diff --git a/Gemfile.lock b/Gemfile.lock index e105eb0cec..bf54030eb1 100644 --- a/Gemfile.lock +++ b/Gemfile.lock @@ -798,4 +798,4 @@ DEPENDENCIES webmock (~> 3.24) BUNDLED WITH - 2.5.21 + 2.5.22 diff --git a/db/schema.rb b/db/schema.rb index 91483f028f..a185dea300 100644 --- a/db/schema.rb +++ b/db/schema.rb @@ -10,7 +10,7 @@ # # It's strongly recommended that you check this file into your version control system. -ActiveRecord::Schema[7.1].define(version: 2024_08_30_015517) do +ActiveRecord::Schema[7.1].define(version: 2024_10_02_205346) do # These are extensions that must be enabled in order to support this database enable_extension "plpgsql" diff --git a/docs/user_guide/bank/account_management.md b/docs/user_guide/bank/account_management.md new file mode 100644 index 0000000000..4ea7fa1792 --- /dev/null +++ b/docs/user_guide/bank/account_management.md @@ -0,0 +1,27 @@ +DRAFT USER GUIDE +# Account Management + +## Logging out +You can log out be clicking your name in the top right corner, then clicking 'Log out'. + +[TODO: Navigational screenshot] + + +## Account settings +You can change your name, email, and password in account settings. Any of these changes will need your current password. +Click your name in the top right corner, then "Account Settings" +[TODO: Navigational screenshot] +Provide your updated information, including your current password, then click save. +If you want to change your password, you can do it here -- click the Change Password section to show the new password and confirmation fields. +[TODO: screen shot] +[TODO: Actually test this out. *I've* never used it.] + +Then click save. + +## My organization +If you are an org admin, you can also manage your organization and users through the top-right menu. This goes to the same screen as clicking on "My Organization" in the left-hand menu. For details, see [Customization](getting_started_customization.md) and [User Management](user_management.md) +[TODO: Add switching to partner ] + + + +[Prior: User management](user_management.md) [Next: Asking for changes](asking_for_changes.md) \ No newline at end of file diff --git a/docs/user_guide/bank/asking_for_changes.md b/docs/user_guide/bank/asking_for_changes.md index 490fdd3410..808d004570 100644 --- a/docs/user_guide/bank/asking_for_changes.md +++ b/docs/user_guide/bank/asking_for_changes.md @@ -1,9 +1,11 @@ # Asking for changes -Although we are a small team with a long list of tweaks and improvements that we are working toward, we do welcome ideas for how Human Essentials can support your work better. +We welcome ideas for how Human Essentials can support your work better. The best ways to get those to us are through the Slack channel or by coming to the Stakeholder Circle and raising them there. The Stakeholder Circle has the advantage of being able to talk live to other banks *and* the development team in the same space. We've had a lot of "Oh, we didn't realize that" moments in these meetings that directly result in changes to the system. -(The Slack channel, on the other hand, is open every day.) \ No newline at end of file +(The Slack channel, on the other hand, is open every day.) + +[Prior: Signing out](top_right_menu.md) \ No newline at end of file diff --git a/docs/user_guide/bank/community_donation_sites.md b/docs/user_guide/bank/community_donation_sites.md index fd2c1f2a78..9071f62690 100644 --- a/docs/user_guide/bank/community_donation_sites.md +++ b/docs/user_guide/bank/community_donation_sites.md @@ -1,6 +1,9 @@ # Donation Sites -Donation sites are places where people drop off donations. You can manage the sites' information on the "Donation Sites" page under the "Community" section. +Donation sites are places where people drop off donations. + +## The donation site list +You can manage the sites' information on the "Donation Sites" page under the "Community" section. ![Donation Sites](images/community/donation_sites/donation_sites.jpg) @@ -16,6 +19,7 @@ Note that the donation site and address fields are mandatory while the contact n You can also use the "+ New Donation Site" button which renders a form for you to fill in details of a new donation site. + ![Add Donation_Site](images/community/donation_sites/add_new_donation_site.jpg) After saving the site's details there will be a new row on the Donation Sites page. @@ -36,10 +40,14 @@ Clicking on the "Edit" button beside a donation site in the donation site list l Use the "Deactivate" button to delete information about a donation site that is no longer active. +##### (NB) at time of writing there is no way for you to undo this. + ![Deactivate Donation Sites](images/community/donation_sites/deactivate_donation_site.jpg) ## Exporting Donation Sites You can export the active donation sites by clicking on the "Export Donation Sites" button. This will provide a .csv file containing the name, address, and contact information for each active donation site. -![Export Donation Sites](images/community/donation_sites/export_donation_sites.jpg) \ No newline at end of file +![Export Donation Sites](images/community/donation_sites/export_donation_sites.jpg) + +[Prior: Product Drive Participants](community_product_drive_participants.md)[Next: Vendors](community_vendors.md) \ No newline at end of file diff --git a/docs/user_guide/bank/community_manufacturers.md b/docs/user_guide/bank/community_manufacturers.md index 3b32399ea5..61c3011dfc 100644 --- a/docs/user_guide/bank/community_manufacturers.md +++ b/docs/user_guide/bank/community_manufacturers.md @@ -22,4 +22,4 @@ Click on "View" for more details about the manufacturer which shows the date of Click the "Edit" button to edit the manufacturer's name. -![Edit Manufacturer Details](images/community/manufacturers/edit_manufacturer.jpg) \ No newline at end of file +[Prior: Vendors](community_vendors.md)[Next: Exports](exports.md) \ No newline at end of file diff --git a/docs/user_guide/bank/community_product_drive_participants.md b/docs/user_guide/bank/community_product_drive_participants.md index 289662449b..48e00f18a7 100644 --- a/docs/user_guide/bank/community_product_drive_participants.md +++ b/docs/user_guide/bank/community_product_drive_participants.md @@ -37,4 +37,6 @@ Click the "Edit" button to edit the participant's details. You can export all the participants by clicking on the "Export Product Drive Paticipants" button. Currently we are not providing all the participants' details in the export. -![Export Drive Participants](images/community/product_drive_participants/export_participants.jpg) \ No newline at end of file +![Export Drive Participants](images/community/product_drive_participants/export_participants.jpg) + +[Prior: Product Drivess](community_product_drives.md)[Next: Donation Sites](community_donation_sites.md) \ No newline at end of file diff --git a/docs/user_guide/bank/community_product_drives.md b/docs/user_guide/bank/community_product_drives.md new file mode 100644 index 0000000000..25d4eaf939 --- /dev/null +++ b/docs/user_guide/bank/community_product_drives.md @@ -0,0 +1,96 @@ +DRAFT USER GUIDE +# Product Drives +Many banks hold seasonal or one-off events where they are seeking donations. In Human Essentials, Product drives help manage those events by providing a way to link specific donations to the events. + +[TODO: For consistency, I would remove 'New Product Drive' from the lhs, and change "All Product Drives" to "Product Drives] + +## Product drives list +To see all your product drives, click on "Community", then "All Product Drives" in the left-hand menu. + +This presents a filterable list of all your product drives, including the following fields: +- Product Drive Name +- Start Date +- End Date (this is optional) +- Held Virtually? +- Quantity of Items +- Variety of Items +- In-Kind Value (TODO: Fix spelling in header) +- Actions (only view at the moment) + +The list initially shows all the product drives starting in the current year. + +[TODO: NAvigation screenshot] + + + +[TODO: Is that right, or is it all product drives that are at least partly in the current year? It probably should be the latter] + +### Filtering you product drives list +The product drives list is filterable by any of the following. +- Product drive name +- Item category +- Date range (by starting date) + +[TODO: confirm how the date range works.] + +Provide the information you want to filter by, then click "Filter". Clicking "Clear Filters" will return the list to its defaults. + +## Adding a product drive +To add a product drive, either: +a) click "Community", then "New Product Drive" in the left hand menu, or +b) click "+New Product Drive" in the Product Drives list +[TODO: Navigation screenshot] + +Either will bring up this screen, which contains all the fields you can specify for a new product drive: +- Name +- Start Date +- End Date (this is optional) +- Product Drive is Virtual? (check this if it's a virtual drive) + +[TODO: Screenshot] +[TODO: Styling of "Create product drive" -- button should be white on green] + +## Viewing your product drive +To view a specific product drive, click the "View" button beside it in the product drives list. +[TODO: Navigational Screenshot] +[TODO: Screenshot] +This will bring up the product drive view, which includes informtation about both the donations for the product drive, and the participants in the drive, in addition to the basic information about the product drive itself. +Basic info: +- Name +- Start Date +- End Date +[TODO: Move the "Make a correction" button up to below the basic information, not below the donations] +Information about each donation: +- Donation ID -- this is a number the system applies to each donation +- Product Drive Participant +- Storage Location +- Quantity (this is the total number of items) +- In Kind Value +For each product drive participant associated with this product drive: +- Business Name +- Contact Name +- Phone +- Email +- Address +- Items for this Drive (number of items for this drive) +- Total Items (for all drives) +- Comment + +You can also make a correction to your product drive or delete it from this page. + +#### NB -- DO NOT DELETE your product drive if it has donations in it. It will not go well. + +## Modifying your product drive +If you want to edit the base information in a product drive, you can do that by clicking "Community", then "All Product Drives" in the left-hand menu, then clicking "View" beside the product drive you wish to modify, and then clicking "Make a correction". +This will bring up the basic information for your product drive, You can rename it, change the dates, or change whether it is a virtual drive. +Then click "Update Product drive" to save your changes. + +[TODO: Screenshot] + +## Exporting product drives +To export your currently filtered product drives, click "Export product drives" on the Product Drives List + +[TODO: Navigation Screenshot] + +[Prior: Transfers](inventory_transfers.md) +[Next: Product Drive Participants](community_product_drive_participants.md) \ No newline at end of file diff --git a/docs/user_guide/bank/community_vendors.md b/docs/user_guide/bank/community_vendors.md index acc6634ce8..35d18a5988 100644 --- a/docs/user_guide/bank/community_vendors.md +++ b/docs/user_guide/bank/community_vendors.md @@ -39,4 +39,6 @@ Click the "Edit" button to edit the vendor's contact information. You can export all the vendors by clicking on the "Export Vendors" button. Currently we are only providing the vendors' contact information in the export. -![Export Vendors](images/community/vendors/export_vendors.jpg) \ No newline at end of file +![Export Vendors](images/community/vendors/export_vendors.jpg) + +[Prior: Donation Sites](community_donation_sites.md)[Next: Manufacturers](community_manufacturers.md) \ No newline at end of file diff --git a/docs/user_guide/bank/essentials_dashboard.md b/docs/user_guide/bank/essentials_dashboard.md index f818402206..02fb21ab7d 100644 --- a/docs/user_guide/bank/essentials_dashboard.md +++ b/docs/user_guide/bank/essentials_dashboard.md @@ -26,3 +26,4 @@ This lists items whose *bank-wide* inventory has fallen below the recommended or For help on setting those levels, see [Inventory Items](inventory_items.md). If you haven't set those levels, the items will not appear on this list, even if you have no inventory. +[Prior: User management](getting_started_user_management.md) [Next: Donations](essentials_donations.md) \ No newline at end of file diff --git a/docs/user_guide/bank/essentials_distributions.md b/docs/user_guide/bank/essentials_distributions.md index 7c00a56292..b992451cf7 100644 --- a/docs/user_guide/bank/essentials_distributions.md +++ b/docs/user_guide/bank/essentials_distributions.md @@ -1 +1,88 @@ -Not yet written \ No newline at end of file + +DRAFT USER GUIDE +# Distributions +Distributions are where you record what you allocate to your partner agencies. + +Some things to know: +* Once you save a distribution, those items are allocated to the partner, and are no longer part of your inventory in the system. +* If you are accepting requests from partners, you initiate the distribution by "fulfilling" the partner request. (see [Requests](essentials_requests.md)) + +## Seeing a list of your distributions +To view a list of your distributions, click on 'Distributions' in the left hand menu. This brings up a list of all your distributions for the current year. You can change what distributions are displayed using the distribution filters at the top of the list. + + +### Filtering the distribution list + +[TODO: Insert mini screenshot of just the filtration section here] + +When you have been using human essentials for a few months, your distribution list may grow to the point that you really need to be able to narrow things down to find a particular distribution. + +To help with that, you can filter the distribution list by several aspects: item, item category, partner, source inventory (i.e. storage location) and distribution status, and date range. +If you pick several things, you will get only the distributions that match all of them. + + +Except for date range, all the filters are specified by picking from a drop-down list as follows +Item: all active items (TODO: Confirm -- is it just active or are the inactives there too?). This will filter to only the distributions that contained that item. +Item category: Item categories (as specified in [Items & Inventory | Item Categories](inventory_items.md)) [TODO: point right to categories section]. This will filter the list to the distributions that contain items that are in the chosen item category. +Partner: This will filter the lists to just the distributions to the chosen partner. +Source Inventory: This will limit the list to the distributions from the chosen storage location. +Status: Distributions can be Scheduled or Complete. This will limit the list to those with the given status. +Date range: This is based on the "Distribution date and time" field, ignoring the time. Date range is selected using a little calendar gizmo with several presets, or by typing the date range into the field. We highly recommend using the calendar gizmo instead of typing in the field, as the text field is very particular as to the format - we have a few people experiencing mismatches there every month. + +When you have have selected your filters, press "Filter" to do the filtering. If you still have too many distributions showing, you can add another filter to narrow it down further. + +Clicking "Clear filters" will blank out the filters that are drop-down selection, and revert the date range to the current year. + +## New Distribution +To enter a new distribution, click on "New Distribution" in the Distributions list. + +Here, you will enter some information about the whole distribution, then add the all the items that make it up. +The fields include: +- Partner (mandatory) +- Distribution date and time -- this is defaulted to midnight of the current day. If you want to change it (if, for example, you have a specific time you are scheduling the pickup for), we recommend you use the little calendar gizmo at the right of the field. + [question: does send email reminder the day before appear based on an organization flag?] +- Send email reminder the day before --> causes an email to be sent the day before + [question: what happens if we check this and it's today?] +- Agency representative - for information only [TODO: is this defaulted from the chosen partner? It could be.. but do we?] +- Delivery method -- we default this to pickup because it's the most common across banks. +- From storage location: The storage location the distribution is coming from. Obviously mandatory. +- Comment +- All the items: +- For each item: + - If you have set up barcodes for items, you can just boop the item in. Otherwise, select the item from the list, and enter the quantity + - [TODO: Totally rewrite this bit for packs] +## Exporting Distributions +To export your distributions, click "Export Distributions" on the distributions view. This will include all the top-level information, and a column [or more, if you use custom units] for each item in the distribution, in alphabetic order. It will include all the distributions within the filter you have already applied. +[TODO: add navigational screenshot and sample csv] +## Viewing a Distribution +To view a distribution, click "view" beside it in the distributions view. +This includes the following fields: +- distribution id (for our reference for support) , +- Source location (the storage location the inventory came from), +- Agency representative , +- Delivery method (pickup delivery or shipped), +- Shipping cost (if shipped), +- Comments, and +- the current status. + [TODO: add screenhot of view] + [TODO: check -- do we use "state" throughout -- I feel like we probably use "status"] +## Editing a Distribution +To edit a distribution, click on "Edit" beside the distribution in the list, or on "Make a Correction" in the view. + +If the distribution is in the past, you will see a warning to that effect -- because we assumed that you wouldn't normally need to change the distribution once it had gone out the door! +We will give you a stern warning if there has been an audit since the distribution was entered, and you may be prevented from changing some distribution information (such as the storage location), because we just don't know how to handle some of those cases. +[TODO: More writing about the PACKS version] +[TODO: screenshot] +## Printing a Distribution +Printing a distribution produces an invoice-like page that can be used as a packing slip. + +It is somewhat configurable -- there are options on your [Organization](getting_started_customization.md) page to allow you to: a) add a place for a signature, or b) hide certain columns in the printout. +[TODO: point that at the exact location in the document] + +Please note that your logo (also configurable on the organization, above) is included on this printout -- we strongly advice keeping it fairly small, as a large logo will just be resized anyway, and will potentially break this function. + +## Reclaiming a Distribution +What do you do if, for some reason, the distribution that was entered was not picked up? You can reclaim it, adding the items back into your inventory. +To do this, click "Reclaim" beside the distribution in question. +NOTE: You can not reverse a reclaim. If you do it by accident, you will have to re-enter the distribution. +[Prior: Requests](essentials_requests.md)[Next: Pick Ups and Deliveries](essentials_pick_ups.md) \ No newline at end of file diff --git a/docs/user_guide/bank/essentials_donations.md b/docs/user_guide/bank/essentials_donations.md index 7c00a56292..d1feb1f0f2 100644 --- a/docs/user_guide/bank/essentials_donations.md +++ b/docs/user_guide/bank/essentials_donations.md @@ -1 +1,140 @@ -Not yet written \ No newline at end of file + +DRAFT USER GUIDE +# Donations +Donations are obviously one of the most important elements of an essential bank's operations, being the primary way most banks get the goods to distribute to their partners to help folk. + +In Human Essentials you enter in-kind donations by specifying where they came from, where they are being stored, and how many of each item are included. You can also record monetary or mixed donations. + +## Seeing all your donations + +To view a list of all your donations, click on 'Donations', then "All Donations" in the left-hand menu, + +![Navigating to Donations](images/essentials/donations/essentials_donations_1.png) + +This screen includes a filter so you can narrow down your search to a particular donation, and some basic information on each donation: +- Source -- Whether this comes from a [Product Drive](product_drives.md), Manufacturer, Donation Site, or Miscellaneous Donation +- Date -- The date of the donation +- Details -- this depends on the source -- it is the name of the product drive, or manufacturer, or donation site +- Storage location -- where you are stored the goods from this donation. +- Quantity of items -- total quantity of the items in the donation. +- Money raised - in dollars. +- In Kind value -- this is calculated by multiplying the number of each item by the current fair market value of that item (entered in [Inventory | Items](inventory_items.md) ) +- Comments +- Actions - you can view or print donations from this screen. Other actions are available on the view screen. + +### Filtering the donation list + + +![Donations Filter Section](images/essentials/donations/essentials_donations_2.png) + +When you have been using human essentials for a few months, your donation list may grow to the point that you really need to be able to narrow things down to find a particular donation. + +To help with that, you can filter the donation list by several aspects: storage location, source, product drive, product drive participant, manufacturer, donation site, and date