Configure authorized pickup personnel for central warehouses

How to Configure Authorized Pickup Personnel for Central Warehouses

This topic provides instructions for Administrators and Configurators on how to manage the list of personnel authorized to collect materials from a specific Central Warehouse. Configuring these permissions ensures that warehouse operations remain secure, compliant with company policies, and efficient during the handover process.

Overview

In the NextGen FSM, security at the wTo do this, use the 'A' and 'B' action buttons located at the top of the table.arehouse level is maintained by defining exactly who is permitted to pick up materials. For every Central Warehouse, you can manage a specific list of authorized individuals, record their identification documents, and designate a primary contact for pickup operations.

By maintaining this list, you enable warehouse clerks to perform fast and reliable authorization checks, reducing the risk of unauthorized material movement.

Prerequisites

Before configuring authorized personnel, ensure the following conditions are met:

Role Permissions: Your user typeno must have the “Warehouse master data: Edit” permission (fsm.inventory.feature.warehouses.edit).
Warehouse Type: The target warehouse must be defined as a Central Warehouse.
Resource Data: The Scheduling Resources (Field Technicians) or Server/Desktop Users you wish to add must already exist in the system master data.
Operating Centers: Ensure the Central Warehouse is correctly associated with the relevant Operating Centers to filter Scheduling Resources effectively.

Step 1: Access the Authorization Configuration

Navigate to the specific warehouse settings within the FSM platform:

Go to Features > Inventory Management > Warehouses.
Select Central Warehouse.
Select the specific warehouse you wish to configure from the list and access it in Edit mode.
Click on the Authorized Pickup Personnel action.

Step 2: Add Authorized Personnel

You can add two types of users: Scheduling Resources (Field Technicians) or Server/Desktop Users. To do this, you can use the 'Associate Resource' and 'Associate User' action buttons located at the top- right of the table.

Associate Resource

Click the Associate Resource button.
the Configure Warehouse Pickup User panel opens
The Warehouse property is already pre-set with the previously selected central warehouse
Select the resource using the picker.
1. Use the search filters (Operation Center, User Type, Serial Number, Username, Surname, or Name) to find the individual.
  - Note: For Scheduling Resources, the system only displays individuals belonging to Operating Centers associated with the selected warehouse.
Select the resource from the search results. Please note that only scheduling resources from the operational centers linked to the central warehouse will be available for selection.
Select the Identity Document Type from the dropdown menu (e.g., Passport, Driver’s License, State-Issued ID).
Enter the Document Number.
- Note: Check if these fields are marked as mandatory per your organization's configuration.
Confirm the addition. The record is saved immediately to the warehouse profile.

Associate User

Click the Associate Resource button.
the Configure Warehouse Pickup User panel opens
The Warehouse property is already pre-set with the previously selected central warehouse
Select the resource using the picker.
1. Use the search filters (Operation Center, User Type, Serial Number, Username, Surname, or Name) to find the individual.
  - Note: For Scheduling Resources, the system only displays individuals belonging to Operating Centers associated with the selected warehouse.
Select the resource from the search results.P lease note that only only resources from the operational centers linked to the central warehouse will be available for selection.
Select the Identity Document Type from the dropdown menu (e.g., Passport, Driver’s License, State-Issued ID).
Enter the Document Number.
- Note: Check if these fields are marked as mandatory per your organization's configuration.
Optionally, you can designate one user as preferred. The user marked as preferred is used as a favorite to prefill the personnel assigned to material pickup in the procurement request.
Confirm the addition. The record is saved immediately to the warehouse profile.

Step 3: Manage the Preferred Pickup Resource

The platform allows you to designate a single Server/Desktop User as the "Preferred" contact for the warehouse.

Default Behavior: The first Server/Desktop User added to the list is automatically marked as Preferred.
Changing the Preferred Resource: 1. Select a different Server/Desktop User from the authorized list. 2. Select the Set as Preferred action. 3. Confirm the change in the pop-up dialog. The previous resource will be automatically unset.
Removing a Preferred Resource: If you remove the preferred user, the system will prompt you to assign a new one or automatically assign the next available Server/Desktop User in the list.

Step 4: Remove Personnel

If an individual is no longer authorized to collect materials:

Locate the person in the Authorized Personnel List View.
Select the Delete action.
Confirm the deletion when prompted.
- Note: This action only removes their authorization for this specific warehouse; it does not delete the user from the system's global master data.

Summary and Next Steps

By completing these steps, you have established a secure registry of personnel who can interact with the Central Warehouse to pick up materials. This enables the warehouse team to verify identities against the configured Identity Document Type and Document Number during physical handovers.

Related Topics:

Managing Central Warehouses: Learn how to create and define warehouse locations.
Operating Center Associations: Understand how to link Operating Centers to Logistics Hubs.
Mandatory Field Configuration: For technical details on making document fields required, refer to the [Technical Reference: Field Configuration Services].