This article will show Order Administrators, Order Processors, and any Facilitron Works user that has been given the optional user menu “Add Tool Room to Manage Menu” access to the Tool Room dashboard and break down of a request. The article will show administrators how to set up low inventory alerts. Finally, it will also show users who have been given access to request equipment and materials how to request these items.
The Tool Room Dashboard Overview
The Tool Room dashboard can be accessed via Assets > Tool Room Dashboard. Tool room notifications of requests (e.g., reserving a tool, requesting soap) will be posted directly on the dashboard itself allowing for multiple users/tool rooms. Assets are broken up into either "Assets" meaning equipment or capital items of value (e.g., expensive tools, package units, generators), and "Consumables" meaning materials that are expensed (e.g., nuts/bolts/soap). The purpose of this feature is to manage assets both fixed and consumable in one place.
The Tool Room dashboard provides a list of all requests in order by request ID number. You can search for a request using the request ID, a user's email address, or by the last name of the requestor. Clicking “View” to the right of a request will pull up the details of that request.
There are also options to pull reports in bulk for all equipment requests or all material requests at the top right of the page. Simply click "Show Equipment Requests as Single Pick Lists" or "Show Material Requests as Single Pick List" to generate the report you need.
How to Setup Low Inventory Alerts
Snapshot of a Request
Looking at a request’s details, you’ll notice the ability for the receiver to sign for the item electronically, a reference work order link, notes, and ability to print.
a. Requested By: This area lists the information of the person who requested the equipment or material and gives them the ability to electronically sign for the item.
b. Work Order Number: If nothing appears here, you will have the option to link a reference work order where the equipment is associated with a work order. See the “Reference Work Order” button in the image below.
c. Note: This is typically written by the requestor and might concern when the item is needed by. As a tool room attendant, you have the opportunity to edit the note or add a new note here.
d. Print Pick List: Clicking this button takes you to a print view of the page to save as a pdf or to print on paper.
If a user has requested more of an item than what is in stock, the ability to check out will not be an option. However, you can update the amount requested to give them a portion of the original request by clicking “Change” under “Quantity Requested”.
How to Set Up Low Inventory Alerts
First, go to Manage > Manage Alerts > Low Consumable Inventory Alerts.
Click the blue + Add Alert button. On the subsequent page, choose the consumable types for which you would like to set up an alert for. Then, choose the user who should receive the email alerts.
How to Make an Equipment or Material Request
Below is the view of a Maintenance Technician on Facilitron Works, but the pathway to request equipment or materials/consumables is the same. To make a request, go to Assets > Request Equipment or Request Consumables.
Below, you'll see that there are multiple filters, such as the type of equipment, name, barcode, property, supplier and department. To quickly request available equipment, select the items that show as “Available”, then click the blue “Create Request” button.
If you are requesting multiple items, check the boxes next to the equipment type. If needed, you can leave a note for the tool room attendant, such as when the items are needed by.
The process to request materials/consumables is essentially the same, but you will enter a quantity of items rather than select an item. Please note that the search filters vary slightly.
