	The person who is next up the line for purchase order authorizations should the user’s dollar limit not be high enough to approve the purchase order.

Work Request Authorization

Not located in the Admin Security Module but important to note is the Work Request Authorization functionality. The Work Authorization ID comes from the Problem Type records.   To request authorization for a work request, the Problem Type form, located under Types in the Additional Infor­mation node of the iMaint application, must have a Work Authorization ID.  When the user creates a Work Request, the system will look at the Problem Type to see who should give permission to turn the work request into a work order.  An email will be sent to the work authorizer to inform him/her that a work request has been generated.  The work authorizer must have a valid email address in order receive work requests notifications.  The authorizer will then go to the Work Request module and either approve or deny the Work Request.

The complete work request process is covered in the iMaint User Guide.

Status Control

The User Profile Work Flow tab contains status items that display every pos­sible status combination you have access to. This enables you to determine whether or not to give or take away permission from a particular user to be able to move from one status to another.   By default, all are checked when you create the User Profile.  

In the Additional Information module, you may create your own Work Order or Purchase Order status codes.  When user defined statuses are created, they too will display in this grid with a check mark defaulted. The system administrator will need to remove the check from the box to disallow users from changing to/from a status.

It is important to note that if you create user defined sta­tuses, the record(s) will appear in the User Profile Work Flow tab.

For example, if you create a user defined status for plan awaiting contractors (PAC) in the Work Order Status, a PAC record displays in each of the From Status and To Status fields of the Work Status Rules section of the User Defined Work Flow tab in the Security form of iMaint Admin.

Field	Field Description
From Work Order Status	A list of all defined work order status ID’s that indicate what work order status codes the user may change a work order from.
To Work Order Status	A list of all defined work order status ID’s that indicate what work order status codes the user may change a work order to.
From Purchase Order Status	A list of all defined purchase order status ID’s that indicate what purchase order status codes the user may change a purchase order from.
To Purchase Order Status	A list of all defined purchase order status ID’s that indicate what purchase order status codes the user may change a purchase order to.

Use these permissions carefully, they can prevent a user from moving forward with a work order or a purchase order.  These status codes represent the work flow, and each status record also has its own individual business rules and options.  Take the time to really consider which users should have permission to move the work order and purchase orders from one status to another.  

For example, if you need to stop somebody from completing a work order or changing a purchase order once it has been received, use this work flow grid to give or deny permissions to change a records status.

Go through the list of every possible combination of "To and From" Work Order and Purchase Order Status codes.  Grant permission for the user to move From one status To another for both Work Orders and Purchase Orders. There are buttons to allow you to quickly select All or None when needed. Use the Copy From User buttons to duplicate the status flow of another similar user you have already taken the time to set up.  For more on each status code, please see the iMaint User Guide.

After you set up each user profile, add them to a group, using Group Management.

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