Types of Members

AssetSonar enables you to assign different roles and set visibility and access permissions for different types of members. There are a maximum of five types of members in AssetSonar: Account Owner, Administrator, Agent, Supervisor, and Staff User.

Account Owners and Administrators have the ability to change the roles of individual members. They can do so by navigating to Members → Member Name → Edit.

Contents

1. Types of Members and their access rights
   1.1. Account Owner
   1.2. Administrator
   1.3. Agent
   1.4. Supervisor
   1.5. Staff User
2. Actions that members can take on Items modules
   2.1. Assets
   2.2. Software
   2.3. Software License
   2.4. Asset Stock
   2.5. Inventory
   2.6. Packages
   2.7. Groups and Subgroups
   2.8. Locations
   2.9. Vendors
   2.10. Documents
3. Actions that members can take on operational modules
   3.1. Carts
   3.2. Work Orders
   3.3. Checklists
   3.4. Work Logs
   3.5. Recurring Services
   3.6. Purchase Orders
4. Actions that members can take on supporting modules
   4.1. Custom Substates
   4.2. Custom Fields
   4.3. Members
   4.4. Teams
   4.5. Alerts
5. Search and Filter

1. Types of Members and their access rights

The table below summarizes the different types of Members in AssetSonar and their respective access rights.

Let’s discuss each of these Members in detail!

1.1. Account Owner

An Account Owner manages the account and can configure the account settings and Add Ons in AssetSonar. They have full access to the system and can view and take actions on all Items and modules.

Billing: The Account Owner can access the billing information in AssetSonar to upgrade/downgrade/cancel the software subscription. They can also view and print invoices, and change the billing address.

Settings: The owner can update the settings of the account and enable/disable Add Ons. They can customize the listing view of items, members, and Purchase Orders and set these views as company default i.e. set the column view for listings to be the same for all users.

Items: Account Owners can view and take actions on all items irrespective of their groups, locations, and the arbitration setting. To learn more about the actions an Account Owner can take on items, see Sections 2, 3, and 4 below. Account Owners are the only ones that can delete items in mass and transfer account ownership to any confirmed Administrator.

Members: Account Owners can view the ‘Members’ tab, add new members, send password reset emails, change member’s email addresses, edit member details, change roles, prevent members from logging in, and activate or deactivate existing members. Account Owners can also create user listings and assign them to different groups to restrict Staff User access and set Supervisor roles.

Documents: An Account Owner can upload documents/images to the system — access, edit or delete existing documents; those uploaded by other users as well. They can also export documents data to an excel file i.e. get all the downloadable links to documents in a CSV file or sync them with your Dropbox or OneDrive account. You can also import images and documents for items while uploading excel files to AssetSonar. To upload documents go to More → Documents → + Upload Documents.

Alerts: Owners have the ability to select alerts to receive, create email alert templates, and select which templates will be used for certain alerts. To learn more about the types of alerts that an Account Owner can receive, click here.

Carts: Account Owners can take all actions on Carts including adding/editing items in Carts, moving Cart items, reserving Carts, swapping out Cart items, and printing Cart transactions. They can also edit Carts in reserved/checked out states for Admins and Staff Users.

Additionally, Account Owners can view, create and take all actions on:

• Vendors
• Reports
• Print label templates
• Custom fields
• Bundles and Packages
• Locations
• Service and maintenance events
• Purchase Orders
• Software
• Software Licenses

1.2. Administrator

An Administrator manages the Items and operational modules within AssetSonar but cannot configure the account settings and Add Ons. They can, however, view and take actions on all Items and modules including the CUD actions.

Billing: An Administrator cannot access billing information but can be made into the new Account Owner by the existing Account Owner.

Settings: Administrators are able to view the Company Settings in the account but are not able to make any changes to them, except ‘My Settings’ that include the dashboard, search, and filter settings. My Settings can be customized for the logged-in Admin only. They can customize the list view of items, members, and purchase orders for themselves only.

Items: Administrators can view and take actions on all items irrespective of their groups, locations, and the arbitration setting. They can check-in/out and reserve items, verify audits, approve/cancel reservations, and check-in/out requests for other members as well. An Administrator can also send a request to users to check in Items. For more details on the actions that an Administrator can take on items in AssetSonar, see Sections 2, 3, and 4 below.

Members: An Admin can view the Members tab, add new members, send password reset emails, edit member details (such as their email addresses), and activate/deactivate existing members. They can also create user listings and assign them to different groups.

Documents: An Admin can upload documents/images to the system — access, edit or delete existing documents; those uploaded by other users as well. They can also export documents data to an excel file i.e. get all the downloadable links to documents in a CSV file. To upload documents, go to More → Documents → + Upload Documents.

Alerts: For Admins, the ability to select alerts to receive, create and customize alert templates is also available. Learn more about the types of alerts that an Administrator can receive.

Cart: Admins can take all actions on Carts including adding/editing items in Carts, moving Cart items, reserving Carts, swapping out Cart items, and printing Cart transactions. Administrators can also edit checked-out or reserved Carts created by other users. They can swap items in the Carts of other users. This can be enabled from Company Settings → Swap Checked Out Items.

Additionally, Administrators can view and edit:

• Vendors
• Reports
• Print label templates
• Custom fields
• Bundles and Packages
• Locations
• Service and Maintenance Events
• Purchase orders
• Software
• Software Licenses

1.3. Agent

An Agent is responsible for responding to tickets and requests made to the IT department. The Agent role in AssetSonar helps your IT team accomplish just that.

