Welcome!
Welcome to IntelliTrack, a highly configurable SaaS toolset that can be configured to support your unique vocabulary and product sets via its product suite of multiple processes called workflows.
This assistant is designed to help ensure that you get the most out of the product and have a positive onboarding process. Please follow the recommended steps.
IntelliTrack Workflow Overview
It is important to understand
IntelliTrack workflows because a workflow aligns closely with
IntelliTrack setup and configuration.
Workflow
A workflow is a pre-built business process. The following workflows are available in
IntelliTrack:
Inventory: use to track consumable items
Assets: use to track assets and consumable items
Mailroom: use to track packages
IntelliTrack Terminology
It is important to understand how IntelliTrack defines the terms we reference throughout the product. Below are the meanings of some of the most common terms and connected workflows you will first encounter as you configure IntelliTrack.
IntelliTrack Terminology| Company | Inventory Assets Mailroom | Company is the highest level of the organization hierarchy. IntelliTrack only supports one company. Multiple companies can be supported by creating a Division identity for each company. However, this will reduce the effect of the options you have as you define your organizational hierarchy. |
| Division | Inventory Assets Mailroom | Division is the second tier of organizational hierarchy. Multiple divisions can belong to one company. A division cannot belong to more than one company. All data elements contained within a division are segregated to that division. In other words, data elements cannot be transferred or shared between divisions. |
| Site | Inventory Assets Mailroom | Site is the third tier of the organizational hierarchy. A site belongs to a division. Multiple sites can belong to one division. Sites cannot belong to more than one Division. Sites can be physical or logical units. |
| Location | Inventory Assets Mailroom | Location is the lowest tier of the organizational hierarchy. A location belongs to a site and is stationary; it is often referred to as a "physical location" because it has a physical presence. Examples of a location could be a bin, rack, shelf, or closet. More than one location can belong to a Site. Locations cannot belong to more than one Site. |
| Sub-location | Inventory Assets Mailroom | Each location can also have multiple sub-locations, if the Site allows them. To create a sub-location, enter the “Parent Location” field during the create location process. |
Containers | Inventory Assets | A container is a movable location that resides in a physical location. Examples of a container include a toter or a shipping container. To add a container, Containers must be enabled for the division and the user's role must have the Containers feature. |
| Items | Inventory Assets | Items are physical goods or materials that the organization wishes to track.
IntelliTrack has two types of items:
Inventory Items
Asset Items
An item is unique to each division. All item numbers and alternate item numbers must be unique within a division. When performing your initial Item import or data entry process think of an item as the master record which contains the properties that are common between every like item (part number, model, manufacturer, reorder quantity, uses lot, uses serial #, uses expiration dates, etc.). The unique item details are contained in the inventory (qty, location, lot, serial #, expiration date, etc.) or asset (asset #, serial #, etc.) imports. |
| Inventory | Inventory Assets | Inventory consists of physical items that are added to site locations. Inventory may consist of items that are bought and resold, consumed in a production process (consumable), or used to create a new item or perform some other function in the organization (asset). Inventory typically consists of items that exist in multiple quantities. |
| Consumables | Inventory Assets | Consumables are a sub-category of Inventory. Consumables are inventory items that are consumed. Consumables are typically things that exist in multiple quantities. |
| Assets | Assets | An asset is an item that has a value in the market, generates revenue, has a maintenance or calibration cost, depreciates over time, has a useful lifespan and has a salvage value. Examples of assets include office equipment, vehicles, data servers and computer equipment. An asset is always assumed to have a quantity of 1. |
| Packages | Mailroom | A package is delivered to your facility. In IntelliTrack a package is either undelivered (received, expected, lost) or delivered (delivered to a recipient or mail stop). To add a package to IntelliTrack, a tracking number, recipient, and site-location are required. |
| Assignees | Assets Mailroom | An assignee is used with asset management and mailroom management. It is unique and specific within a division. The assignees are displayed for the default division of the logged-in user at the Manage Assignees page. An assignee may be any entity such as: a person, a location, a department.
IntelliTrack has three types of assignees:
Owner: the owner of a fixed asset; this assignee is associated with a fixed asset in the asset’s record.
Check Out Assignee: the assignee to whom the asset is checked out or reserved; an asset is checked out to this assignee or reserved for this assignee.
Package Recipient: the package recipient; a package entering the system is delivered to this type of assignee. |
Account Setup: Where to Start
When setting up your IntelliTrack account, we recommend that you begin by considering:
1) Workflow: Which workflows will you use?
2) Organizational Structure: How do you want to track your data?
3) Users: Who will be using IntelliTrack in your organization?
4) Roles: What do you want each user to be allowed to do in IntelliTrack?
Workflows
The workflow(s) you will use determine what you do in IntelliTrack.