range. +Except for date range, all the filters are specified by picking from a drop-down list. + +Date range is selected using a little calendar gizmo with several presets. We highly recommend using the calendar gizmo instead of typing in the field, as the text field is very particular as to the format - we have a few people experiencing mismatches there every month. + +When you have have selected your filters, press "Filter" to do the filtering. If you still have too many donations showing, you can add another filter to narrow it down further. + +Clicking "Clear filters" will blank out the filters that are drop-down selection, and revert the date range to the current year. + +## New Donations + +To enter a new donation, click "Donations", then "New Donation" on the left hand menu, or click the +New Donation button on the Donations list. + + +![Navigation to New Donations](images/essentials/donations/essentials_donations_3.png) + +Here you can enter all the information for your donation: + +- Source + - What kind of donation this is. You have a choice of product drive, donation site, manufacturer or misc. donation. If you pick anything but misc. donation, you will be prompted for more details. +- Storage Location +- Money raised in dollars (optional) +- Comment (optional) +- Issued On + - This is the date that the donation was made. Note that inventory changes happen as of when you enter the information. They are not back-dated. +- Items in this donation + - If you have set up [barcodes ](inventory_barcodes.md) for the items you are receiving, you can use your barcode reader to enter your items. Otherwise, pick the item from "Choose an item", and enter the number of that item in "Quantity". + - Click "add another item" as needed to get room for more items. + +When you are finished entering your information, click 'Save'. + +### Information entered in Donations +#### Source +Here you specify what kind of source the donation originated from. + +For Product Drive, Manufacturer, or Donation Site, you will further specify the specific source. +##### *Product Drive +If you specify Product drive, you'll also need to specify the particular drive and participant for the donation -- but you can enter them "on the fly", here. You can view summaries for the product drives in [Product Drives](product_drives.md), and manage the contact info for a product drive participant under [Community | Product Drive Participants](community_product_drive_participants.md). +##### *Donation Site +Donation Site is meant to capture the concept of any place you have a more-or-less permanent place people can drop off donations at, such as your main office, or community locations such as fire halls, etc. +You can see the donations for each donation site and manage their contact information under [Community|Donation Sites](community_donation_sites.md). Unlike product drives, you can't create a new donation site 'on the fly' through the fields here. + +##### *Manufacturer +This is for the donations that come straight from the manufacturer. You can view the total donations and a donation breakdown for each manufacturer under [Community | Manufacturers](community_manufacturers.md) +##### *Misc. Donation +Misc. Donation is a catch-all for any donation without an identified source. + +#### Storage Location +Pick the storage location the donation is going to. If it will be split among multiple locations, you can either enter separate donations, or enter the donation using one location, then use the [Inventory | Transfers] function to move the appropriate inventory to other locations. + +#### Money raised in dollars +Self explanatory. This number is used in the Annual Survey, and the Donations - Summary report as well as being shown in the main Donations page. + +#### Issued On +This is the date we use for any and all date filtering that you might do on donations. It is meant to be the date that you received the donation. It defaults to the current date. + +#### Items in this donation + +There are a couple of ways to get items into the donation quickly: +(1)You can "bloop" a barcode in to get your items into the system -- that requires some initial setup, as detailed in [Inventory | Barcodes] or (2) You can pick the item from the drop-down of all *active* items in your system, and enter the quantity of that item. +In either case, you can click "Add Another Item" (3) to open up another item for entry, or "Remove" (4) if you've added too many! +The quantity here is meant to be individual items (e.g. diapers), rather than packs. The reason behind this is that, ultimately, your reporting will be based on the number of individual items, and package size is inconsistent across manufacturers. + +Note: If you make two entries with the same item, they will be added together when you view them later. + + +When you are done entering your items, click "Save". Barring any errors, this will return you to the "All Donations" page + +## Viewing the details of a donation +To view the details of a donation, click on the "View" button beside the donation on the All Donations page. + +![Navigation to New Donations](images/essentials/donations/essentials_donations_4.png) + +Here you'll see the donation, including: +- Date +- Source +- Donation Site +- Storage Location +- for each Item in the donation + - Item name + - Quantity in the donation + - Total in-kind value for that item +- Total quantity of items, and +- Total in-kind value +- Comment + +You can make a correction, to delete the donation, to print it. You can also start a new distribution from this page. (This is a convenience for banks that distribute the bulk of their donations immediately, and don't fulfill partner requests.) + +![Single Donation View](images/essentials/donations/essentials_donations_5.png) + + +## Editing a donation +Donations shouldn't need to be updated very often -- you usually have all the information you need when you enter them the first time. Differences in the physical count, or new information may occasion a need for a correction, though. If you need to correct a donation, you first "View" it (see above), then "Make a Correction" + + +![Navigation to Edit a Donation](images/essentials/donations/essentials_donations_6.png) + +Here, you can change all the information on the donation, including adding and removing items. + +##### Note that changes you make to the levels of items will take effect as of the date you made the changes. They will not be back-dated to the "issued on" date + +##### Note also that donations do not currently work well with kits. We have an open issue for this. + +## Deleting a donation +Hopefully you won't need to delete a donation - but it's certainly possible that you might have entered a duplicate. Should you need to delete the donation, "View" it from the All Donations page, then click 'Delete'. You'll be asked to confirm your decision. Use this with extreme caution - because you won't be able to undelete it! + +## Printing a donation +You can print a single donation by either viewing it, then clicking print, or just clicking "Print" beside it on the All Donations page. The printout is meant to be useful for parallel record keeping, or as the basis for a tax receipt. +[Prior: Dashboard](essentials_dashboard.md)[Next: Purchases](essentials_purchases.md) \ No newline at end of file diff --git a/docs/user_guide/bank/essentials_pick_ups.md b/docs/user_guide/bank/essentials_pick_ups.md index 301be5b272..c1a9e7da9f 100644 --- a/docs/user_guide/bank/essentials_pick_ups.md +++ b/docs/user_guide/bank/essentials_pick_ups.md @@ -34,4 +34,6 @@ Select "From URL"and paste the URL you copied in the "URL of calendar" section a ![Add Calendar](images/essentials/pickups/add_calendar.jpg) -Events from the Human Essentials Pick Ups & Deliveries Calendar should be accessible to you on Google Calendar when the sync is complete. \ No newline at end of file +Events from the Human Essentials Pick Ups & Deliveries Calendar should be accessible to you on Google Calendar when the sync is complete. + +[Prior: Distributions](essentials_distributions.md)[Next: Partner Management: Request/Distribution Cycle](pm_request_distribution_cycle.md) diff --git a/docs/user_guide/bank/essentials_purchases.md b/docs/user_guide/bank/essentials_purchases.md index 7c00a56292..618b209133 100644 --- a/docs/user_guide/bank/essentials_purchases.md +++ b/docs/user_guide/bank/essentials_purchases.md @@ -1 +1,67 @@ -Not yet written \ No newline at end of file + +DRAFT USER GUIDE +# Purchases +The other major way we add to inventory in human essentials is through purchases. + +In Human Essentials you enter in-kind donations by specifying the vendor, where they are being stored, and how many of each item are included. + +## Seeing all your purchases + +To view a list of all your purchases, click on 'Purchases', then "All Purchases" in the left-hand menu, + +[TODO: Insert navigational screenshot here.] + +This screen includes filters so you can narrow down your search to a particular purchase, and some basic information on each purchase: +- Purchases from - the vendor you purchased the goods from +- Storage location -- where you are stored the goods from this purchase. +- Comments +- Quantity of items -- the total number of items in the purchase +- Variety of items -- the number of different items in the purchase +- Amount spent (in dollars) +- FMV -- this is the Fair Market Value of the purchase using to the current fair market value of the items in it. Fair Market Value can be entered on the item in [Inventory | Items](inventory_items.md) [TODO: Make that point to the appropriate section witin inventory items once we have it written] +- Actions - you can view more details on each purchase from this screen. + +### Filters +You can filter your purchases by single storage location , by single vendor, or by purchase date range. + +[TODO: mini screenshot of filter section] +The vendors and storage locations are selected using drop-down lists of all the storage locations / vendors. +Date range is selected using a little calendar gizmo with several presets. We highly recommend using the calendar gizmo instead of typing in the field, as the text field is very particular as to the format - we have a few people experiencing mismatches there every month. +Once you have selected your values, click Filter to make the list conform to your selection. To reset the selection, just click "Clear Filters". This will set the list to all the purchases from the current calendar year. + + +## Entering a new purchase +To enter a new purchase, you can either click "Purchases | New Purchase" on the left hand menu, or click the +New Purchase button on the Purchases list +[TODO: Navigational screenhot] +[TODO: screenshot of new purchase screen] +Enter the following information (starred items are mandatory): +### Vendor * +Select the vendor from a drop-down list of all your vendors, but if you choose "Not