Need to change your team members’ settings for accessing certain data in inFlow? This article has all the steps for setting your team members’ access rights.

Please note this feature is available on select plans or add-ons.

Web

Adjusting team member access

1. With an Administrator account, log in to inFlow’s Team settings (Main Menu>Options>Team).
2. Click the Edit access rights next to a team member’s name.
3. Select the drop-down menu next to each feature to change the access to that feature for that team member.
4. Click Save when done.

Do you need to add a team member first? Find out how to do so here.

Viewer users

Higher-tier inFlow plans offer the option of view-only users. This will give users access to viewing the data in inFlow without editing access.

Viewer seats are included in select plans. If you require additional viewer seats beyond what is offered in your current plan, please reach out to your Customer Success Manager or Support Team for assistance.

Access rights options

There are 3 options for team member access:

• Full Access: This option gives this team member full access to this feature.
• View only: Team members can view this feature, but they can’t edit any information. 
• No Access: This feature is not viewable to team members. 

Order-related access rights

You may have noticed that for sales and purchase orders, there are more access rights options available. No access, View only, and Full access work exactly the same as they do for other features on this list, but you can also choose:

Mobile picking only: This restriction allows the team member to not access/edit the sales order, but to view and pick items on open sales orders. It is only available on the inFlow mobile app, not on Windows or the Web.

View and mobile picking only: This option allows the team member to have view-only access to the sales order and to pick items for open sales orders. This restriction allows a team member to view sales orders in the Windows and Web app, but can only pick orders from the inFlow mobile app.

Mobile receiving only: This allows the team member to access inventory only on open purchase orders, without being able to view the purchase orders or their costs directly. This restriction is only available on the inFlow mobile app, not the Windows & Web app.

View and mobile receiving only: This option allows the team members to have view-only access, and they can also receive items for unfulfilled purchase orders. This restriction allows a team member to view purchase orders in the Windows and Web app, but they can only receive orders from the inFlow mobile app.

Team Member Tracking Report

In addition to modifying access rights in inFlow, you can track changes made by all your team members in a report. For more information, see this article.

Windows

Adjusting team member access

1. Go to Main Menu > Options > Account/Team.
2. inFlow redirects to the inFlow settings on your web browser.

Do you need to add a team member first? Find out how to do so here.

3. Once the Account page has loaded, scroll down to the Team members section and click the Edit button next to the team member you want to change the access rights for.
4. Select the drop-down menu next to each feature to change the access to that feature.
5. Click Save when done.

Viewer users

Higher-tier inFlow plans offer the option of view-only users. This will give users access to viewing the data in inFlow without editing access.

Viewer seats are included in select plans. If you require additional viewer seats beyond what is offered in your current plan, please reach out to your Customer Success Manager for assistance.

Access rights options

There are 3 options for team member access:

• Full Access: This option gives this team member full access to this feature.
• View only: Team members can view this feature, but they can’t edit any information. 
• No Access: This feature is not viewable to team members. 

Order-related access rights

You may have noticed that for sales orders, there are more access rights options available. No access, View only, and Full access work exactly the same as they do for other features on this list, but you can also choose:

View and mobile picking only: This option allows the team member to have view-only access to the sales order, and they’re also able to pick items for open sales orders. This restriction allows a team member to view sales orders in the Windows and Web app, but they can only pick orders from the inFlow mobile app.

Mobile picking only: This restriction allows the team member to not access/edit the sales order, but to view and pick items on open sales orders. It is only available on the inFlow mobile app, not on Windows or the Web.

View and mobile receiving only: This option allows team members to have view-only access, and they can also receive items for unfulfilled purchase orders. This restriction allows a team member to view purchase orders in the Windows and Web app, but they can only receive orders from the inFlow mobile app.

Mobile receiving only: This allows the team member to access only the inventory on open purchase orders, without being able to view the purchase orders or their costs directly. This restriction is only available on the inFlow mobile app, not the Windows & Web app.

Team Member Tracking Report

In addition to modifying access rights in inFlow, you can track changes made by all your team members in a report. For more information, see this article.

Restrict Access by Location

To make your inventory management even better, you can easily give your team members access to specific locations or limit it as needed. Just a heads-up—this feature is part of our higher-tier plans!

Adjusting team member location access

1. With an Administrator account, log in to inFlow’s Team settings (Main Menu>Settings>Team).
2. Click the Edit access rights next to the team member you want to change the access rights for.
3. Select the arrow underneath the Location access header.
4. Select the locations you would like this team member to have access to.
5. Click Save.

How does this affect/restrict team members’ access? (inFlow for Web)

Team members who do not have access to all locations can’t add, edit, remove, or rename locations. Even if these team members have admin rights, without access to all locations, this will be unavailable.

Anywhere in inFlow where you would normally select a location (like the sales order list or inside a purchase order, etc.), you will now see

Exception: Stock transfers on the Windows app allow team members to see all locations, as you should be able to request from / send to locations you may not have access to. However, you will not be able to complete the transfer if you don’t have access to the location where it is being sent/received.

What areas of inFlow does this affect? (inFlow for Web)

Restricting access by location will affect anywhere in inFlow that uses a location. The following are examples of some areas you will notice this change:

• Purchase orders
• Sales orders
• Manufacture orders
• Stock counts
• Stock transfers (all locations can be viewed, but sending and receiving products is restricted based on location access rights.)
• Stock adjustments (with a location field at the order level)

inFlow orders

Product records

When viewing a specific product’s details page, only locations with access will show inventory. This also affects the Quantity on Hand displayed here; this means that different team members could see different quantities on hand for the same item if they have access to different locations.

