What controls and settings do I have over my organization account (Admins)?

This article explains each of the controls and settings available to admin users over the Organization in the Settings section. 

1. Weekly PO Reminder: Send a weekly email reminder for outstanding Purchase Order Numbers
2. Initiate Transfers from the Field: Allow (or do not allow) Sales and Distributors to Initiate Transfers

3. Transfer Email Notifications: Send Transfer Email Notifications to the Transfer Recipient

4. Re-open Events: Allow (or do not allow) Sales and Distributor Users to Reopen Events

5. Inventory Adjustments: Allow (or do not allow) Sales and Distributor users to add or deactivate inventory. 

6. Associate Requests with Events: Require Sales/Distributors to associate inventory requests with Events

7. Notes for In/Out and Damage/Waste: Require user to add notes for devices marked Missing, In/Out, Damaged

8. Auto-Trigger Sales Order Email: Auto-trigger the send workflow for Sales Order Emails when a Case or Stocking Order is submitted for billing.

9. Auto-Send Invoice Email on receipt of PO#: Auto-send the invoice email when the PO has been entered into an Event

10. Limit Procedure List: Limit the procedure list that is displayed in the drop-down menu in an Event to the procedures that are assigned to the selected Physician in the Directory.

11. Automatically Set Due Back Dates for Loaned Inventory: Automatically sets the due back date on any loaned inventory to "X" days after the event date that the inventory is associated with. 
12. Discrepant Custody: Assign an existing custodian-only user as the discrepant custodian for inventory audit reconciliation

13. Manufacturers Bills as the Org: If you would like inventory from a particular manufacturer to be billed as your organization, set that up here. This should be used in distribution arrangements and white labelling agreements, for instance.

Organization Settings

1. Send a weekly email reminder for outstanding Purchase Order Numbers

The event workflow does not end when an even is closed - the PO number still needs to be obtained so the rest of the billing process can be completed. It can be hard to keep track of which events still do not have PO numbers added, which is why we created this option for a list of the cases with outstanding purchase orders to be sent to the assigned suers each week.

To turn on this feature:

1. Navigate to the Settings as an Admin

2. Click on the Organization Settings Tab

3. Turn the toggle for “Send a weekly email reminder for outstanding purchase order Numbers” to ON

2. Allow (or do not allow) Sales and Distributors to Initiate Transfers

Typically in ConnectSx a user may initiate a transfer to another custodial user in order to transfer the custody of inventory and create an audit trail of the inventory movement. However, some organizations prefer to control the movement of inventory in-house, having only Administrators able to initiate a transfer of inventory. This adds a layer of granular control for the organization to ensure inventory is not moving or being used where it doesn’t want.

To turn this feature on or off:

1. Navigate to the Settings as an Admin

2. Click on the Organization settings tab

3. Turn the toggle next to “Allow Sales and Distributors to Initiate Transfers” to the desired position:

ON= ALL USERS MAY initiate a transfer of inventory currently in their custody

OFF=ONLY ADMIN users may initiate a transfer of inventory PERIOD

3. Transfer Email Notifications

You may automatically send email notifications to transfer recipients. If you do not want emails to go to transfer recipients, turn this setting off.

ON = Recipient Users receive transfer email notifications

OFF = Recipient Users do not receive transfer email notifications

4. Allow (or do not allow) Sales and Distributor Users to Reopen Events

Reopening events is the only way to update the details of an Event after it has been closed, including modifying the Event details (Name, date, Facility, Physician, etc.) or the Inventory that was used. So when a mistake is made, then an Event must be reopened in order to be revised. However, some organizations prefer for these details, especially in the event of a mistake or to prevent dubious record keeping, to be handled by Administrators. For this reason we added the ability for this “Reopen” feature to be turned off for Sales and Distributor users.

1. Navigate to Settings as an Admin User

2. Click on the second tab to access the Organization Settings

3. In the Custom Settings area, click the toggle next to “Allow users to re-open events” to the desired position:

ON = All users may Re-Open Events that they have access to

OFF = Only Admin Users may Re-Open Events

5. Allow (or do not allow) Sales and Distributor users to make inventory adjustments

Events are the primary way that inventory is consumed in ConnectSx (and we recommend using Events for this purpose to record context and traceability of why inventory is consumed), but there is also the option to deactivate a device or container manually on the detail screen. However, because inventory cannot be reactivated after manual deactivation some organizations choose to restrict this option.

