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What settings can I make in the system?

In the system settings, you configure how the system behaves in several areas. The following options are available.

Email notifications

Whether a role receives email notifications is defined by the permission Receive email notifications in the Administration area of the role. As long as custom user roles are not activated for your account, you will find the switch Only users with the Administrator role should receive email notifications in the system settings: if it is active, the predefined roles Inventory Manager and Employee lose the permission and only administrators receive emails.

Storage management
  • Activate self-withdrawal storages: All users can withdraw inventory from any storage without obtaining approval from an inventory manager.
  • Self-withdrawal users: Users who are registered as self-withdrawal users for a storage can hand in inventory in that storage without confirmation by an inventory manager — provided this option is activated.
App features

Both app features are permissions of the role in the Inventory area. As long as custom user roles are not activated for your account, you switch them here for the predefined roles:

  • Global search for the user role (permission Global search in the app): If this feature is activated, the app delivers all inventory items, sets and consumables to the Employee role, even if the permission View inventory is not set to All.
  • Inventory transfer between users (permission Transfer to users by selection): By default, inventory is only passed on by scanning the QR code. With this permission, users can pass inventory items directly to other users by selecting them from a list. The switch applies to the roles Inventory Manager and Employee.
Receiver types

Here you select which receiver types you want to use in the system:

  • Users
  • Employees
  • Construction sites
  • Projects
  • Rooms
  • External persons
  • Subcontractors
  • School classes
  • Pupils
  • Vehicles
Inventory status

If the feature is activated for your account (Large package), you create custom statuses with name, color, base status and permitted actions in the Inventory Status section and define the order of the statuses. For the four system statuses Active, Maintenance, Decommissioned and Lost, you only change the color and the order. Learn more: How do I create custom inventory statuses?

Handover protocol

In the Handover protocol section, you define which optional fields appear in the handover protocol, for example the assigned QR codes.

Custom logo

In the Custom logo section, you upload up to three logos:

  • Wide logo and square logo: They replace the default logo at the top left of the navigation, depending on whether the menu is expanded or collapsed.
  • Logo for documents (PDF): This logo appears on all PDF documents generated by Inventory ONE, for example on the handover protocol and the procedure log. A logo you previously stored in the handover protocol section is taken over automatically. Without a custom logo, the default logo is used. A landscape image as PNG or JPG is recommended.

You can replace or remove an uploaded logo at any time.

Labels

In the Labels section you define once the template for labels that are printed directly from the inventory as a PDF (see How do I print labels with a QR code or barcode directly from the inventory?). As long as no template is saved, there is no print function on the inventory. Click Create label template to start with a sensible default.

You configure on the left and immediately see the preview at twice the original size on the right:

  • Print settings for all inventory types: size as a preset (25 × 13, 40 × 22 or 72 × 42 mm) or your own width, height and margin in millimetres, code type QR code or barcode (Code 128), position of the code (left, right, top or code only), the code value as text below the code and optionally your company logo. The PDF page is always exactly the size of the label.
  • Code prefix: Up to four characters placed in front of every newly assigned code, for example ONE-. Eight random, easily readable characters and a check character follow.
  • Text lines per inventory type: In the tabs Inventory, Set, Quantity tool and Consumable you define up to four text lines. Insert placeholders such as {name}, {inventory_number}, {storage} or {manufacturer} by clicking or by typing a curly brace; the list shows each placeholder with its name in your language. Custom fields are available via {property:field name}. For each line you choose the font size (automatic, small, medium, large) and bold. Empty fields leave no gaps, text that is too long is cut off.
  • Preview with real inventory: Select one of your own objects of the respective type to see the label with its data.
  • Test print: Creates the sample label of the active tab as a PDF in label size, even from an unsaved draft. The sample code is neither assigned nor reserved. This way you check printer, roll and readability before saving.

With Deactivate label printing you can switch the function off at any time: the template stays saved, and "Print label" disappears from the inventory until you activate it again.

Below the template you see the reserved codes: codes that were generated when printing without direct assignment. They do not expire, are never handed out again and disappear from the list as soon as they are assigned by scanning or typing. You can also delete them here manually.

Settings for the predefined roles

The following settings define what the predefined roles inventory manager and employee are allowed to do. You find them in their usual place in the permissions, receivers, and inventory sections of the system settings. A change takes effect immediately for everyone with the respective role.

For the employee role:

  • Write notes: Employees may create notes on inventory items and edit and delete their own notes.
  • See all inventory items: Employees see all inventory items in the overview instead of only those assigned to them. This also applies to the related reservations, documents, and notes.
  • See commercial data: Employees see details such as purchase price, supplier, and warranty.
  • Reservations for themselves: Employees may independently create reservations for themselves, for example via the app.
  • Reservations for other receiver types: You select the receiver types for which employees may additionally create reservations. Possible types are users, employees, construction sites, projects, rooms, external persons, subcontractors, school classes, pupils, and vehicles.
  • Visible receiver types: In the Receivers section, you select which receiver types employees may see (permission View receivers). This applies in the web application and in the app, including reservations of other receivers and when scanning a receiver code.
  • Global search in the app and Transfer to users by selection: see the App features section.
  • Receive email notifications: see the Email notifications section.

For the inventory manager role:

  • Create and edit receivers: For each receiver type, you select whether inventory managers may create and edit receivers of this type.
  • Archive receivers: For each receiver type, you select whether inventory managers may archive receivers of this type.
  • Delete inventory: Inventory managers may delete inventory in the storages assigned to them.
  • See commercial data: Inventory managers see details such as purchase price, supplier, and warranty.
If custom user roles are activated

If custom user roles are activated for your account, the settings for the predefined roles no longer appear in the system settings. You then control these permissions for each role individually under Settings → Roles — including inventory manager and employee. The state last chosen in the system settings is kept and is your starting point in role management. All other system settings remain available as before. Read more: How do I create custom user roles?