Learn about Instanta Facility different user types and roles, get a brief introduction on how to configure some basic preferences.
User roles and privilege
Instanta implements a role-based user management system. The administrator can assign the one or a combination of the following roles to a user depending on the user’s role in the company.
| Roles | Privileges |
|---|---|
| Facility_Client | Typically assigned to the end-users • Submit Work_Request, Approve their Work_Request, Cancel Work_Request |
| Facility_Officer | Typically assigned to helpdesk officers, facility officers, maintenance officers, admin officers and asset maintenance officers • Create work request • Request quotation / add internal quotation • Create a work order • Request quotation • Add/edit work order resources and items (when quotation has not been requested and work order not approved) • Create payment requisition • Create inventory item request • Request for approvals • Rate/reopen work order |
| Facility_Manager | Typically assigned to facility managers, maintenance managers, admin managers and asset managers • All facility_officer privileges • Add/edit approved work order items (when payment requisition status is not paid) • Approve work order • Approve work order payment requisition |
| Facility_Account | Typically assigned to the account and finance personnel • Create payment requisition • Add payments to approved payment requisition • Approve payment requisition |
| Facility_Invoice | • Submit facility invoice • Add payment to facility invoice |
| Facility_View | • View only |
| Procurement_Officer | • Submit RFQ for work request • Add/edit RFQ and internal quotation • Add/edit RFQ vendor quotations • Submit purchase order (PO) • Submit inventory item request • Submit purchase order (PO) payment requisition • Request approvals |
| Procurement_Manager | • All procurement_officer privileges • Approve purchase order • Approve purchase order payment requisition |
| Facility_Warehouse_Officer | • Submit inventory item request • Submit good receive note (GRN) • Submit inventory transfer • Request approvals |
| Facility_Warehouse_Manager | • Add Warehouse |
| Facility_Property | • Create lease • Create lease Invoice |
| Facility_Property_Account | • Add payment to lease |
| Facility_Admin | • Create/edit Users Profile |
| Internal_Control | • Unapprove a payment requisition • cancel close work-order (in view) |
User access restrictions
Please note that what a user can view, create or update on the system can be restricted by the assigned
- Locations, offices or facilities
- Assigned roles
- Work or asset categories
- Clients
- Inventory
- Approval limit
- Team lead privilege
Creating a new user account
- On the menu, click on Reference > User management
- Click on the New button on top of the list of users.
- On the details card, enter the user’s detail
- Click the Accesses card to expand it and assign roles, rights and privileges as applicable
- Then click on Done
- To activate the user account, inform the user to follow the instruction in the “new user account activation” email sent to the new user’s supplied email address.
Adding a new facility (first level location)
- On the menu, click on Facility Management > Facility
- Click on the + New button at the top of the displayed facility list panel
- Fill in the new facility details
- Then, click Done
Adding a second level location within the facility
- On the menu, click on Facility Management > Facility
- Click on the applicable Facility then click on the (+) button on top of the displayed second right panel
- Fill in the new location details
- Then, click Done
Adding a third level location within the facility
- On the menu, click on Facility Management > Facility
- Click on the applicable Facility in the displayed first panel, then click on the applicable sub-location in the displayed second panel
- Click on the (+) button on top of the displayed third right panel
- Fill in the new location details
- Then click Done
Registering a new vendor
- On the menu, click on References > Vendor
- Click on the + New button at the top of the displayed vendor list panel
- Fill in the new vendor details, the contact person information, work category and contract details
- Then, click Done
Adding a new personnel
In Instanta Facility, personnel refers to any in-house personnel that can be assigned to a work order. This could be a technician or any other officer
- On the menu, click on References > Personnel
- Click on the + New button at the top of the displayed personnel list panel
- Fill in the new personnel details, the contact information and attach the necessary personnel’s document
- Then, click Done
Adding a new work category
- On the menu, click on References > categories
- Click on the (+) button at the top of the displayed categories list panel
- Fill in the new categories details
- Then, click Done
Adding a work sub-category
- On the menu, click on References > categories
- Click on the applicable category then click on the (+) button on top of the displayed second right panel
- Fill in the new subcategory details
- Then, click Done
Configuring work management alert settings
- On the menu, click on References > Settings > Alert settings
- Click on the + New button at the top of the displayed alert settings list panel
- On the displayed New Alert Settings page, Choose Facility from the Type dropdown field, then select the applicable facility from the displayed Facility dropdown field
- On the Group email card, locate the Account group email field, enter your organization’s internal account team’s email address for payment request and approval notifications for the selected facility, press enter to save and add another account email address if required
- Then locate the Procurement group email field, enter your organization’s internal procurement team’s email address for quotation required and procurement-related notifications for the selected facility, press enter to save and add another procurement email address if required
- On the Notification card, locate the Work order notification settings section, enter the operation’s email address for work-related notifications in the selected facility, press enter to save and add another operation’s email address if required
- Then, click Done
- Repeat the above steps for each managed facility