Optional Privileges Available for User Roles

This article is intended for Order Administrators, and will explain how to configure additional privileges for a particular user role and how those privileges affect work flow in Facilitron Works. 

Finding a User Profile

Please note that in order to have additional privileges configured, a user must first have a Facilitron Works account. Please see Adding a User to Facilitron Works for assistance with adding a new user, and What Roles Are There on Facilitron Works, and What Do They Do? to help determine the appropriate role for the new user.

For this article, we will be looking at a user profile that has already been created, as the optional privilege menu items are not viewable until after a user has been added to Works. 

To find a specific user’s profile, go to Manage > People > Users.

Type in the user’s name and click "Apply Filter". You can use the other fields in the filter criteria section to narrow your search if needed. 

If the user exists, they will show on this page as highlighted below.
Clicking on the designated user’s email address will take you to their Facilitron Works profile. An example of this page is below.

Optional User Menus

The optional user menu is located to the lower right of the user profile page. Here we will note the optional menus individually, along with how they function. 

1. Site Improvement Requests - Currently in development. This is for the site improvement requests (SIR) menu and adds the SIR approve screen to the user’s work orders menu when checked.
2. Regional Roll Up Reporting - Allows lower level users to access reports from the different regions configured in the customer’s account. If you do not share Works amongst multiple regions, do not add this optional menu as it mirrors the existing report generator.
3. Recurring Work Orders - Allows lower level users (Order Processors) to create and manage recurring work orders.
4. Dispatcher Inbox - Adds another step to the process of assigning a work order. The dispatcher concept is a workflow style where a system administrator or processor uses the "Receive Work Order" screen to initially view the incoming work orders. However, instead of assigning these work orders to a worker directly, the user assigns the work orders to a supervisor (the dispatcher), who then assigns the work orders to their staff via the dispatcher inbox screen. For more information regarding how to use the dispatcher inbox to review and close work orders, please see Using the Dispatcher Inbox.
5. Budget Pre Approve Work Orders - Provides added functionality for estimate approvals and adding or correcting budget codes.
6. Pre-Approved Hazardous Materials - Provides added functionality to address hazardous materials present in spaces where work orders have been requested. This optional menu adds an additional approval step for hazardous materials.
7. Tool Room - This gives a warehouse worker access to the tool room dashboard where users' requests for equipment are recorded. Here, the tool room attendant receives and processes requests in order to dispatch materials to their necessary locations.
8. Add both Request Equipment and Request Material - This provides any user the ability to request equipment or materials. This role setting is only inherent to Order Administrators and Order Processors.
9. Estimate Processing to Work Order Menu - Please reach out to your Facilitron account manager to configure this work flow style, if desired. This provides the option for work orders that have an estimate type of status to be routed to a specific user for estimate processing instead of being routed to M&O.
10. Site Final Approval to Work Order Menu (for estimates) - Adds an additional approval step specifically for site users requesting estimates for work to be done.
11. Property Key Management - Allows site-based issuance of keys for roles other than Order Administrators.
12. Budget Management - Allows lower level users to add and change budget codes.
13. Contractor and Contractor Types - Allows selected roles to add contractors and contractor types (in addition to Order Administrators).
14. Review and Close Work Orders - Used when Maintenance Technicians are adding hours and material costs to their own work orders and closing them pending review. This adds a "Review and Close" icon to the user's system menu options.