Additionally, the creation of inventory is a delicate process which, if not managed closely, could result in bad data and inaccurate inventory counts.

This is why we’ve added the ability for Administrators to control if Sales and Distributor users can Add or Deactivate inventory. If this setting is turned to off, Sales and Distributor users will only be able to consume inventory by using an Event and will not be able to create inventory on their own.

1. Navigate to settings as an Admin User

2. Click on the second tab for Organization Settings

3. Click the Toggle next to “Allow Inventory Adjustments” to the desired position:

ON = All Users may add inventory or deactivate inventory manually

OFF = ONLY Admin Users may add inventory or deactivate inventory manually

6. Require Sales/Distributors to associate inventory requests with Events

The built-in inventory request feature of ConnectSx streamlines communication between the manufacturer and the field, giving you immediate notification when a rep needs inventory and what they’re asking for. However, often it’s valuable to have more context about the inventory request, i.e. why do they need it? It's not uncommon for inventory levels to build when the field wants to make extra sure they don’t run out of stock, so they may request extra inventory. This feature requires inventory requests to be tied to existing Events on the Event Schedule to ensure there is current demand for the products being requested and encourage faster sell-through of field inventory.

To enable this feature:

1. Navigate to settings as an Admin User

2. Click on the second tab for Organization Settings

3. Click the Toggle next to “Require Sales/Distributors to associate inventory requests with event” to the desired position:

ON = Inventory Requests must be associated with an Event

OFF = Inventory Requests may be created without being tied to an Event

7. Require user to add notes for devices marked Missing, In/Out, Damaged

There are certain item statuses that indicate there was a problem with a device and in these situations we understand it may be advantageous to receive more context about what happened.  You are able to require a user to enter notes when devices are marked Missing, In/Out, or Damaged.

To enable this feature:

1. Navigate to the settings as an Admin User

2. Click on the second tab for Organization Settings

3. Click the toggle for “Require user to add notes for devices marked Missing, In/Out, Damaged”.

ON = Users must record notes for devices marked Missing, In/Out, Damaged

OFF = Users are not required to enter notes for any devices

8. Auto-Trigger Sales Order Email Send Action

If you want to automate the email sending action for your sales order emails once a case has been closed, turn this setting on. We will trigger the workflow to send the sales order email to the facility contact automatically when a user submits a Case or a Stocking Order for billing.

ON = Auto-Trigger the Send the Sales Order workflow to Facility Contact when the case has been submitted for billing

OFF = Send Sales order workflow is not triggered automatically, but must be manually sent.

9. Auto-Send Invoice via Email when the PO Has been submitted

If you'd like to automatically send the Invoice email when a PO has been submitted turn on this setting.

ON = Sales Order emails will automatically send to the Facility Billing Contact when the PO has been added to an Event

OFF = Sales Orders do not send automatically

10. Limit Procedure List

This setting allows you to limit the procedures that appear in the drop-down menu in an Event to the procedures that are associated with the Physician selected for that Event. This is advantageous, because it narrows down the number of possible selections the user has to page through before finding the procedure that fits. This also ensures an incorrect procedure is not selected for an Event by a Physician that does not do that procedure.

ON = Limit the Procedure List to procedures assigned to the associated physician

OFF = Do not Limit Procedure List

11. Automatically Set Due Back Dates for Loaned Inventory

This setting automatically sets the due back date on any loaned inventory to "X" days after the event date that the inventory is associated with. 

ON = Due back dates will be automatically set

OFF = Does nothing

"X" = the number of days after the event date the due back date will be set to

12. Discrepant Custody

Assign an existing custodian-only user as the discrepant custodian. The user selected cannot be changed to a full user. Select a custodian for discrepant inventory. 

Discrepant Custodian: Custodian-Only User Account which will be used for auto-reconciling inventory discrepancies as the result of an audit. 

13. Manufacturers Billed as the Org

In this section, select manufacturers that will be billed as your organization. What this means is that you will be able to create and manage inventory listed under the Manufacturer, but when it is sold on a Bill sheet it will be sold by your Organization. If you have agreed to white label or distribute another manufacturer’s product, but you own the inventory would be one situation where this would be applicable.

Select the manufacturer’s name and make sure to click ‘save’.