Listed", you can enter a new vendor on the fly. You have to enter at least one of the business name and contact name, but we recommend both (there is a current issue where only the business name shows up on dropdowns) +[TODO: screenshot of NewVendor form] +### Storage Location * +Select the storage location from a drop-down list of all your active storage locations. +### Purchase Total *, and broken down purchase totals +The purchase total has to be greater than 0, and it should equal the sum of the 4 fields that break down the purchase into categories. These are used in the Annual Survey report. +### Comment +Self explanatory, we hope? This shows up on the all purchases list [TODO: update this if we have included it into the purchase details] +### Purchase date +This should be the date the purchase was made - it is defaulted to today's date. This is used for filtering, but also for what year the purchase is included in for the annual survey. +### Items in this purchase +There are a couple of ways to get items into the purchase quickly: +(1)You can "bloop" a barcode in to get your items into the system -- that requires some initial setup, as detailed in [Inventory | Barcodes] or (2) You can pick the item from the drop-down of all *active* items in your system, and enter the quantity of that item. +In either case, you can click "Add Another Item" (3) to open up another item for entry, or "Remove" (4) if you've added too many! +The quantity here is meant to be individual items (e.g. diapers), rather than packs. The reason behind this is that, ultimately, your reporting will be based on the number of individual items, and package size is inconsistent across manufacturers. + +Note: If you make two entries with the same item, they will be added together when you view them later. + +When you are done entering your items, click "Save". Barring any errors, this will return you to the "All Purchases" page + +## Viewing a purchase +To view a single purchase, click the "View" button beside it on the All Purchases list. +## Editing a purchase +Editing a purchase should be relatively rare, but it happens. To Edit a purchase, view it (see above), then click "Make a correction" +## Deleting a purchase +If, somehow, you have entered a purchase in error, you can delete it by viewing it, then clicking Delete, and then "OK". This is a permanent deletion -- you can't undo it. +## Exporting your purchases +You can export your purchases from the "All Purchases" screen, above. This creates a .csv file containing all the information for each of the purchases in your filtered list. +[Prior: Donations](essentials_donations.md)[Next: Requests](essentials_requests.md) \ No newline at end of file diff --git a/docs/user_guide/bank/essentials_requests.md b/docs/user_guide/bank/essentials_requests.md index 7c00a56292..83f4b2d75e 100644 --- a/docs/user_guide/bank/essentials_requests.md +++ b/docs/user_guide/bank/essentials_requests.md @@ -1 +1,121 @@ -Not yet written \ No newline at end of file +DRAFT USER GUIDE +#Requests +Requests are how you get the information on what items the partners need. (You may think of them as orders.) + +The unfulfilled ones appear in your dashboard, but you can also manage them in the Requests area. + +For a more fulsome description of how the whole shebang works, see [Partner Management -- Request Distribution Cycle](pm_request_distribution_cycle.md). + +## Seeing your unfulfilled requests +We show the unfulfilled requests in two places -- on the [dashboard](essentials_dashboard.md), and as part of the requests list, which you access by clicking "Requests" in the left hand menu. +[TODO: insert navigational/request list screenshot] + +On the request list, the requests are in order by the status (with pending first, then started, then fulfilled), then reverse chronological by date +You can view or cancel any request by usin gthe buttons under "Actions" +To see a list of requests, click on "Requests" in the left hand menu + +This list is defaulted to a date range of the current year, all items, all partners, and all statuses, ordered by +status, then reverse date (i.e. newest first). + +The list contains: +- Date -- the date the request was entered by the partner +- Request was sent by -- the name of the partner that sent the request +- Request sender -- the user that sent the request [TODO: Double check that we aren't just using the partner email here] +- #of items (request limit) -- the number of items in the request, and, if you have entered it, the quota for the partner (see [Partners](getting_started_partners.md)[TODO: Point right to the quota section] +[TODO: What is the impact of packs on this?] +- Comments -- the comments the partner entered on the request +- Status + - pending -- haven't started fulfilling it yet + - started -- have started fulfilling, but haven't saved the resulting distribution + - fulfilled -- have created the distribution for this request + - discarded -- have cancelled the request +- and the actions you can take on that request +[TODO: Is it also sorted further by partner name? or something else?] +[TODO: Update when we get the default date change in.] + +### Filtering your requests +You can filter the request list by: +- Item +- Partner +- Status +- Date range + +Fill in the fields with the values you want to filter by, then click "filter" +To reset to the defaults, click "Clear Filters" + +## Product totals +You can find out how much of each product you'll need to fulfill the current filtered open (pending and started) requests by clicking "Calculate Product Totals". +This takes into account the current filters. +[TODO: Navigational screenshot] +[TODO: Screenshot of result] + +# Viewing a request +To view a given request, click "View" beside it in the request list. +[TODO: Navigational screenshot] +[TODO: result screenshot] +This brings up details of the request including: +- partner +- date the request was sent +- who sent the request +- request status +- comments +- and, for each item in the request: + - Item + - Quantity + - If you are using custom units, those custom units will appear here. + - Total Inventory (across all storage locations) +At the bottom of the screen are buttons letting you start to fulfill the request, or to cancel it. + +# Fulfilling a request +To fulfill a request, bring up the request list by clicking on "Requests" in the left-hand menu, then click on "view" beside the request, then scroll to the bottom of that screen and click "Fulfill request". +That will bring you into a screen that allows you to specify the details for the distribution based on that request -- you'll see a notice "request started". +Fill in the remaining needed information. The fields include: +- Partner (It would be rare indeed to change this) +- [TODO: should it be unchangeable?] +- Distribution date and time (the scheduled pickup delivery or shipment date) +- Send email reminder the day before? +- Agency representative (defaulted to the user who sent the request) +- Delivery method + - Pick up, + - Delivery, or + - Shipped +- Shipping cost (if the delivery method is shipped) +- From storage location (if you have chosen a default location for the partner, or for your organization, this will be filled in) +- Comment +- For each item in the request + - The item + - When you have chosen the storage location, the quantity of this item that is available at that storage location will appear here in parentheses. + - A field for the quantity to be distributed + - the requested amount. + - For any item that has custom units (See custom units in [Getting Started -- Customization](getting_started_customization.md) [TODO: Point right at the custom units section] + - If you are using custom units, the units the partner chose will appear here as well. +You can remove any item by clicking the associated "remove" button, and you can add more items, by clicking the "Add Another Item" button. + +When you have finished filling in the information, save the distribution by clicking the "save" button +The partner will be sent an email letting them know that their request has been fulfilled. +[TODO: include sample email] +# Cancelling a request + +To cancel a request from the requests list, click the "cancel" button beside it. You can also cancel a request from the single request view by clicking the "cancel" button at the bottom of that page. +[TODO: NAvigational screenshots] +In either case, +You will be prompted to provide a reason for the cancellation, which will be sent in an email to the partner. +[TODO: Screenshot] +[TODO: Is it just sent to the user who sent the request, or to the partner email and the user who sent the request?] + +[TODO: Sample email] +# Exporting requests +To export the requests from the request list, click "Export requests" +[TODO: Navigational email] +This will create a .csv file with the following information for each filtered request: +- Date +- Requestor (partner) +- Status +- For each of the bank's items. + - the quantity requested + Note: If you use custom units, there will be a column for each item/unit that is available to be requested. + + + +[Prior: Purchases](essentials_purchases.md) [Next: Distributions](essentials_distributions.md) + diff --git a/docs/user_guide/bank/getting_started_access_levels.md b/docs/user_guide/bank/getting_started_access_levels.md index 807808bd2e..e4703f9533 100644 --- a/docs/user_guide/bank/getting_started_access_levels.md +++ b/docs/user_guide/bank/getting_started_access_levels.md @@ -44,4 +44,8 @@ This bit is for information only -- A limited number of Human Essentials staff h - Administer users (we need it because every once in awhile, the organization admin for a bank will leave without promoting someone else to that role.) - Administer "Base Items" - Administer the list of NDBN members -- Administer some organization settings [TODO: Raise the question of whether we *should* be administering most of this -- we don't have rights to change any of the more recently added values on the org.] \ No newline at end of file +- Administer some organization settings + +[TODO: Raise the question of whether we *should* be administering most of this -- we don't have rights to change any of the more recently added values on the org.] + +[Prior: Customization](getting_started_customization.md)[Next: User Management](getting_started_user_management.md) \ No newline at end of file diff --git a/docs/user_guide/bank/getting_started_choices.md b/docs/user_guide/bank/getting_started_choices.md index 3f1d8107c3..673420e169 100644 --- a/docs/user_guide/bank/getting_started_choices.md +++ b/docs/user_guide/bank/getting_started_choices.md @@ -8,14 +8,15 @@ Human Essentials is designed to help you manage your inventory and your relation Some questions that will help you when you are setting up Human Essentials. This is not a complete list. -- Do you (your bank) want to start out immediately with my partners making requests, or do you want