Each workflow has pre-determined features that support the processes in it.
Your Organization's Structure
Your organization's physical and logical structure is important to consider because it will determine where your data is placed once it is added to
IntelliTrack. It should be defined
BEFORE you import or add any data.
IntelliTrack is based on a main three tier location grouping of:
Company-Division-Site.
Locations are then added to a site.
Questions to Consider:
1) What are my organization's tracking needs?
2) How do I want to organize my tracking data in IntelliTrack?
Your Users
Your users are authorized to use IntelliTrack. When your account is created, a default Admin user and Admin user role are also created. This user has access to all the features included in your license via this Admin user role. This user will create additional users and assign the system roles to them.
Questions to Consider:
1) How many users are included in my license (this limits the amount of users you can add)?
2) What company locations do I want each user to access (do you want to restrict certain users to certain divisions or sites)?
3) What type of feature access do I want each user to have?
Your System Roles
The Role function provides for role-based security, which works on many levels. A role is assigned to a user; hence, it is often referred to as a "user role." For instance, you may wish to restrict the Mailroom functions to only associates that perform that function as part of their daily tasks. You may also want to create Roles that allow some users such as managers to have Edit capabilities while other associates have only read-only access. Spending some time determining which roles are going to be required early in the process will simplify your on-going support process as you add new users to the system.
Questions to Consider:
1) What workflows will I use? (This will help further define the roles, because you base them on feature access within a workflow.)
2) What types of users do I have? [Thinking of your user types (i.e., Administrative, Standard, Specialized) will help to define the different types of roles you want to have.]
3) What features do I want each type of user to access? (Certain users could be restricted to certain workflow processes.)
Now that you have thoroughly considered and answered some questions about your workflow, users, and roles, let's take a look at specific steps you need to take to get started with IntelliTrack.
Create your Company Configuration (Manage > Company)
The first time you log into
IntelliTrack, a
Setup Assistant appears to guide you in this process. You may also get this process underway at
Manage -
Company.
We recommend that you define your organization hierarchy
BEFORE you begin your data import or data entry process. This is done using the
MANAGE - COMPANY section. In this section you will add company related information and define the Divisions(s) and Site(s) that belong to the Company.
The Hierarchy is:
CompanyDivisionSiteLocationSub-locationDivisions and Sites
Within the
Manage-Company section,
ADD your
Divisions and corresponding
Sites.
Your organization's tracking needs determine how you will lay out your hierarchy:
Divisions are generally unique and separate business units, meaning that most functions must occur within a single Division.
For example:
If you have several warehouses and you want to move product from one warehouse to another then you should consider creating a “Warehouse” Division and a “site” for each individual warehouse within the Warehouse Division.
If you have multiple facilities that each track office and laboratory supplies and each facility is its’ own business unit then you should consider creating a division for each Facility at the Department level and add "Office" and "Laboratory" as sites within the "Facility's" division.
Add your Locations (Manage-Locations)
Once you have created your sites you then assign locations to each site. You can manually enter location names using the
or use the
Location Wizard
to automatically create a series of locations. During this process you should also add any required
Sub-locations.
Your
inventory (
consumable,
asset) resides at this level.
Add the User Roles (Security-Role Management)
The
Role function within
IntelliTrack allows you to control which workflows and specific functions each role has access to. Spending some time determining which roles are going to be required early in the process will simplify your going support process as you add new users to the system.
- For instance, you may wish to restrict the Mailroom functions to only associates that perform that function as part of their daily tasks.
- You may also want to create Roles that allow some users such as managers to
Edit capabilities while other associates have on
read-only access.
Add the Users (Security-User Management)
IntelliTrack offers significant flexibility when adding users.
-Users can be assigned to one or more Roles,
-Users can also be limited to which Corporate Division and/or Sites they can access for inventory related transactions.
(Please note that users can see all items and assets for a division as well as each asset's site-location.)
Change the IntelliTrack Vocabulary to Match Yours (Tools-Custom Titles)
IntelliTrack not only supports multiple languages
but it also supports a robust editing functionality.
- This allows you to replace a large percentage of the page titles with your vocabulary.
- This feature reduces user training and confusion by allowing
IntelliTrack to speak your language.
For example: By default, we refer to inventory identification numbers as “Item Number”. However, you may refer to this as a “Part Number”, “SKU” or “UPC”. With
IntelliTrack you can replace our naming conventions with your own.
Create Lookups (Manage-Lookups)
Lookups allow you to create specific group options for various parameters within the product.
The following
Lookups are available for each workflow:
Inventory: Categories, Manufacturer, Model, Units of Measure
Assets: Accounts, Conditions
Mailroom: Damages, Package Type, Assignee Group
Inventory Workflow
Specific actions are required to set up an inventory workflow.
