Inventory User Guide

User Guide for inventory locator

Once I completed the Inventory Locator, tested all its features for bugs, and prepped the tool for its official launch the need for a user guide became apparent. While the tool itself is designed to be operated with minimal user interaction, I knew a written explanation of the behind-the-scenes functions would help the team understand just what each button click entailed.

The breakdown

The twelve-page guide begins with how to download the tool. Because multiple team members could potentially be working in it at the same time the database is housed on a server and each user is asked to enter their name upon opening so changes are not overridden or corrupted.

Once the tool is open a small window appears asking you where you’d like to go, you have the option of going to the Control Panel, Product Lookup Page, or the tracker to update your progress.

After the tool is installed and the needed forum is open I describe the criteria behind each of the buttons. As a user, all that needs to be done is click the button, but behind the scenes, a specific set of criteria queries are conducted to complete the function for that source.

The buttons are in chronological, left-to-right, color coded order.  But one line consists of several queries I built to do all the work.

Line three – Corporate Archives

  1. Yellow Button – Pulls products without a method of acquisition and do not fall into a Material Group of Online, Digital, or Mobile App. When clicked the tool will export results to excel list so that an order can be submitted.
  2. Blue Button – creates an email addressed to the specific archive contact with the standard message request already typed as well as the required ordering number. All the user needs to do is attach the export list from the related yellow button.
  3. Green Button – works with the Material ID table in the center of the page. When you receive a response to one of the Physical locations paste the confirmed the material ID’s into this table and clicked the associated button. Once the button is clicked access first updates the product list for the specific confirmed ID’s, checks the box for located via Corporate Archive, and sets the method of acquisition to Physical, which prevents this product from being requested in later steps.

Inventory Acquisition Completed

Once the inventory process is complete and all available products have been located the tool can generate a shipment invoice and product Product Lists for each individual program when needed.

Final result

With the completed tool, published user guide, and recorded a demo of functionality anyone on the team has access to the instructions and resources they need to either learn a new project or refresh their memory on old process.

After the launch of the tool, we realized there was another way to use this resource: similar to a customer look up anyone company-wide has the option to locate the products they need from our vast, ever growing inventory. If there’s a copy to locate, we know where it is. Whether it’s stored in an office on a shelf, sealed away in a warehouse, or waiting online we have the information and have made it available for anyone to use.