How do I assign directory records to my users so they can use them?

Last Updated: June 2024

You can now control which directory information is shown to your users when they are creating Events. This ensures data integrity, it provides a level of control to you over which users interact with which directory records, and also ensures users are able to easily and quickly select from dropdown menus that are only relevant to them.

Note: Product Lines, Physicians, Facilities, Request Recipes, Locations, and Manufacturers MUST be added to a User’s account in order for them to select them in vTrakr or when creating an event with that user assigned.

If assignments are not created or if there are inactive directory records, these will not show up when your users are selecting directory records in an Event. Make sure your assignments are correct and up-to-date to make sure your users are successful!

It is also a good practice to notify affected users if a directory record becomes inactive, so they know it will no longer appear when they are creating Events.

Instructions

Navigate to the Users tab.
Select your Sales or Distributor user.
Scroll down the page until you see the “Assignments” section.
Select the type of directory assignments you would like to authorize from the dropdown menu (see below).
Here you’ll see all of the Manufacturers, Facilities, Physicians, Locations, Request Recipes, or Product Lines that are already associated with the user. If you’d like to revoke any existing access, click the “X” next to that entry. Then click save.
1. Note: When inventory is transferred to a user that manufacturer and product line is automatically assigned to their Account. This Manufacturer cannot be removed from the account unless all active inventory is transferred out of the user’s custody.
2. If a Sales User is assigned to a distributor, any relevant assignments from that sales user will be automatically added to the Distributor as well.
To add a new association, search for the record in the relevant search bar to the right of the Assignment Type dropdown.
Click on the record so it appears in the list. Then click “Save” at the top of the window.

Note: When inventory is transferred to a user that manufacturer and product line is automatically assigned to their Account. This Manufacturer cannot be removed from the account unless all active inventory is transferred out of the user’s custody.

You’ll also need to assign your Procedures, Products, and Facilities to the relevant Physicians so they are available when your users are entering cases.