Through the Parts List and Parts Explorer, Administrators and Agents with relevant permissions can manage parts and inventory by location. With the ability to keep track of the number of parts on hand at any particular site, you can pull analytics on the usage of parts throughout the district.
Permissions
The following permissions will allow users to perform the following actions:
Parts
Manage Parts: Reveals Parts Explorer, Part Usage, and Part List under Parts on the left navigation. Allow users to view, create, edit, and delete Parts. (Additional permission option required: View Parts List and Details)
Manage Parts Categories: Allow users to view, create, edit, and delete parts categories. Reveals Part Categories under Admin on the left navigation. (Additional permission options that are required: View Parts Categories List and Details, View Parts List and Details, Manage Parts)
View Parts Categories List and Details: Reveals Parts Categories under Admin on the left navigation. (Additional permission option required: View Parts List and Details)
View Parts List and Details: Reveals Parts Explorer, Part Usage, and Part List under Parts on the left navigation. Users will be able to create Part custom views.
Parts Access
View Parts Left Nav: Reveals ‘Parts’ item on the left-hand navigation
Parts Inventory
Adjust Inventory: Reveals Adjust Inventory in the options dropdown of the Inventory tab on the Parts Details page. (Additional permission options that are required: View Inventory, Manage Inventory, and Create Inventory)
Create Inventory: Formerly ‘Add Inventory’. (Additional permission options that are required: View Inventory and Manage Inventory)
Edit Inventory Location Settings: Allow users to edit the minimum quantity for a specific Location. Reveals the option to Edit Location Settings on Inventory Cards on the Inventory Tab of the Parts Details page. (Additional permission options that are required: View Inventory and Manage Inventory)
Manage Inventory: Allow users to view, create, import, edit, and delete Inventories. (Additional permission option required: View Inventory)
Transfer Inventory: Allow users to transfer Inventory from their Location. (Additional permission options that are required: View Inventory, Adjust Inventory, and Create Inventory)
Use Inventory: Allow users to apply Inventory to Tickets, Assets, etc. (Additional permission option required: View Inventory)
View Inventory
Parts Procurement
Manage Funding Sources: Allow users to view, create, edit, and delete a Funding Source. (Additional permission options required: View Funding Sources List and Details, View Parts List and Details, and Manage Parts)
Manage Purchase Orders: Allow users to view, create, edit, delete, and approve Purchase Orders. (Additional permission options required: View Purchase Orders List and Details, View Parts List and Details, and Manage Parts)
Manage Suppliers: Allow users to view, create, edit, and delete Suppliers. (Additional permission options required: View Suppliers List and Details, View Parts List and Details, and Manage Parts)
View Funding Sources List and Details: Reveals Funding Sources under Parts on the left navigation. (Additional permission option required: View Parts List and Details)
View Purchase Orders List and Details: Reveals Purchase Order under Parts on the left navigation. (Additional permission option required: View Part List and Details)
View Suppliers List and Details: Reveals Suppliers under Parts on the left navigation. (Additional permission option required: View Forms List and
Parts Explorer
Purpose: Provides a single location to search for parts across the entire district.
Access: Select Parts > Parts Explorer on the left sidebar.
Functionality:
Use the search field to look up a specific part by name or number.
Access the complete Parts List by clicking the View Parts button in the top right corner of the By Category or By Location sections.
Browsing Options:
By Category: Click a category to display all parts under that specific category.
By Location: Select a location, then select a parts category to display parts in that location under that category.
Click on the section title to return to the complete list of Categories or Locations.
Inventory Alerts: The Inventory Alerts section displays warning icons when inventory is low, based on the default minimum amount set during part creation. These icons also appear next to the category or location in the By Category and By Location sections when triggered.
When your inventory is running low
When your inventory has reached a quantity of 0
Part Usage
Access: Select Parts > Part Usage from the left sidebar to view the district’s parts usage report, including every part used and the ticket it is attached to.
Features:
Bulk Actions: Select one or more tickets to apply bulk actions using the action toolbar that appears at the top of the grid. (See: bulk action with tickets)
New Ticket: Submit a new ticket by selecting New Ticket in the top right corner.
Analytics Explorer: Quick access to view parts data.
Filtering: Refine tickets by selecting the Filter option.
Custom Views:
Create a custom view from a filtered view by selecting More > New View, naming the view, adding filters, and adjusting columns.
Saved custom views are accessible under Tickets in the Views section. (See: custom views)
Export: Export the parts usage report to an Excel document by clicking More > Export in the top right corner.
Part List
Purpose: Add district parts to Incident IQ (iiQ) so they are available for agents working tickets districtwide.