Add Items
Manually enter or import your items (see "Import Export Utility").
Special Considerations
Lots, Expiration Dates, Serial numbers and Units of Measure Tracking; enabled at the Division level (Manage > Company > Division > Division Info tab).
Min/max/reorder quantity levels for a site. enabled at the Site level (Manage > Company > Division > Site > Options tab > Reorder Points).
Add Inventory
Item + Location = Inventory
Manually enter or import your inventory via the Import-Export Utility (see "Import Export Utility").
Sub-locations
Sub-locations are enabled at the Site Level (Manage > Company > Division > Site > Options tab > Sub Locations).
Containers
A container is a movable location that resides inside a physical location. You are able to add items to a container, move a container, issue a container, and pick a container. Containers are a feature of IntelliTrack and a Division level setting. To use containers, you must have the Containers feature in your user role and Containers must be enabled in the division (Manage > Company > Division > Division Info tab > Containers).
To add a container: a container type is required (Manage - Container Types) to add a container type. Use (Manage - Container ) to add a container.
Customer and Vendor Orders
Customer Orders: Issue, Return, and Picking
Vendor Orders: Receipt, Receiving
Customers (Manage-Customer): Manually enter Customer data or contact IntelliTrack for automated import services.
Vendors (Manage-Vendor): Manually enter Vendor data or contact IntelliTrack for automated import services.
Carrier and Shipping Methods (Manage-Carriers/Methods)
Manually enter the desired carrier(s) and associated shipping method(s)
Assets Workflow
Specific actions are required to set up the
Assets workflow. In addition, the
Assets workflow has a few features that are unique to it. If you are using the
Assets workflow make sure to configure the following feature sets.
Activate Depreciation (Company-Division-Edit-Assets)
Depreciation is not enabled by default; this must be selected under:
Company >
Division >
Edit >
Assets) to activate depreciation for the division.
Add Assignees (Manage-Assignees)
The assignee types that pertain to assets are:
Check Out and
Owner.
Add Assets
Manually add or import the assets via the Import-Export Utility (
see "Import Export Utility").
Manually Add Assets
Assets may also be added manually.
Define Asset-Type Items (Manage-Item)
Identify the asset-type items (
Manage >
Items >
Add Item >
Item Details tab > Select
Asset option).
Add Individual Assets to the Asset-Type Item (Manage-Item-Assets or Assets-Assets Data)
Assets are added to an asset-type item. There are two places where you can do this: (
Manage >
Items >
Assets
) or (
Assets >
Assets Data >
Add ).
Update/Assign Maintenance/Calibration Schedules (Manage-Item-Assets or Assets-Data)
Allows the user to enter maintenance and/or calibration information (last date, next date, period).
Archive Asset Documentation (Manage-Item-Assets or Assets-Data)
Allows the user to enter archive asset electronic documentation specific to an individual asset.
Capture Warranty Information (Assets-Data)
Allows the user to enter warranty information specific to each asset (purchase date, purchase cost, warranty expiration date, condition, account)
Define Depreciation Classes (Assets–Depreciation Classes)
Allows the user to define Depreciation classes and Depreciation methods
Select Depreciation Class for an Asset (Manage-Item)
Use
Manage-Items-Add or Edit Item to click the
Depreciation Class field to select a depreciation class for the
asset-type item. This class will be applied to all assets added to this item.
Define Maintenance Schedules (Assets–Maintenance and Calibration)
Allows the user to define maintenance schedules.
Carrier and Shipping Method (Manage-Carriers/Methods)
Manually enter the desired carriers and shipping methods.
Containers
A container is a movable location that resides inside a physical location. You are able to add assets to a container, and move a container. Containers are a feature of
IntelliTrack and a
Division level setting. To use containers, you must have the
Containers feature in your user role and
Containers must be enabled for the division (
Manage >
Company >
Division >
Division Info >
Containers). To add a container, a container type and a physical location are required. Use
Manage >
Container Type to add a container type. Use
Manage >
Containers to add a container.
Mailroom Workflow: Specific Settings
The Mailroom/ Packages workflow has a few features that are unique to it. If you are using the Mailroom Workflow make sure the configure the following feature sets.
Add Assignees (Manage-Assignees)
For the mailroom workflow, the assignee must be designated as a
package recipient type.
Add Buildings, Rooms, and Mail Stops (Manage-Buildings)
Manually enter buildings, rooms, and mail stops.
Add Carrier and Shipping Methods (Manage-Carriers/Methods)
Manually add carriers and their shipping methods.
Congratulations!
You have completed the configuration and getting started phase!
Next, we'll take a look at Using IntelliTrack.