to just track our distributions for awhile first? +- Do you (your bank) want to start out immediately with my partners making requests, or do you want to just track your distributions for awhile first? - Do you run on a monthly cycle, or more on an adhoc basis? - What information do you need from our partners (see [Partner Profile](pm_partner_profiles.md) for what you *can* collect in the system - this is somewhat configurable)? -- Do you need to get all that information from your partners before they can enter requests? + - Do you need to get all that information from your partners before they can enter requests? - Do you have different groups of partners allowed to request different items? (if so, you'll want to look at [Partner Groups](pm_)) - Who should have admin access? (See [Access Levels](getting_started_access_levels.md)) - Do you repackage items into 'kits'? (common for period-focused banks) - How do you want your partners requesting from you? (By # of individuals for each item, by quantity of each item, or by specific child (we don't recommend that unless they really have the need.) This is covered more in ["The Request Distribution Cycle"](pm_request_distribution_cycle.md)) -- If quantity, do you want to have our partners request in # of items, or in some other units (for instance packs, for diapers ) + - If quantity, do you want to have our partners request in # of items, or in some other units (e.g. packs, for diapers ) + +[Prior: Support](intro_ii.md) [Next: Storage Locations](getting_started_storage_locations.md) -[TODO: This is a work in progress until we have completed everything else.] \ No newline at end of file diff --git a/docs/user_guide/bank/getting_started_customization.md b/docs/user_guide/bank/getting_started_customization.md index f62a611a4e..9f3a239b6d 100644 --- a/docs/user_guide/bank/getting_started_customization.md +++ b/docs/user_guide/bank/getting_started_customization.md @@ -61,7 +61,7 @@ if you have any questions about this! ### Reminder day (Day of month an e-mail reminder is sent to partners to submit requests) - At this point, we send those emails once a month on the day of the month you indicate here. + [TODO: This will need updating with the day of week/day of month update]At this point, we send those emails once a month on the day of the month you indicate here. If you do not pick a day, no reminder emails are sent. ### Deadline day (Final day of the month to submit requests) @@ -124,6 +124,9 @@ These fields are only here to be reported on the annual survey. ### Does your bank distribute monthly ## Custom Units + +NOTE: This is not yet implemented as of Oct 12, 2024. + The number of items throughout the bank's view of the system is the number of units (e.g. diapers), but partners often think in terms of packs of diapers. Because banks were getting a lot of partners requesting the number of packs of diapers, instead of the number of diapers, we have introduced the ability for banks to allow the partners to request other units (e.g. packs) @@ -172,3 +175,5 @@ You can customize this quite a bit! [TODO: expand. Maybe provide a real life ## Logo The logo that you upload here will appear several places throughout the system, including on your distribution and donation printouts. Larger logos will impact your performace -- the 763 x 188 size is a good guideline. + +[Prior: Inventory](getting_started_inventory.md) [Next: Adding your Staff - levels of access](getting_started_access_levels.md) \ No newline at end of file diff --git a/docs/user_guide/bank/getting_started_donation_sites.md b/docs/user_guide/bank/getting_started_donation_sites.md index 15a028ac76..c34205f5a5 100644 --- a/docs/user_guide/bank/getting_started_donation_sites.md +++ b/docs/user_guide/bank/getting_started_donation_sites.md @@ -1 +1,15 @@ -Not yet written - we are reviewing the getting started material and donation sites are an optional component. \ No newline at end of file +DRAFT USER GUIDE +# Donation Sites +A donation site represents a drop-off location for donations. +The information regarding a donation site is mainly for your reference. There are, at time of writing, no automated emails that go to the donation sites' contacts. +Note that you can filter your donation list ( see [Donations](essentials_donations.md)) by donation site. + +## Adding a single donation site +If you are following along in the "getting started", you'll have reached stage 3 "Donation Sites". You can add a single donation site by clicking on "Add a Donation Site". +![Navigating to add a donation site from getting started](images/getting_started/donation_sites/getting_started_donation_sites_1.png) +This will take you to the new donation site screen, where you can provide the basic information for your side. Click save when done: +![New donation site](images/getting_started/donation_sites/getting_started_donation_sites_2.png) + +To add more donation sites, or if you are in a different place in the process, see the full entry on [Donation Sites](community_donation_sites.md). + +[Prior: Partners](getting_started_partners.md)[Next: Inventory](getting_started_inventory.md) \ No newline at end of file diff --git a/docs/user_guide/bank/getting_started_inventory.md b/docs/user_guide/bank/getting_started_inventory.md index 51751ee73e..4b31e63c3f 100644 --- a/docs/user_guide/bank/getting_started_inventory.md +++ b/docs/user_guide/bank/getting_started_inventory.md @@ -3,8 +3,11 @@ DRAFT USER GUIDE When we set up your organization, we provide a default set of items ranging from adult briefs to kids (newborn) to tampons. You can modify this list at any time, through the [Inventory Items](inventory_items.md) feature. This section of the guide will take you through a couple of ways to get your initial inventory in. + [TODO: Rewrite once we have audits available as a starting strategy] -[TODO: Really -- this should just be inventory adjustment front and center -- but that's not how the system works atm] + +[TODO: Really -- this should just be Audits front and center -- but that's not how the system works atm] + ## Adding a past donation One easy way to get your current inventory set up is to just enter a donation per storage location with all of the current inventory, and put a comment on it to indicate that this was your starting inventory. The values you enter there will be included in your donation reports for the year, @@ -24,3 +27,6 @@ inventory, however it was acquired, out of donation and purchase reports. The d ![navigation to enter new inventory adjustment](images/getting_started/inventory/gs_inventory_3.png) +[Prior: Donation Sites](getting_started_donation_sites.md) [Next: Customization and other organizational-level info](getting_started_customization.md) + +[TODO: Will need to update this when we remove Donation Sites from Getting Started ] diff --git a/docs/user_guide/bank/getting_started_partners.md b/docs/user_guide/bank/getting_started_partners.md index 6fca0940c0..07d660f8fb 100644 --- a/docs/user_guide/bank/getting_started_partners.md +++ b/docs/user_guide/bank/getting_started_partners.md @@ -11,8 +11,9 @@ DRAFT USER GUIDE 4/ The usual way to handle bringing on partners to be able to make requests is to invite them, then have them fill in their profile before approving them, so that you get the information from them that your bank needs for grants, etc. However, if that's not how you want to work, it is also possible to invite and approve them in one step. -5/ A lot of banks set up a partner as a proxy for their direct distribution. This is allowed, and you can switch back and forth between being a bank and a partner with the same login +5/ A lot of banks set up a partner as a proxy for their direct distribution. This is allowed, and you can switch back and forth between being a bank and a partner with the same login +6/ You can group partners, and allow those groups to request different sets of items (One thing some banks use this for is handling grants that are geographically constrained.) ## Adding a single partner Click on the "Add a Partner" button on your "Getting started" screen (you can also click on "Partner Agencies", then "All Partners", then "Add a Partner") @@ -23,3 +24,5 @@ Further details on adding a partner can be found [here](pm_adding_a_partner.md) ## Importing partners For details on how to do a bulk import of your partners, please click [here](pm_importing_partners.md) + +[Prior: Storage Locations](getting_started_storage_locations.md)[Next: Donation sites](getting_started_donation_sites.md) \ No newline at end of file diff --git a/docs/user_guide/bank/getting_started_storage_locations.md b/docs/user_guide/bank/getting_started_storage_locations.md index 2966b5f331..a00613cbfe 100644 --- a/docs/user_guide/bank/getting_started_storage_locations.md +++ b/docs/user_guide/bank/getting_started_storage_locations.md @@ -22,9 +22,7 @@ Either of these will bring up the new storage location screen Fill in the information: - Name and Address are mandatory - Square Footage and Warehouse Type are used for the Annual Survey (our collection of information corresponding to the NDBN Annual Survey) -- Set Time Zone to the local time zone for the storage location. This impacts the Pickup & Deliveries calendar but not much else. - -[TODO: Understand *How* timezone affects the P&D calendar] +- Set Time Zone to the local time zone for the storage location. Click "Save" @@ -32,4 +30,4 @@ You'll see a list of your storage locations. Click "New Storage Location" if yo ![storage location index](images/getting_started/storage_locations/storage_location_index.png) -Next step: [Entering or uploading your initial partner list](getting_started_partners.md) +[Prior: Choices to think about](getting_started_choices.md) [Next: Entering or uploading your initial partner list](getting_started_partners.md) diff --git a/docs/user_guide/bank/getting_started_user_management.md b/docs/user_guide/bank/getting_started_user_management.md index e586f929fd..30b04c749a 100644 --- a/docs/user_guide/bank/getting_started_user_management.md +++ b/docs/user_guide/bank/getting_started_user_management.md @@ -9,6 +9,10 @@ To manage the rights for your essentials bank users: Click on the My Organisation view, then scroll down to the bottom. There is a user administration section there. +You can also manage the users in your partners, see [Administering partner users](pm_partner_user_admin.md) + + + ![navigation users in organization](images/getting_started/user_admin/gs_user_admin_navigation.png) ## Inviting new users @@ -31,6 +35,9 @@ To remove a user, just click on the "actions" button beside their information, a ![remove_user](images/getting_started/user_admin/gs_user_admin_remove_user.png) ## What to do if your admin has left without assigning a new one. Send an email to info@humanessentials.app (or DM one of the human essentials staff on slack) explaining the situation, and we'll walk you through our process for getting a new