Reorder settings

When setting up/editing reorder settings for each product, only locations with access will be shown.

Also, the Movement History and Order History of each product will only show transactions associated with locations you have access to. This means that all values displayed, like Quantity on Hand, Quantity Reserved, Quantity Available, Quantity Picked, and Quantity on Order, will only reflect for locations you have access to. 

Each customer’s default location will only show locations you have access to.

All order list views filter by the locations you have access to. This can be seen in the Purchase order list, Sales order list, Manufacture order list, Stock count list, Stock adjustment list, Stock transfer list, and Customer list.

The Default Location in your Personal Settings can only be set to a location you have access to.

All report filters will now show the locations you have access to.

How does this affect/restrict team members’ access? (inFlow for Windows)

Team members who do not have access to all locations can’t add, edit, remove, or rename locations. Even if these team members have admin rights, without access to all locations, this will be unavailable.

Anywhere in inFlow where you would normally select a location (like the sales order list or inside a purchase order, etc.), you will now see “(My Locations)” by default. This means you are currently seeing items for ALL locations that you have access to. If you open this location menu, only locations that you have access to will be shown/selectable. 

Exception: Stock transfers on the Windows app allow team members to see all locations, as you should be able to request from / send to locations you may not have access to. However, you will not be able to complete the transfer if you don’t have access to the location where it is being sent/received.

It is important to note that team members will not view any record associated with a location that they do not have access to, OR if it does not have a location assigned at all.

For example, if I do not have access to the warehouse location, I will not see any sales order marked for the Warehouse or that has no location specified at all. This same principle applies to customers, purchase orders, etc.

What areas of inFlow does this affect? (inFlow for Windows)

Restricting access by location will affect anywhere in inFlow that uses a location. The following are examples of some areas you will notice this change:

• Purchase orders
• Sales orders
• Manufacture orders
• Stock counts
• Stock transfers (all locations can be viewed, but sending and receiving products is restricted based on location access rights.)
• Stock adjustments (with a location field at the order level)

Sales/purchase orders

The specific location from which each product is taken in the order is indicated on the pick / fulfill/restock / put-away tabs and can be found in purchase orders, sales orders, and work orders.

Product records

When viewing a specific product’s details page, only locations with access will show inventory. This also affects the Quantity on Hand displayed here; this means that different team members could see different quantities on Hand for the same item if they have access to different locations.

When setting up/editing reorder settings for each product, only locations with access will be shown.

Also, the Movement History and Order History of each product will only show transactions associated with locations you have access to. This means that all values displayed, like Quantity on Hand, Quantity Reserved, Quantity Available, Quantity Picked, and Quantity on Order, will only reflect for locations you have access to. 

Customer & vendor records

Each customer’s default location will only show locations you have access to.

Order listing views

All listings that can use a filter by location will, by default, filter to (My locations) and can be modified to show only one specific location you have access to. This can be seen in Purchase Order List, Sales Order List, Work Order List, Count Sheet List, Stock Adjustment List, Stock Transfer List, and Customer List.

Personal settings

The Default Location in your Personal Settings can only be set to a location you have access to.

Reports

All report filters will now show (My locations) by default when a location filter is applied to the report.

Frequently asked questions & troubleshooting

Can team members with location restrictions view orders in all locations?

It’s important to understand that team members will not be able to see any records associated with a location they do not have access to, or records that do not have a location assigned at all.

For instance, if I do not have access to the warehouse location, I will not be able to view any sales orders linked to the warehouse, nor will I see orders that do not specify a location. This principle also applies to customers, purchase orders, and other related records.

I don’t have access to all locations

If you do not have access to all locations, some areas of inFlow will be completely inaccessible, and you will receive an error message when trying to access them.

An error will be seen when a team member with restricted location access tries to view any of the following features:

• The dashboard
• Historical Inventory Summary Report
• Team Member Tracking Report
• Product Cost Report
• Estimated Inventory Duration Report

Additionally, you will not be able to access or view any orders that either have no location assigned to them (the location field is blank) or are assigned a location you do not have access to. This would be most noticeable in Purchase Orders, Sales Orders, and Work Orders.

I’m seeing a different number/quantity than my team member

Areas where data is totaled across all locations will only show totals from your allowed locations. This means that each team member may see different numbers depending on the locations to which they have access. 

This means team members may see different numbers/quantities in things like the Current Stock screen, a product’s inventory level in the Product Details page, and reports that give values related to quantities, for example, the Inventory Summary report.

I can’t find an order/customer

Team members will only see orders and customers from locations they have access to. Any Sales Order or Purchase Order that does not have a location assigned to it will not be visible to team members without access to all locations.

Customers without a default location will still be visible to team members without access to all locations. However, you cannot apply for a batch payment or view the payment history of customers without a default location that you have access to.

I am unable to make a batch payment or see my customer payment history

If you do not have access to view all locations and your customer’s default location is empty, the option to create batch payments will be hidden.

Additionally, if you do not have access to all locations and your customer does not have a default location set, the Payment History tab will be hidden.

If they do have a default location set and you do not have access to all locations, you will be able to view the payment information, but not the details of the orders themselves.