ADMINISTRATION

The Administration menu is a toolset available exclusive to users with administrative privileges to E Sentry system. This menu provides administrators with the necessary tools to manage and organize system elements. The menu consists of:

1. Users and Teams: Manage user accounts and teams within the system.
2. Categories: Organize work orders, assets, and tasks into logical groups.
3. Locations: Manage and assign physical or virtual locations to assets.
4. Audit Logs: Track changes and activities within the system for security and compliance purposes.

Let's dive into each of this menu options in detail. 

Users and Teams

The Users and Teams tab in the Administration menu allows administrators to manage user accounts and team assignments within the system. Here's how to navigate and use the feature explained in detail below.

Invite a New User

To add a new user to the system, click on the 'Invite User' button located at the top right corner of the Users tab. A dialog box will appear prompting you to enter the email address of the user you wish to invite to the current account.

After clicking on 'Invite', the new user will receive an email from "No Reply ESS (noreply@esentrysystems.com)" with credentials such as login email and one-time password to verify their email address and complete setup.

New User Instructions:

Note: If you do not see the email in your inbox, please check your spam or junk folder.

Once you click on 'Verify', they are redirected to E Sentry website login page. You need to login using the email address and the one-time password provided in the verification email.

After initial login, you are prompted to setup your new password.

Once you are all done with changing their password, you are now a user in your system and successfully logged in to the system.

You can change your user name by going to Account details and clicking 'My Account'.

Change User Permissions

The admin can change user permission by choosing a user and clicking on 'Update'.

On Roles tab, you can unselect/select roles you wish to assign to the user and Save.

Create a Team

Click on the '+Add Team' button to open the team creation form. 

Fill out Team Details:

• Team Image: You can upload an image to represent different teams.
• Display Name: Enter a name for the team.
• Description: Provide a brief description of the team's responsibilities.
• Team Admin: Assign a team admin by clicking the search icon and selecting from the list of available users.

Adding Users to the Team

Navigate to the 'User's tab within the 'Add Team' dialog. Click on 'Add User' to open the user selection dialog. Select the desired users from the list to add them to the team.

After filling out the necessary information and adding users, click 'Create' to save the team.

Categories

Categories are essential for organizing work orders, assets, and tasks efficiently. By creating categories based on your system's requirements, you can streamline the management and tracking of all items within the platform. 

Below is a detailed guide to help you navigate and utilize the Categories menu effectively.

Key Sections:

1. Work Orders Category
2. Assets Category
3. Tasks Category

Add Work Orders Category

On the top left, you see three tabs for each type of category which can be created. The default tab is 'Work Orders'.

Click on the '+ Add Category' button located on the top right of the page. A form opens up prompting you to enter details for the new category.

Name*: Enter a name for the work orders category(e.g. Maintenance). This field is mandatory.

Description: Provide a brief description of the category to explain its purpose of contents. This field is optional but recommended for better clarity.  

After filling out the form, click 'Create' at the bottom right to save the new category. The process is similar for adding categories for assets and tasks.

See the image below for some examples of work order categories and their descriptions.

Add Assets Category

Go to the 'Assets' tab under Categories and click on '+ Add Category'. Below is an example of an asset category creation form.

See the image below for more examples of assets categories.

Add Tasks Category

Go to the 'Tasks' tab under Categories and click '+Add Category'. Below is an example of a task category being created.

See the image below to see more examples of tasks categories.

Locations

Adding locations is a crucial part of setting up the E Sentry system. Locations help in organizing and tracking where assets are situated within your organization. You can create hierarchical locations by defining parent locations and sublocations to reflect the actual physical structure of your facilities. 

Add a Parent Location

Click on the '+ Parent Location' button to open the 'Add Location' form as shown below.