admin set up. +[Prior: Levels of Access](getting_started_access_levels.md) +[Next: Everyday Essentials -- your dashboard](essentials_dashboard.md) + diff --git a/docs/user_guide/bank/images/essentials/donations/essentials_donations_1.png b/docs/user_guide/bank/images/essentials/donations/essentials_donations_1.png new file mode 100644 index 0000000000..a6fd215441 Binary files /dev/null and b/docs/user_guide/bank/images/essentials/donations/essentials_donations_1.png differ diff --git a/docs/user_guide/bank/images/essentials/donations/essentials_donations_2.png b/docs/user_guide/bank/images/essentials/donations/essentials_donations_2.png new file mode 100644 index 0000000000..4c3c6530d4 Binary files /dev/null and b/docs/user_guide/bank/images/essentials/donations/essentials_donations_2.png differ diff --git a/docs/user_guide/bank/images/essentials/donations/essentials_donations_3.png b/docs/user_guide/bank/images/essentials/donations/essentials_donations_3.png new file mode 100644 index 0000000000..90007d981f Binary files /dev/null and b/docs/user_guide/bank/images/essentials/donations/essentials_donations_3.png differ diff --git a/docs/user_guide/bank/images/essentials/donations/essentials_donations_4.png b/docs/user_guide/bank/images/essentials/donations/essentials_donations_4.png new file mode 100644 index 0000000000..20bec093b7 Binary files /dev/null and b/docs/user_guide/bank/images/essentials/donations/essentials_donations_4.png differ diff --git a/docs/user_guide/bank/images/essentials/donations/essentials_donations_5.png b/docs/user_guide/bank/images/essentials/donations/essentials_donations_5.png new file mode 100644 index 0000000000..086799a7f6 Binary files /dev/null and b/docs/user_guide/bank/images/essentials/donations/essentials_donations_5.png differ diff --git a/docs/user_guide/bank/images/essentials/donations/essentials_donations_6.png b/docs/user_guide/bank/images/essentials/donations/essentials_donations_6.png new file mode 100644 index 0000000000..130e00569d Binary files /dev/null and b/docs/user_guide/bank/images/essentials/donations/essentials_donations_6.png differ diff --git a/docs/user_guide/bank/images/essentials/donations/essentials_donations_7.png b/docs/user_guide/bank/images/essentials/donations/essentials_donations_7.png new file mode 100644 index 0000000000..1fad820cc5 Binary files /dev/null and b/docs/user_guide/bank/images/essentials/donations/essentials_donations_7.png differ diff --git a/docs/user_guide/bank/images/essentials/donations/essentials_donations_8.png b/docs/user_guide/bank/images/essentials/donations/essentials_donations_8.png new file mode 100644 index 0000000000..c9dcc6555a Binary files /dev/null and b/docs/user_guide/bank/images/essentials/donations/essentials_donations_8.png differ diff --git a/docs/user_guide/bank/images/getting_started/donation_sites/getting_started_donation_sites_1.png b/docs/user_guide/bank/images/getting_started/donation_sites/getting_started_donation_sites_1.png new file mode 100644 index 0000000000..4c9bfa0231 Binary files /dev/null and b/docs/user_guide/bank/images/getting_started/donation_sites/getting_started_donation_sites_1.png differ diff --git a/docs/user_guide/bank/images/getting_started/donation_sites/getting_started_donation_sites_2.png b/docs/user_guide/bank/images/getting_started/donation_sites/getting_started_donation_sites_2.png new file mode 100644 index 0000000000..1292a1a241 Binary files /dev/null and b/docs/user_guide/bank/images/getting_started/donation_sites/getting_started_donation_sites_2.png differ diff --git a/docs/user_guide/bank/images/user_management/user_invite_email.png b/docs/user_guide/bank/images/user_management/user_invite_email.png new file mode 100644 index 0000000000..adee34cb1e Binary files /dev/null and b/docs/user_guide/bank/images/user_management/user_invite_email.png differ diff --git a/docs/user_guide/bank/intro_i.md b/docs/user_guide/bank/intro_i.md index edab63a9f3..88f4b34ef4 100644 --- a/docs/user_guide/bank/intro_i.md +++ b/docs/user_guide/bank/intro_i.md @@ -34,3 +34,4 @@ sponsors who provide funding or in-kind services for the servers that the system - donor tax receipts - direct distribution -- there are some things that help with that in the partner side, and some banks run a partner for their direct distribution, but it is not our strength. +[Next: Support](intro_ii.md) \ No newline at end of file diff --git a/docs/user_guide/bank/intro_ii.md b/docs/user_guide/bank/intro_ii.md index 1bf7b4eb93..0d0ed0d1fb 100644 --- a/docs/user_guide/bank/intro_ii.md +++ b/docs/user_guide/bank/intro_ii.md @@ -27,3 +27,4 @@ We publish the zoom, and (when we remember) in the Announcements in Human Essent ## For partners: We recommend that the partners seek support through the banks. Each bank has their own particular way of doing things, and the development team doesn't want to mess that up. +[Prior: Is Human Essentials right for you?](intro_i.md)[Next: Getting started - Some choices you'll want to think about at the start](getting_started_choices.md) \ No newline at end of file diff --git a/docs/user_guide/bank/inventory_barcodes.md b/docs/user_guide/bank/inventory_barcodes.md index e9d0b8ce12..4872fe8f50 100644 --- a/docs/user_guide/bank/inventory_barcodes.md +++ b/docs/user_guide/bank/inventory_barcodes.md @@ -8,8 +8,9 @@ You can set up Human Essentials to enable reading barcodes for input of items wh - barcode readers - making your own barcodes -- ] -- + +] + ## The Barcodes page You can reach the barcodes page, where you will administer your organizations barcodes, by clicking "Inventory", then "Barcode Items" diff --git a/docs/user_guide/bank/inventory_items.md b/docs/user_guide/bank/inventory_items.md index 8d1b36b383..fb0cd4831e 100644 --- a/docs/user_guide/bank/inventory_items.md +++ b/docs/user_guide/bank/inventory_items.md @@ -3,6 +3,8 @@ DRAFT USER GUIDE ## Introduction Your bank is initialized with a basic set of items that contains many common product types that essentials banks distribute. These items represent the stock you have for distribution. Here is the current default list: +[TODO: Bulletize this list.] + Adult Briefs (Large/X-Large), Adult Briefs (Medium/Large), Adult Briefs (Small/Medium), @@ -64,6 +66,7 @@ You can add more items, basing them off our base item list, and customize them. - adding minimum and recommended bank-wide inventory levels (which enable warnings, and drive the low inventory list in your dashboard) - creating [kits](inventory_kits.md) that will contain items (the inventory levels will show the items that are yet not in the kits) - remove the items from your lists on a go-forward basis. + - [TODO: links pointing to each of these things] ## The Items & Inventory Views @@ -77,7 +80,10 @@ Clicking "View" will bring up details on the item, including all the things you [ToDo: screenshot] The fields are: - Base item -- this is the "base item" for this item -- which determines what section it is in for the Annual Survey. You can also search by base item (at this time) -- Category -- this is a category you define (see Item Categories, below [TODO: put the link in]) +- Category -- this is a category you define (see Item Categories, below +- +- [TODO: put the link in]) +- - Value per Item -- this is currently shown in cents (there is a request to change it to dollars in our list). This is used for any "Fair Market Value" values -- including on donation and distribution printouts. Note: We only have one 'value per item' per item -- so it's always the current fair market value not the historical. If provided, this is used for the value column on the distribution and donation printouts (unless you hide those columns when [customizing your bank](getting_started_customization.md)) - Quantity per individual -- This is used for two things: 1/ If you have enabled "request by individual" for your partners (and they use it), this is the number of items that will be in their request per individual they request for. (so, if it's 25, and they indicate 3 individuals, you will receive a request for 75 of that item). It is also used in the annual survey for the estimated people served -- we take the total of the item that was distributed, and divide it by this number to get the number of people helped. **NOTE** We use 50 for this if you don't give a value. diff --git a/docs/user_guide/bank/inventory_transfers.md b/docs/user_guide/bank/inventory_transfers.md index e3d34bdb84..477c4bd0f2 100644 --- a/docs/user_guide/bank/inventory_transfers.md +++ b/docs/user_guide/bank/inventory_transfers.md @@ -51,4 +51,4 @@ To export a list of the transfers, click "Export Transfers" on the transfers pag The details in the export are lacking -- it doesn't show each item, but only the total. [TODO: Add a better export to the Things to do] -[Prior: Adjustments](inventory_adjustments.md) [Next: Product Drive Participants](community_product_drive_participants.md) \ No newline at end of file +[Prior: Adjustments](inventory_adjustments.md) [Next: Product Drives](community_product_drives.md) \ No newline at end of file diff --git a/docs/user_guide/bank/pm_adding_a_partner.md b/docs/user_guide/bank/pm_adding_a_partner.md index 5c8afddc99..3444f7b6e0 100644 --- a/docs/user_guide/bank/pm_adding_a_partner.md +++ b/docs/user_guide/bank/pm_adding_a_partner.md @@ -1,7 +1,27 @@ # Adding a single partner -To add a single partner, you can either Click on the "Add a Partner" button in the "Getting Started" section of your dashboard (if you are, indeed, just getting started), or click "Partner Agencies" in the left-hand menu, then "All Partners", then "New Partner Agency". -[TODO: Needs screenshots of navigation] +To add a single partner, you can either Click on the "Add a Partner" button in the "Getting Started" section of your dashboard (if you are, indeed, just getting started), or click "Partner Agencies" in the left-hand menu, then "All Partners", then "New Partner Agency". Then, fill in the following information, and click "Add Partner Agency". -This just sets up the partner in your bank so you can distribute to them. If you want them to be able to make requests, you'll need to [invite](pm_inviting_a_partner.md) them. +##### Note: This just sets up the partner so you can distribute to them. It does *not* notify or invite the partner -- that is a separate step. +### Name (mandatory) +This is the name of the agency. It will appear in dropdowns for you to select when filtering requests or distributions, or when entering a new distribution. +### E-mail(mandatory) +This is the primary contact for the partner. Any system emails regarding the partner [TODO: list examples] will be sent to this address. +### Default storage location +Choosing a default storage location here is a short-cut that will automatically fill in the source location in the distribution that is started when you fulfill a request from this partner. (Don't worry, you can change it.) +### Group +What group, if any, does the partner