Manage People

What is People in OpenBoxes?

People (or Persons in singular form) in OpenBoxes are non-users that need to be referenced in the system, or receive emails notifying them of certain transactions.

For example, a hospital using OpenBoxes might create person records for all the doctors in the hospital, so if those individuals submit a paper requisition, their name can be entered as a requestor.

Another common scenario is recipients - if you want to add someone as a recipient on a shipment or PO, and they are not a user, you will need to add them as a person. If a person is a user in OpenBoxes, they do not need a person record - OB will automatically create one for them. It is possible to upgrade someone from a person to a user at a later date - for more info see manage users.

View and Search

To view a list of all of the person records in OpenBoxes, go to configuration>people.

his will bring up a searchable list of all of the people in the system:

This list will also show all users - the type field will show you if the record is just a person, or also a user. Note that the search is not particularly flexible - it can be confused by extra spaces or small typos. To be sure you find what you want, try searching by just a first name, just a last name, or an email. First name and last name works if the match is exact, but you are more likely to miss something. 

Create

• To create a new person, click the “add person” button just above the search:

• This will bring up a form where you can enter a first name, last name, email, and phone number.

• Enter information for the Person:
  • First name (Required)
  • Last name (Required)
  • Email and (Optional): If you enter an email, this person will receive email notifications if they are added as a recipient to a shipment or PO.
  • Phone number (Optional)
• Click “Create” to finalize and save the record.

Edit

From the List Persons page, you can click on the name of any person to edit their record.

On this page, you can edit any of the previously entered data.

You can also click “convert person to user” to being the process of adding a user account for this person.

Save to update the record.

Deactivate/Delete Person

You can delete a person from OpenBoxes. However, if the Person has already been referenced in a Shipment, Purchase Order, Receipt, or Stocklist, OpenBoxes will not allow you to delete the person.

Instead, you can deactivate the Person.

• From the Persons List page, select the Person you need to delete/deactivate.
• Uncheck the Active box to deactivate the person.

• If the person was just created or has not been referenced in any transaction, you can also choose to delete by clicking on the Delete button.