Let's discuss each feature in detail:

1. Attach Image to Location: Click on 'Select an Image' to open a file browser where you can choose a picture from a list(if already added to the system) or directly from your computer by browsing the file manually or drag and drop.
2. Add Location Details: In the Details tab, enter information about the location.
   Name of the location: Enter the name of the parent location. This could be a building, plant, or main facility.
   Description: Provide a detailed description of the location. This can include information about the location's features or any other relevant details. 
3. Files: Here, you can add files relevant to the location such as floor plan, detailed map, etc.

Add a Sub Location

To add a sub location under a parent location, choose a parent location and click on the '+ Sub Location' button.

Add an Image: You can add a picture for your sublocation similar to the parent location.

Details: Enter the details for the sublocation, such as its name and description. This could be a specific room, section, or area within the parent location.

Parent Location: You can see in the image above that the parent location is already pre-loaded depending on your selection while creating the sub-location. You can edit it by clicking on the dropdown and choose a different parent location.

Files: You can also add files related to the sub location in the 'Files' tab. 

Additional Location Management Options

• View: Choose a location/sub location and click 'View' button to see details.
• Edit: Click on 'Edit' to make changes to the location/sub location. You can delete/add new files, make changes to the image. You can reassign a location to a different location by clicking on '+ Locations' under Parent Location and choosing your new location.
• Delete: Remove a location by clicking on the 'Delete' button. 
  Note: The system doesn't allow you to delete parent location if it has sub locations under it. You need to first re-assign the sub locations to a different parent location(using Edit feature) and then retry deleting the parent location.
• History: Check the history of a location, including any changes made to it, by clicking on the 'History' button. It also displays the user who made the changes along with a timestamp.

Audit Logs

The Audit Logs tab provides detailed records of system operations and changes, allowing administrators to track and review actions performed within the system. This feature ensures transparency and accountability by capturing and displaying all significant activities and modifications. 

The Audit Logs menu is divided into two sections: Operation Logs and Change Logs.

Operation Logs

The Operation Logs section records all actions performed by users, detailing the following information:

• User name: The name of the user who performed the action.
• Service: The specific service or module where the action was performed.
• Action: The type of action performed (e.g., GetCategoryAssetCount).
• Duration: The time taken to perform the action.
• IP address: The IP address of the computer from which the action was performed.
• Client: The type of client used to perform the action.
• Browser: The browser used to perform the action (e.g., Chrome, Mozilla).
• Time: The timestamp when the action was performed.

This section helps administrators to monitor and track user activities, ensuring that all operations within the system are logged for review and troubleshooting. 

Filter Fields:

You can filter the operation logs using the following fields:

1. Date Range: Specify the period for which you want to view the logs. Enter the start and end dates to filter logs within that timeframe.
2. User name: Enter a part of user's name or the full name to filter logs related to actions performed by a specific user.

Export to excel: 

Additionally, the logs can be exported to an excel file for further analysis and record keeping. 

Refresh:

Use the Refresh button to update the log view and ensure you have the most current data displayed.

Change Logs

The Change Logs section captures all changes made to the system, including updates, deletions, creation of objects. The logs provide the following details:

• Action: The type of change performed (e.g., Created, Updated, Deleted).
• Object: The specific object or item to which changes were made.
• User name: The name of the user who made the change.
• Time: The timestamp when the change was made. 

This section is essential for tracking modifications to system data and configurations, allowing administrators to see who made changes and what those changes were.

Filter Fields:

You can filter the Change Logs using the following fields:

1. Date Range: Specify the period for which you want to view the logs. Enter the start and end dates to filter logs within that timeframe. 
2. User name: Enter a part of user's name or the full name to filter logs related to actions performed by a specific user.
3. Object: Use the object dropdown to select a specific type of object whose changes you want to track. This can include various elements like work order, asset, etc.

Export to excel:

Like the Operation Logs, the Change logs can also be exported to an excel file for easy documentation and analysis.

Refresh:

Use the Refresh button to update the log view and ensure you have the most current log data displayed.