belong to. Groups are very handy if you want to, say, allow only specific groups to be able to request certain items. For more details see [Partner Groups](pm_partner_groups.md) +[TODO: Check what happens if none is chosen, but there are groups. Does the partner get to request nothing or everything?] + +### Do you want this partner to receive emails for distributions and reminders from the system? +Hopefully this is self-explanatory, but also see the questions about customizing reminders in [your organization](getting_started_customization.md) + +### Quota +This is an information-only quota -- it is meant to be total items per request. We give a friendly "are you sure you wanted to order that much?" kind of warning on the partner's confirmation screen if they over order, but there is *no* actual enforcement. If entered, this value is also displayed in your view of the requests. + +### Notes +Bank-only [TODO: Double-check -- i'm 95% sure that's right] notes about the partner. + +### Documents +Documents concerning the partner -- bank only [TODO: double check] [Prior - Importing Partners](pm_importing_partners.md) [Next - Partner Groups](pm_partner_groups.md) \ No newline at end of file diff --git a/docs/user_guide/bank/pm_announcements.md b/docs/user_guide/bank/pm_announcements.md index f9eb061b1f..76deb1ded6 100644 --- a/docs/user_guide/bank/pm_announcements.md +++ b/docs/user_guide/bank/pm_announcements.md @@ -5,6 +5,10 @@ DRAFT USER GUIDE Partner announcements are a great way to let your partners know about temporary situations -- like when you need to put some limits on what you can give out of a particular size. Some banks also use them to point to other resources. These announcements appear on the partner's dashboard, so they'll be there whenever the partner logs in. +You can add multiple announcements, with links to additional information, and either have an expiry date or delete them when they are no longer useful. The announcments will be shown in reverse chronological order + +[TODO: confirm that there isn't something odd, like the ones with expiries showing first] + ## How to create an announcement Click on "Partner Agencies" in the left hand menu, then "Partner Announcement". This will bring up a list of all your partner announcements. diff --git a/docs/user_guide/bank/pm_approving_a_partner.md b/docs/user_guide/bank/pm_approving_a_partner.md index 40f7667f1f..dd97f8b0c5 100644 --- a/docs/user_guide/bank/pm_approving_a_partner.md +++ b/docs/user_guide/bank/pm_approving_a_partner.md @@ -25,12 +25,15 @@ or In any of these cases, you can view all the answers in the profile. If something needs changing, you can do it yourself by clicking the "Edit Information" button, or the partner can make the change. See [Partner profiles](partner_profiles.md) for details on the partner profile. + [TODO: Link should go to the part of partner profiles that lists all the fields] Once you have reviewed the partner's info, and want to approve them to make requests, click the "Approve Partner " button. + [TODO: Screenshot] You should see a "Partner Approved!" message, and the status of the partner will show as "Approved" + [TODO: Screenshot] [Prior - Partner Profiles](pm_partner_profiles.md) [Next - Requesting Recertification](pm_requesting_recertification.md) diff --git a/docs/user_guide/bank/pm_partner_profiles.md b/docs/user_guide/bank/pm_partner_profiles.md index 489ccefcb4..e1a5ecd1bb 100644 --- a/docs/user_guide/bank/pm_partner_profiles.md +++ b/docs/user_guide/bank/pm_partner_profiles.md @@ -36,7 +36,7 @@ The high level sections of the partner profile are: - Additional Documents - Settings (not configurable) -## Agency Information (not configurable) +### Agency Information (not configurable) This section contains basic agency information that most, if not all, partners will need to provide: - Agency Name - Agency Type @@ -48,14 +48,14 @@ This section contains basic agency information that most, if not all, partners w - State - Zip Code -## Program / Delivery Address (if different) +### Program / Delivery Address (if different) Sometimes, a large agency may have a separate address for a specific program or for deliveries/shipping. - Address - City - State - Zip Code -## Media Information +### Media Information This provides a place for the agency to indicate their major communication outlets. *If* the bank chooses to ask for this information, the partner must fill in at least one of the fields: @@ -68,7 +68,7 @@ This provides a place for the agency to indicate their major communication outle -## Agency Stability +### Agency Stability This section is about the maturity of the agency. None of these fields are mandatory. @@ -84,20 +84,20 @@ None of these fields are mandatory. - Do You Receive Essentials From Other Sources? - Currently Providing Diapers? -## Organization Capacity +### Organization Capacity This section has specific questions about the volume of the agency's needs. - Client Capacity - Storage Space (yes/no) - Storage Space Description -## Sources of Funding +### Sources of Funding How does the agency get its funding? - Sources of Funding - How do you currently obtain diapers? - Essentials Budget - Essentials Funding Source -## Area Served (County/Client Share %) +### Area Served (County/Client Share %) This asks what county/county equivalents the agency serves and what proportion of their client share is in which area. At this time, this only covers U.S. counties. We believe the list covers *all* of the U.S, including some areas that are not counties. @@ -107,12 +107,12 @@ The sum of the client share has to be either 0 or 100, and the numbers have to b You start out with 1 county, but can add more with the "Add Another County button" -## Population Served +### Population Served This section has only two questions: - Clients Have An Income Requirement to Work With You? - Do You Verify The Income Of Your Clients? - -## Race/Ethnicity of Client Base +### Race/Ethnicity of Client Base This section is comprised of questions about the race/ethnicity of the client base and the poverty level of the client base. There is no check on whether the numbers add up to 100 -- because there may be overlap. @@ -126,22 +126,25 @@ There is no check on whether the numbers add up to 100 -- because there may be o - % Greater than 2 times FPL - % Poverty Unknown -## Executive Director +### Executive Director Contact information for the head of the agency: - Executive Director Name - Executive Director Phone - Executive Director Email -[TODO: Check if this is ever used for outgoing email] -## Primary Contact + +- [TODO: Check if this is ever used for outgoing email] +### Primary Contact Contact information for your bank's primary contact - Primary Contact Name - Primary Contact Phone - Primary Contact Cell - Primary Contact Email + [TODO: Check if 1/ Primary Contact email is defaulted on partner creation, and 2/ confirm that this is used for outgoing emails. Also what about multiple emails -- we need to either restrict to a single, or do the same thing as with the pickup person about them.] -## Pick Up Person +### Pick Up Person The Pick Up person will receive an email when the distribution is scheduled. + [TODO: Check -- is it only on pickups, or do they get it for deliveries too?] - Pick Up Person Name @@ -149,17 +152,17 @@ The Pick Up person will receive an email when the distribution is scheduled. - Pick Up Person's Email Note this can be multiple, comma-separated emails. -## Agency Distribution Information +### Agency Distribution Information This section is about the agency's practices when distributing to their clients. - Distribution Times - New Client Times - More Docs Required - This is meant to be the documentation required for new clients -## Additional Documents +### Additional Documents This is a place to upload additional documents that you need from your partner. -## Settings (not configurable) +### Settings (not configurable) Many banks restrict the partners to one kind of request (see [Customization](getting_started_customization.md)). If you don't, the partner can still simplify their request experience by unclicking the items that don't apply. Only the options that you haven't already turned off will show up here, and at least one has to be checked. - Enable Quantity-based Requests diff --git a/docs/user_guide/bank/pm_partner_statuses.md b/docs/user_guide/bank/pm_partner_statuses.md new file mode 100644 index 0000000000..afddbe08d8 --- /dev/null +++ b/docs/user_guide/bank/pm_partner_statuses.md @@ -0,0 +1,35 @@ + +DRAFT USER GUIDE +# Partner statuses (what can partners do when) + +As an essential bank, you distribute materials (diapers, period products, etc.) to your partners who interface with the people in need of the items. + +Depending on factors like how well-established your processes are and the capabilities of your partners, you might or might not allow/require your patners to make requests to get materials distributed to them. + +There are three partner statuses, which have different impacts on how you interact with your partners. + +## Uninvited +You can add partners without inviting them to the system. In this case, you can make distributions to them in the system. The partners can not sign in to the system, and so will not directly provide the information in the partner profile. This is the status of imported partners. +The partners will still get emails regarding deadlines and distributions (assuming you have set them up to do so) [TODO: expand -- what are the conditions under which partners get which emails -- ] +[TODO: Check: do we have an add and invite on the import, or just add] + +## Invited +Once you invite a partner, an email goes out to the to allow them to provide a password. [TODO: Details of email] They will then have access to the partner profile. They cannot, however, make requests. + +The 'standard' sequence is for the partners to fill in some information in the partner profile, then "request approval" of the bank. The bank then reviews the information provided, and either approves, or asks for changes. + +However, many banks get the information from their partners in other ways. Some, for instance, will fill in the information themselves while on a call with the partner. + +## Awaiting review +Once a partner has been invited, they will use the "edit my organization" function in their view of the system to provide the information. After saving the screen, they can "submit for approval" - which changes the status to "Awaiting review. This partner will now appear on your dashboard, in the "Partner Approvals" section. The partner will not be able to make requests until they are approved. + +## Approved +Approved partners can make requests. +Note: There is no system-required information for partner approval -- you can approve them as soon as they are invited. + +## Recertification Required +In order to keep your partner information up to date, you may (usually on an annual basis) require your partners to review and revise their profile information. The main reason to do this is to ensure you have up to date information for contact and for grant writing. Until the partner submits the updated information and you approve it, they will not be able to enter requests in the system. +Please note that the partner can update this information at any time -- you don't have to use this to allow them to update their info. + +[Prior: The Request/distribution cycle](pm_request_distribution_cycle.md) +[Next: importing partners](pm_importing_partners.md) diff --git a/docs/user_guide/bank/pm_request_distribution_cycle.md b/docs/user_guide/bank/pm_request_distribution_cycle.md index a4c33f7e96..7a4fb6d12b 100644 --- a/docs/user_guide/bank/pm_request_distribution_cycle.md +++ b/docs/user_guide/bank/pm_request_distribution_cycle.md @@ -27,10 +27,11 @@ So, how does this work? 9/ You can mark the distribution as complete. -Please note that you can edit distributions (e.g. if you have more product come in before pickup). The partner does not get a new email if you do that.