Access: Select Parts > Parts List from the left sidebar.
Methods: Add parts individually or via bulk importing.
Search: Use the search field at the top of the parts list to find specific parts.
Add A Single Part
Click the New Part button in the top right corner and enter the required information:
Parts Name*: Name of the new part.
Part Number*: SKU, Model Name, or Model ID. (Note: if you do not have a part number, you can re-enter the name of the part)
Category*: The category the part will be stored under. (Please see the section within this guide for creating parts categories.)
Default Minimum Quantity*: The minimum quantity to trigger the inventory alerts on Parts Explorer. (Also, you can create a rule to send an email notification when the quantity reaches this minimum quantity.)
Description: Add a description.
Select Image/Photo: Add an image/photo of the part.
Click Save Part.
Add Inventory to a Single Part
On the part details page, go to the Inventory tab, click More, and select Add Inventory.
Enter the following information:
Quantity*
Location*
Purchase Order
Unit Cost*
Date*
Note for Inventory
Click Add Inventory.
You can add more than 1 part to a Standard Purchase order.
Transfer Inventory
On the part details page, go to the Inventory tab, click More, and select Transfer Inventory.
Enter the following information:
From Location*
To Location*
Quantity*
Reason for Transfer
Click Transfer Inventory.
Adjust Inventory
On the parts details page, go to the Inventory tab, click More, and select Adjust Inventory.
Enter the following information:
Location*
New Quantity*
Reason for Adjustment*
Click Adjust Inventory.
Create a Custom View
To keep track of quantities of various inventory pools:
Click the More option in the top right corner of the part list, then select New View.
2. Name the custom view.
3. Apply filters by selecting Add Filter and choosing a filter type:
Available at Location
Category
Part Name
Part Number
Quantity Available
4. Select the specific data to display from the chosen filter category and click Save Selection.
5. Use Add Filter to apply multiple filters.
Exporting the Parts List
Select More > Export from the part list view to open the Export window.
2. Name the export.
3. Select the information to include by choosing filters and column data. (Note: The filter settings you are currently using will automatically appear in the Export window.)
4. Customize included columns under the Columns tab.
Parts Suppliers
Purpose: Manage common district suppliers, required when creating a Purchase Order.
Access: Select Parts > Suppliers from the left sidebar.
Add New Supplier: Select New Supplier in the top right corner.
Fields: Enter the Supplier Name (required). Additional fields are optional.
Click Save Supplier when finished.
Parts Categories
Purpose: Keep parts organized and provide an easy way to filter views. The part category is a required field when adding a part to iiQ.
Create Category:
Click Administration > Part Categories in the left-hand nav.
Click Add Category in the top right corner.
Enter the name of the category.
Select a parent category (optional). Please note: Selecting a parent category creates a subcategory. If no parent category is selected, it becomes the parent category.
Site Options
Admins must enable Parts Management to allow agents to add parts to tickets.
Steps: On the left-hand nav, click Administration > Site Options. Under the ticket section, toggle on Enable Parts Management.
Part Rules
Access: Under Administration > Rules, select Parts in the Ticketing section on the left.
Creation Steps:
Select a trigger.
Select + Create New Rule in the top right corner.
Name the rule and choose whether to enable or disable it.
Assign condition(s) that must be met for this rule to be executed by clicking the Add Filter icon.
Add Actions that Incident IQ will perform when the condition is triggered.
Alerts for Low Inventory Quantity
Use the ‘Send Email’ action with an email template for the following conditions:
Inventory below minimum target: Default minimum set when creating the part (must be greater than 0).
Inventory is out of stock: Has reached quantity 0.
Email Setup: Select the External Email option and enter the recipient's email address. To send multiple emails, you will need to add the Send Email action multiple times.
Add Parts to Tickets
This action is available for Ticket Created and Ticket Updated rule triggers.
Process:
Selecting "Add part" pulls up the Parts table (Part, Qty/Unit Cost, Cost, Delete).
2. Select + Add Part to choose the part for the rule.
3. Choose the part's location.
4. Specify the quantity of the part to add to the ticket.
5. Selecting ‘Add Part to Ticket’ adds the selected part, along with its Quantity, Unit Cost, and Total Cost, to the Parts table.
Custom Fields with Parts
Purpose: Custom Fields are highly customizable data entry fields used to capture information and filter parts views.
Conditions for Custom Fields:
Inventory Item Name
Inventory Item Number
Part Category
Management: Use the Parts Import feature to update or modify these custom fields. (For more information, refer to the guide on how to create and manage custom fields).