Using IntelliTrack, At-A-Glance (Web Console)
When you have IntelliTrack configured, your data added and users assigned, it is time to begin using the system. The following section provides an overview of what each IntelliTrack process is used for. The web console can be used on a PC or tablet computer.
IntelliTrack contains a navigation pane in the left area of the screen. Use it to reach an application option. If you do not have an option in
IntelliTrack, it means that your setup does not use this option or that your user role does not include this feature.
Inventory
Inventory Data – allows the user to sort and view assets and inventory records by location as well as adjust the quantity and convert unit of measure or update inventory count values.
Move
Single Move – allows the user to move one item number from current location to another.
Single Asset Move – allows the user to move one asset from current location to another.
Single Package Move - allows the user to move one package from current location to another.
Mass Move – allows the user to move all items in one location to another.
Mass Move Assets – allows the user to move all assets in one location to another.
Mass Move Packages – allows the user to move all packages from current location to another.
Container Move - allows the user to move the container from current location to another.
Assets
Asset Data - allows the user to add/edit, retire or remove asset records.
Check In – allows the user to check in specific asset(s) that were checked out.
Check Out – allows the user to check out specific asset(s) to an assignee.
Depreciation Classes – allows the user to add/edit/view depreciation classes and calculate depreciation.
Maintenance and Calibration – allows the user to add maintenance and calibration orders for an asset.
Reservations – allows the user to view/ edit or add new asset reservations.
Rapid Check In/Out – allows the user to check in/out assets with fewer steps.
Packages
Package Data – allows the user to edit or delete existing package data.
Receive Package – allows the user to receive incoming packages and prepare for delivery.
Deliver Package – allows the user to deliver packages to a recipient.
Expected Package – allows the user to add expected packages and prepare to receive them.
Stock
Issue – allows the user to create a new issue order and issue stock to a customer.
Receipt – allows the user to create a new receipt order and receive stock from a vendor.
Return – allows the user to create a new return order and receive stock returned from a customer.
Orders
Picking - allows the user to create and pick customer sales orders or pick an order that has been previously created.
Receiving – allows the user to create and receive purchase orders from a vendor or receive an order that has been previously created.
Reports
History – allows the user to see the history of various system transactions.
View/Print Reports – allows the user to view/ print various system reports.
View/Print Bar Code Labels – allows the user to view/print various barcode label formats.
Mobile
Barcode Parsing Rules – allows the user to create specific barcode parsing rules for various data entry fields on the mobile device.
Batch Processing – Displays the data that was uploaded from the mobile computer in “batch” mode and allows the user to process this data. Android devices do not currently support off-line processing at this time although this feature is on the product road map.
Download Mobile Application for WinMo/CE – Download the mobile application executable so that it can be installed in a mobile computer.
Download Mobile Application for Android – Download the APK file:
com.intellitrack.apk via the device browser at system.intellitrack.com. Launch the
IntelliTrack application on the scanner.
Using IntelliTrack At-A-Glance, Mobile Console
In addition to the web console, IntelliTrack also offers a mobile app for your favorite Android mobile computer. With the mobile app, you can leverage the power and flexibility of
IntelliTrack via barcode scanning, wireless networking and mobile computing. The following section provides an overview of each IntelliTrack mobile app process.
If you do not see an option, it means that your setup does not use it or that your user role does not include it.
Inventory
Assets – allows the user to locate and add assets to the database.
Consumables – Allows the user to take a physical inventory and update quantity values.
Move
Asset Single Move – allows the user to move one asset from its current location to another.
Asset Mass Move – allows the user to move all assets in one location to another.
Consumable Single Move – allows the user to move one item number from its current location to another.
Consumable Mass Move – allows the user to move all items in one location to another.
Package Single Move – allows the user to move a single package from its current location to another.
Package Mass Move – allows the user to move all packages from current location to another.
Orders
Issue – allows the user to create a new customer order and issue stock to a customer.
Receipt – allows the user to create a new purchase order and receive stock from a vendor.
Return – allows the user to create a new return order and receive stock returned from a customer.
Picking - allows the user to search by order number or customer and pick items found in a customer sales order that has been previously created.
Receiving – allows the user to search by order number or vendor and receive items found in a vendor purchase order that has been previously created.
Assets
Check Out – allows the user to check out specific asset(s) to an assignee.
Check In – allows the user to check in specific asset(s) that were checked out.
Retire – Allows the user to retire an asset.
Packages
Package Receive – allows the user to receive incoming packages and prepare for delivery.
Package Deliver – allows the user to deliver packages to a recipient or mail stop.
Congratulations
This completes the Getting Started Assistant.
You are now ready to start tracking!
And, remember, we are here to help:
To learn more about any subject in
IntelliTrack, simply click the
Help icon
at any page whenever you have a question.