In AssetSonar, Agents do not have the ability to configure the account settings and Add Ons but they can configure ‘My Settings’. They can view all information in the Items module and take major operational actions on items. However, they cannot create, update, or delete items. Additionally, Agents can take all actions including CUD on operational modules i.e. Carts, Work Orders, etc. However, Agents do not get CUD access for configuration modules i.e. Custom Fields and Custom Substates.

Here’s a list of possible actions an Agent can take based on their daily workflows:

• Check in/check out items
• Draft Purchase Orders
• Entitle user rights to software applications
• Search for updated hardware data
• Track history of verification requests
• View relevant IT information

Note: For every Administrator in your AssetSonar package, you can assign the role of an Agent to five members — without any additional cost.

For detailed information on the actions that an Agent can take, see Sections 2, 3, and 4 below.

1.4. Supervisor

A supervisor has all the permissions that an Administrator has but only for members in their own user listings.

To enable User Listings, go to Settings → Company Settings → Access Control → Select ‘Advanced’.

Each user listing can be given access to based on certain Groups, Locations, or both.

To further specify Supervisor roles, configure ’More Policy Settings’ as per your requirements.

Note: Supervisors assigned to the ‘Default user listing’ can have full visibility into the IT asset tracking software.

1.5. Staff User

Staff users have very limited access to AssetSonar as compared to other users i.e. Account Owner, Administrators, Agents, and Supervisors. They cannot view or edit account settings, enable/disable Add Ons, or take actions on billing and members. Only ‘My settings’ can be changed by the logged-in Staff User. They can view the dashboard, items, bundles, and alerts tabs only. However, advanced visibility and actions may differ.

The access rights of Staff Users can be further checked by setting up Arbitration on Items and using User Listings. A complete list of items a Staff User doesn’t have access to is given in Sections 2, 3, and 4 below.

Newsfeed visibility: Admins and Account Owners can allow Staff Users to view a newsfeed of the latest activities by users on the dashboard. This can be enabled from Settings → Company Settings → Newsfeed visibility to Staff Users → Select ‘Show Staff Users activity news feed on dashboard’.

Items: Staff Users can only check-in/out and reserve items visible to them and for themselves. If Arbitration is enabled, then they can only send a request for a check-in/out and reservation of items. They can only acknowledge the possession of items checked out to them and not request audits on any other items. With the setting enabled, they can also send a request to members to check-in items. For more information on the actions that Staff Users can take on items in AssetSonar, refer to see Sections 2, 3, and 4 below.

Cart: Staff Users can check-in/out, reserve, empty, print, and edit their own current Carts and not the ones drafted by other users.

Documents: A Staff User can upload documents. They can view all documents but cannot edit a document’s description or delete documents uploaded by other users. However, they can edit and delete documents uploaded by themselves. They can also export documents data to an Excel file i.e. get all the downloadable links to documents in a CSV file. To upload documents, go to More → Documents → + Upload Documents.

Bundles and Packages: Bundles and packages are viewable for Staff Users. They can take actions on bundles and packages like check-in/out, and add to Cart. However, they cannot create/edit new bundles or packages.

Alerts: Staff Users are only able to select which alerts they want to receive and cannot make changes to the email alert templates. They can even subscribe to the newsletter. Staff Users receive email alerts for actions they’ve subscribed to only when they’re involved in the action.

Locations: A Staff User can only view locations but cannot edit them. Staff Users can also be given permission to change the location of Assets. To do this, go to Settings → Add Ons → Location History → Select ‘Enabled’.

Staff Users cannot view or edit the following:

• Members
• Vendor details
• Settings that are other than some basic view settings.
• Reports
• Print label templates
• Custom fields
• Service and maintenance events
• Purchase Orders

2. Actions that members can take on Items modules

In this section, we summarize the different actions that AssetSonar members can take on various items present in their accounts.

2.1. Assets

2.2. Software

2.3. Software License

2.4. Asset Stock

2.5. Inventory

2.6. Packages

2.7. Groups and Subgroups

2.8. Locations

2.9. Vendors

2.10. Documents

3. Actions that members can take on operational modules

3.1. Carts

3.2. Work Orders

3.3. Checklists

3.4. Work Logs

3.5. Recurring Services

3.6. Purchase Orders

4. Actions that members can take on supporting modules

4.1. Custom Substates

4.2. Custom Fields

4.3. Members

4.4. Teams

4.5. Alerts

Please note that the Member roles mentioned above are pre-built. If you wish to create customized user roles with specific and more granular access control and user permissions, enable the Custom Roles Add On in AssetSonar.

5. Search and Filter

From the Members main page, you can use the search bar to look for a specific member as shown below:

You can also search for members by applying different filters. Clicking on the filter button will allow you to choose the criteria for filtering the Members.

You can filter the members either by Status or by Attribute. Filtering by Status will give you a list of Members that fit the chosen criteria as shown below:

To filter members through Attributes, click on the relevant attribute and a pop-up will appear as shown below:

Choose the relevant option and then click on Apply to filter the members accordingly.

Have feedback about AssetSonar?

If you need more assistance with our software license management tool, drop us an email at support@ezo.io. You can also visit our blog for detailed support posts.

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