HOW TO - GUIDE: MANAGING ACCESS TO ASSETS

This guide offers an in-depth exploration of various scenarios for asset management via access levels, illustrating how employees can efficiently access and utilise assets through different roles and departments.

Introduction to Access Levels

This manual outlines the process for managing access to assets within a hospital setting, ensuring that they are appropriately allocated across different departments (A, B, & C) and accessible to users of various levels (X, Y, Z). The aim is to facilitate efficient use of assets while maintaining a proper tracking system. In this manual we take wheelchairs as an example.

Access Levels Overview

Access levels can be assigned to:

Assets: Individual wheelchairs. (for example "wheelchair 1", "wheelchair 2", etc)
Asset Categories: Groups of assets, such as "Wheelchairs". (for example "Transport Wheelchairs")
Locations: Specific places or rooms within the hospital. (for example "Storage room A", "Restaurant", or "Room B")
Zones: Groups of locations, such as entire departments.

For an item (e.g., a wheelchair) to be visible to an end-user, they must have the appropriate access level for both the asset (directly or via its category) and the location (directly or via its zone).

Use Case Scenarios and Implementation

Use Case 1: Universal Access Across Departments

Objective: Allow all users to see all wheelchairs throughout the hospital, regardless of department.

Setup:

Create an Asset Category: "Wheelchairs" for all wheelchairs.
Set Access Level Category: Assign the "Wheelchairs" asset category to the same access level as the user OR set it to "All Users".
Configure Locations: Set all locations to the same access level as the user OR to "All Users".

Use Case 2: Department-Specific Visibility for All Users

Objective: Users in a specific department only see wheelchairs within their department.

Setup:

Create an Asset Category: "Wheelchairs" for all wheelchairs.
Set Access Level Category: Assign the "Wheelchairs" asset category to the same access level as the user OR set it to "All Users".
Create Zone for Department: For example, "Zone Department A", and assign it the same access level as the user.
Assign Locations to Zone: Link all locations within Department A to "Zone Department A".

Use Case 3: Department-Specific Assets and Visibility

Objective: Users see only the wheelchairs that belong to their department and are located within their department.

Setup:

Create an Asset Category for your Department: "Wheelchairs Department A".
Set Access Level Category : Assign "Wheelchairs Department A" the same access level as the user.
Create Zone for Department: "Zone Department A", with the same access level as the user.
Assign Locations to Zone: Link all locations within Department A to this zone.

Use Case 4: Department-Linked Wheelchairs Visible Across All Departments

Objective: Users see only the wheelchairs belonging to their department, but these can be located across all departments.

Setup:

Create an Asset Category for your Department: "Wheelchairs Department A".
Set Access Level Category: Assign "Wheelchairs Department A" the same access level as the user.
Configure Locations: Set all locations to the same access level as the user OR to "All Users".

Support Assistance

For additional support or to customize these scenarios for your organization’s unique requirements, please contact our support team at helpdesk@blyott.com or submit a ticket at helpdesk.blyott.com