Steps to Import Employee Email AddressesFollow the steps below to use the Room Inventory option within the Web Link module to complete an inventory of the assets entered in the rooms in the Fixed Asset Inventory module.
Step 1: Set Up System for Emailing Messages, If Desired
If desired, set up the system to send emails to the users who will be completing the inventory. To set up the system to send emails, do the following:
1) Open the Email Manager option and complete the following: 1) complete the General Options tab (if not already completed) by selecting the Enable Email Manager field and completing the remaining fields; 2) if needed, on the Email Addresses tab, add an email address to use when emailing notifications for the room inventory; and 3) complete the Web Link Room Inventory Options section on the Fixed Asset Inventory tab.
2) Verify that the applicable employees have a valid email address entered in the Employee File with the Other Communication field selected. If needed, email addresses for employees can be imported; also, the Adjust Email Addresses option can be utilized to update the usage field for Other Communication for employees.
Steps to Import Employee Email Addresses
Steps
to Adjust Email Addresses
Step 2: Assign Rights and Rooms to Users
Within the User Security option, give the users who will be taking the inventory the Edit Room Inventory rights for Web Link and also complete the Fixed Asset Inventory Rooms List, by changing existing users, adding new users if needed, and/or utilizing the View/Adjust Users option. For each applicable user, select Full Access for Edit Room Inventory under the Web Link module in the User Permissions List, and then click the Fixed Asset Inventory Rooms tab and enter the rooms for which the user is responsible for completing the inventory in the Fixed Asset Inventory Rooms List. To add a room for a user, in the blank line (indicated with an asterisk) at the bottom of the Fixed Asset Inventory Rooms List, enter the ID of the room in the Room ID field (column). If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature. If needed, to remove a room from the Fixed Asset Inventory Rooms List for a user, click the Delete button to the left of the desired room.
Step 3: Open Inventory for Viewing in Web Link Setup Options
In the Web Link Setup Options option, enter Open in the Web Link Room Inventory Status field, or click the down-arrow button to select it. By specifying Open, the process for completing an inventory will be started and the Room Inventory option will be available for the users in Web Link.
Note: The Opened Date field will display the date for the inventory process that will be opened and cannot be changed.
Steps
to Complete the Web Link Setup Options
Step 4: If Desired, Send Email Notification to Employees
If desired, complete the View Room Inventory Status option to send an email notification to the employees (users) informing them the inventory process is now open.
Steps
to View Room Inventory Status
Step 5: Applicable Users Complete Room Inventory in Web Link
The applicable users complete the Room Inventory option in Web Link. Refer to the Completing Room Inventory topic in the Help File in Web Link for detailed instructions.
Step 6: View Room Inventory Status
Complete the View Room Inventory Status option to determine if all employees have completed the inventory for their rooms. If applicable, send an email notification to the employees who have not yet completed the room inventory.
Steps
to View Room Inventory Status
Step 7: Close Inventory for Viewing in Web Link Setup Options
Once all employees have completed the inventory for their rooms (or all the rooms that will be inventoried have been completed), enter Closed in the Web Link Room Inventory Status field in the Web Link Setup Options option, or click the down-arrow button to select it. By specifying Closed, the process for completing an inventory will be closed and the Room Inventory option will be unavailable for the users in Web Link.
Note: If needed, after closing an inventory, the inventory can be reopened (for only the most recently closed inventory) by entering Open in the Web Link Room Inventory Status field in the Web Link Setup Options option and then clicking the Open Existing button when prompted; typically, an inventory should only be reopened if Step 8 has not yet been completed.
Steps
to Complete the Web Link Setup Options
Step 8: Process Room Inventory
Complete the Process Room Inventory option to determine if there are any new or missing assets, or assets with location, condition, or disposal status changes. All the assets with variances and those that had comments entered in Web Link display within the Process Room Inventory option. The necessary changes can then be made for the applicable assets.