[TODO: Confirm] +Please note that you can edit distributions (e.g. if you have more product come in before pickup). The partner does not get a new email if you do that. +[TODO: Confirm] -[Prior: Pick ups and deliveries](essentials_pick_ups.md) [Next: importing partners](pm_importing_partners.md) +[Prior: Pick ups and deliveries](essentials_pick_ups.md) [Next: Partner statuses](pm_partner_statuses.md) diff --git a/docs/user_guide/bank/readme.md b/docs/user_guide/bank/readme.md index 566ceaa875..1b46320234 100644 --- a/docs/user_guide/bank/readme.md +++ b/docs/user_guide/bank/readme.md @@ -1,13 +1,13 @@ DRAFT USER GUIDE -This user guide is meant for users of the human essentials app at essentials banks. As of July 21, 2024, it is a work in progress. If you are interested in helping out, please reach out to @cielf. +This user guide is meant for users of the human essentials app at essentials banks. As of October 25, 2024, it is a work in progress. If you are interested in helping out, please reach out to @cielf. 1. Introduction 1. [Is Human Essentials right for you?](intro_i.md) (what we help with and what we don't) 2. [Support](intro_ii.md) 2. Getting started 1. [Some choices you'll want to think about at the start. ](getting_started_choices.md) - 3. [Storage Locations](getting_started_storage_locations.md) + 2. [Storage Locations](getting_started_storage_locations.md) 3. [Partner Agencies](getting_started_partners.md) 4. [Donation sites](getting_started_donation_sites.md) 5. [Inventory](getting_started_inventory.md) @@ -24,20 +24,21 @@ This user guide is meant for users of the human essentials app at essentials ban 6. [Pick Ups and Deliveries](essentials_pick_ups.md) 4. Partner Management 1. [The request/distribution cycle](pm_request_distribution_cycle.md) - 2. [Importing partners](pm_importing_partners.md) - 3. [Adding a partner](pm_adding_a_partner.md) - 4. [Partner Groups](pm_partner_groups.md) - 5. [Editing a Partner](pm_editing partners.md) - 5. The partner approval cycle + 2. [Partner statuses (what partners can do when)](pm_partner_statuses.md) + 3. [Importing partners](pm_importing_partners.md) + 4. [Adding a partner](pm_adding_a_partner.md) + 5. [Partner Groups](pm_partner_groups.md) + 6. [Editing a Partner](pm_editing partners.md) + 7. The partner approval cycle 1. [Inviting a partner](pm_inviting_a_partner.md) 2. [Partner profiles](pm_partner_profiles.md) 3. [Approving a partner](pm_approving_a_partner.md) 4. [Requesting recertification](pm_requesting_recertification.md) - 6. [Making a partner inactive](pm_making_a_partner_inactive.md) - 7. [Reactivating a partner](pm_parter_reactivation.md) - 7. [Administering partner users](pm_partner_user_admin.md) - 8. [Other partner information](pm_other_information.md) - 9. [Announcements](pm_announcements.md) + 8. [Making a partner inactive](pm_making_a_partner_inactive.md) + 9. [Reactivating a partner](pm_parter_reactivation.md) + 10. [Administering partner users](pm_partner_user_admin.md) + 11. [Other partner information](pm_other_information.md) + 12. [Announcements](pm_announcements.md) 5. Inventory 1. [Items](inventory_items.md) 2. [Storage Locations](inventory_storage_locations.md) @@ -47,7 +48,8 @@ This user guide is meant for users of the human essentials app at essentials ban 5. [Inventory Adjustments](inventory_barcodes.md) 6. [Transfers](inventory_transfers.md) 6. Your community - 1. [Product Drive Participants](community_product_drive_participants.md) + 1. [Product Drives](community_product_drives.md) + 2. [Product Drive Participants](community_product_drive_participants.md) 2. [Donation Sites](community_donation_sites.md) 3. [Vendors](community_vendors.md) 4. [Manufacturers](community_manufacturers.md) @@ -63,5 +65,5 @@ This user guide is meant for users of the human essentials app at essentials ban 3. [Manufacturer donations](reports_manufacturers_donations.md) 4. [Activity graph](reports_activity_graph.md) 8. [User management](user_management.md) -9. [Signing out, and other things you can access by clicking on your name](top_right_menu.md) +9. [Account Management](account_management.md) 10. [But I need to do something different!](asking_for_changes.md) diff --git a/docs/user_guide/bank/reports_summary_reports.md b/docs/user_guide/bank/reports_summary_reports.md index 4afa9769e2..8e8cc2c451 100644 --- a/docs/user_guide/bank/reports_summary_reports.md +++ b/docs/user_guide/bank/reports_summary_reports.md @@ -22,4 +22,6 @@ The "recent donations" section shows recently entered donations that match the d ## Purchase Summary This merely gives the amount spent during the period, along with recently entered purchases that match the date filter. The filter works on the issued on date, but the ordering is by the creation date of the purchase. -[TODO: Marked up Screenshots] \ No newline at end of file +[TODO: Marked up Screenshots] + +[Prior: Exports](exports.md)[Next: Itemized reports](reports_itemized_reports.md) \ No newline at end of file diff --git a/docs/user_guide/bank/top_right_menu.md b/docs/user_guide/bank/top_right_menu.md deleted file mode 100644 index 7c00a56292..0000000000 --- a/docs/user_guide/bank/top_right_menu.md +++ /dev/null @@ -1 +0,0 @@ -Not yet written \ No newline at end of file diff --git a/docs/user_guide/bank/user_management.md b/docs/user_guide/bank/user_management.md index 7c00a56292..4a2215762e 100644 --- a/docs/user_guide/bank/user_management.md +++ b/docs/user_guide/bank/user_management.md @@ -1 +1,56 @@ -Not yet written \ No newline at end of file +DRAFT USER GUIDE +# User Management + +The bank organization admin users can manage both the staff who have access to humanessentials at the bank, and at each of the bank's partners. +The partners can manage their own users as well, but it is sometimes necessary for the bank to be able to add a user at the partner agency due to staff turnover. + +### How do I know what access I have? +If you look at the left-hand menu, and you see, down at the bottom, a section "My Organization", then you have admin access. +Otherwise, if you see "Donations", you have bank user access. +If, instead, you see "My Profile", you are signed in as a partner. +[TODO: Annotated screen shots] + +## Managing Bank staff access +To manage bank staff, you must be signed in as a user with admin rights. + +### Adding a user +To add a user, sign in as someone who has bank admin access, then click on "My Organization" in the left-hand menu. +Scroll down to the bottom of that page. You will see a section labelled "Users". +Check that the user is not already listed, then click on the "Invite User to this Organization" button in the bottom-right corner of the page. + +[TODO: More Screenshots] + +In the window that pops up, add the user's name and email, then click "Invite User". + +An email like the following will be sent to that email: +![Email that goes to the invited user, with button to start password process](images/user_management/user_invite_email.png) + +When the new user clicks "Accept Invitation", they will be prompted to set their password. Once they do, they will have bank user level access to the system. +### Deleting a user + +When someone leaves your organization, you will want to remove their access to humanessentials. To do that, +sign in as someone who has bank admin access, then click on "My Organization" in the left-hand menu. +Scroll down to the bottom of that page. You will see a section labelled "Users". +Find the user you wish to delete. +*If* they had admin access, you will first need to demote them to user, by clicking their "Demote to User" button. +Then, click the "Actions" button beside their name, and then click "Remove User". + +### Giving a user admin access +To promote a user to have admin access, + +[TODO: Write this once it is fixed!] + +### Removing admin access from a user. + +To remove admin access from a user, sign in as someone who has bank admin access, then click on "My Organization" in the left-hand menu. +Scroll down to the bottom of that page. You will see a section labelled "Users". +Find the user you wish to remove admin access from. Click the "demote to user" button beside their name and email. + +### *Help! Our admin quit and we don't have the access we need!* +Send a note to info@humanessentials.app explaining the situation. We review that email on Sunday mornings. +You might be able to get faster turnaround by reaching out on the human essentials slack. + +## Managing Partner access +See [Administering partner users](pm_partner_user_admin.md) + +[Prior: Activity graph](reports_activity_graph.md) [Next: Account Management](account_management.md) \ No newline at end of file diff --git a/docs/user_guide/style_guide.md b/docs/user_guide/style_guide.md new file mode 100644 index 0000000000..a4ab6c9357 --- /dev/null +++ b/docs/user_guide/style_guide.md @@ -0,0 +1,30 @@ +# Style Guide +This style guide is for the Human Essentials Bank user guide. + +Its purpose is to set the standard ways of dealing with matters of style, such as hypenation, capitalization, and the like. + +We want to do a final pass to make everything consistent with the style guide before officially launching the guide. + + +## Capitalization +### Headings +The first letter of a heading is capitalized. After that,use lower case except for nouns that are always capitalized (see below) +### Objects in the app +Match the text to what is in the application. For instance, if a button says "Manage Product drives". That being said, if there is something in the app that is inconsistent, let's get that fixed. +### Always capitalize +Essentially, if it has a view in Human Essentials, capitalize it +- Bank +- Partner +- Account +- Donation +- Purchase +- Product Drive +- Product Drive Participant +- Vendor +- Purchase +- Request +- Inventory +- Audit +## Hyphenation +left-hand menu +in-kind value