ML Work Orders™ uses a series of Roles which contain specific Permissions to determine what aspects of the system a user can access and what they can do.  Each district can create custom names of the roles which they want to use and assign the appropriate permissions. 


For example: The Role of "Teacher" should be given Permission to submit a work order, but not assign that work order to facilities staff, etc.


To set this up while logged in as an Admin in ML Work Orders™:


1. Select Users >  Manage Roles.


2. To add a new Role, click the Add Icon () or to edit an existing Role, select the Edit icon()


The Manage Role page will be displayed.


3. Give the Role a name and assign the necessary Permissions.

Asset Permissions:

  • Add Asset: Allows the user to add an asset to the system
  • Delete Asset: Allows the user to delete assets
  • Edit Asset: Allows the user to edit all asset information
  • Edit Asset Building: Allows the user to edit the building field on an asset
  • Edit Asset Name: Allows the user to edit the name field on an asset
  • Edit Asset SpaceAllows the user to edit the space field on an asset
  • Edit Assigned UserAllows the user to edit the Assigned User field on an asset
  • Edit BarcodeAllows the user to edit the barcode field on an asset
  • Edit Serial numberAllows the user to edit the serial number field on an asset
  • Inactivate Asset: Allows the user to inactivate an asset
  • View Assets: Allows the user to view assets
  • View Binders: Allows the user to view binders associated with the asset (must have MLBinders subscription)
  • View Drawings: Allows the user to view drawings associated with an asset on the Asset details page (must have ML Drawings)


Inventory Permissions:

  • Add Inventory: Gives the User the ability to add inventory items to the system
  • Approve Inventory Requests on Behalf of Others - User can approve Inventory Requests pending somebody else.
  • Can be Assigned Inventory Requests - User can be assigned to complete an inventory request
  • Complete Inventory Requests on Behalf of Others User can complete inventory requests that are assigned to other users
  • Edit Inventory: Gives User the ability to Add, Edit, or Adjust inventory items
  • Request Inventory - Can request inventory items
  • View Inventory: Gives the User the ability to view inventory items, but does not allow them to edit these items.
  • View Inventory Reports - User can access the Inventory Reports


Preventative Maintenance Permissions:

  • Manage PMs: User can add or edit PM Schedules
  • View PMs: User can view PM Schedules

Work Order Permissions:

  • Add Inventory to WOs - Gives the User the ability to add inventory items to work orders
  • Approve on Behalf of Others - Users can approve a work order for another user. 

Note: If a user has this permission and submits a work order while on an approval path the work order will automatically become approved. 

  • Approve WOs – Can approve work order requests
  • Assign WOs to Others – Can assign work orders to other users
  • Associate WOs with Project - Can assign a Work Order to a Project
  • Can be Assigned WOs – Can be assigned work orders to perform work
  • Can Submit Request on Half of Others - Allows the user to enter a work order on behalf of another staff member
  • Cancel Work Order - User can cancel work orders
  • Close WOs – Can officially close out work orders
  • Complete WOs on Behalf of Others – Can complete work orders that are assigned to other users
  • Edit WOs – Can edit work order information
  • Enter Asset on WOs – Can link assets (Equipment) to work orders
  • Enter Assigned Assets on WOs – Can link assets (Equipment) to work orders if the assets are assigned to the user
  • Enter Budget Code on WOs – Can enter budget code information on work orders
  • Enter Labor and Pruchases on WOs – Can enter labor hours on work orders as well as purchase cost information
  • Enter Purpose on WOs – Can enter a purpose for work orders
  • Manage Projects - Can manage projects within the system
  • Reroute Work Order - User has the ability to reroute a Work Order for additional approval
  • Submit Work Order - Can submit work orders
  • View All WOs – Can view all work orders at a specific building
  • View Labor and Purchases Report – Can access the work order labor report as well as the purchase report
  • View WO Report – Can access the Work Order Report


4. Repeat Steps 1 - 3 for any other Roles you would like to set up.