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New Feature: Allocate Items Externally

We are very pleased to be introducing an exciting new feature to our members, a feature which will enable Admin to allocate uploaded assets directly to an internal member or an external partner (including charities), saving a great deal of communications time in the process.

In this blog post, we will be exploring external allocations and allocations for charities. If you’re looking to understand the internal allocation feature, please go here.

 

External Allocations and how to set them up

Like with internal allocations, Admins will need to sign in to their Company Admin account. Once signed in, they should go to Settings and then Control Assets (click here). Scrolling down this page, they will find a section entitled ‘Allocate Items’, beneath which is a drop-down box. Change this box to ‘Enabled’, and click ‘Save Changes’.

 

allocate2

 

When the new options appear, scroll past the internal allocations settings and observe the different external allocations settings, which are:

  • Allocate Items - Externally to Partner
    • Enabled
    • Disabled

This is used to turn the feature of external allocation on or off.

 

  • Who Can Allocate Items Externally:
    • Admin only
    • Admin and user

This defines who has the authority to allocate items to external partners.

 

  • Allocate From Partner - Select User
    • All of your internal users will be shown. Click on the user you want external partners to allocate items to.

This feature allows members of your organisation to be allocated items from your external partners. If left as the default ‘no external allocation’ then partners will not see the option to allocate items to you on their ‘add items’ page.

 

Now, what about charities?

 

Allocating Partners - a great aspect to this bold new feature

If you would like to add charities to your list of approved external partners for allocating items, you will need to enter their email address in the final section provided in the ‘Allocate Items - Enabled’ drop down box. If your charity partners are already registered with Warp It, they will receive an option to agree to the partnership, as long as you used the same email address that they are registered with.

If your chosen charity partner has not signed up to Warp It, they will be sent a very polite email, as seen below:

 

image6

 

When the charity partner clicks accept, they will be redirected to a page that states ‘You have now been partnered with [XYZ company]. [XYZ company] can now allocate items to [ABC charity].

After this has taken place, the Admin user will now see their external charity partner at the bottom of their ‘Allocate Items’ settings page.

Now, when the members of the organisation who have permission to allocate to external partners are uploading an item and filling in the details, they will notice a new box that says ‘Your settings allow you to allocate items to charities. Select which charity from the dropdown then click allocate charity button’. The charity will receive the item as a claimed item and must then set the item as delivered or collected to finalise the transaction, or cancel it, in which case it will be uploaded as a normal marketplace item.

 

More technical details await, in the User Guide

Thank you for reading! If you’d like more in-depth information about this change, and how to use it, please consult the User Guide for this specific feature, which you can download here.

If you want to read about internal allocations, please read this guide.

 

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Joseph Kennedy

Joseph Kennedy

My journey is education, communication and innovation. My destination is a world free from environmental collapse, ecological ruin and unbreathable air.

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