As an admin, incoming orders will be distributed to all users with the necessary permissions to approve or complete the order. If you hold an admin role within your project, you will receive email notifications when orders are submitted for items within your project or across projects when materials are being transferred.
The process of approving and completing orders is straightforward. Here's a guide on reviewing the items in your order and how to approve them.
Step one: Navigate to the orders page
Click on the tab called 'Pending approval'
Step two: View order details.
Within the "View Order" modal, you can access various order details, providing you with comprehensive information about the order:
The order's creator and the destination project
Delivery specifics, including the required date and time for item delivery, if user has specified
A summarised item description displaying the item ID, Record Type, source project (where the items originate, typically the project for which you are an admin), item availability, and an option to remove items from the order.
Ability to leave additional comments
Ability to 'reject' or 'approve' the order
Note: If you decide to eliminate items due to unavailability, you can leave a comment and proceed to approve the order. The order creator will have visibility of these comments and can decide whether to maintain the order as is or cancel it if the changes do not align with their requirements.
Step two: Filter or view items
Option one
If you require additional information about each item in the "Contains Items" section, you can easily access more properties by hovering over a column header. This action will reveal filtering and sorting options, allowing you to:
Sort items in ascending or descending order.
Apply filters to narrow down item selection.
Hide columns that are not relevant to your needs.
Show additional columns that are pertinent to your items. For example, you can remove the ID and Record Type columns and add columns like size or location.
Pin the selected column to either the left or right side of the data table for your convenience.
Option two
Step one: Search for your order
You can copy the order number and use the global search bar at the top of the web-application to search for your order.
Enter the number in the top search bar and click enter to search.
Step two: View/Edit Records
Your order should appear, simply click on the order and click the 'View/Edit Records' button.
Step three: Click related
This will bring up the Record Card for this order, click 'View Related'
Step three: View as list
Now click 'View as list', this will bring up a list of all the items contained within this order, you can bring up the record card for each item if needed to view all the item details.
Step Three: Approve and Complete Your Order
Once you've thoroughly reviewed all the order details and are ready to proceed, follow these steps:
Approve Order: Click the "Approve Order" button. This action will notify all approvers and the order creator that the order has been approved.
Complete Order: After the order has been approved, it will move to the "Approved" tab. To finalize the order, select the respective order row and use the action bar to click "Complete Order."
By completing the order, it will be marked as finished, and any associated items will be transferred to the relevant project, especially if you're using the multi-project view.