Initial Setup & Workspace Configuration

Step 1: Log In and Access Workspace

• Open erp.yoctobe.com
• Log in with a Manager account (required for creating or editing workspaces)

• From the dashboard, scroll down and find the default workspace named Home
• Click Edit to modify the workspace

Step 2: Rename Workspace

• Change the workspace name from Home to Medical Device Management
• Click Save
• A success message will confirm the workspace update

Step 3: Add Shortcuts to Workspace

• Click the + Add Shortcut button
• Search for and add the following document types (doctypes):
  • Item
  • Supplier
  • Customer
  • Purchase Order
  • Quality Inspection
  • Stock Entry

• For each shortcut:
  • Type the doctype name (e.g., Purchase Order) in the search bar
  • Select the correct page
  • Set the label exactly as the doctype name
  • Click Add then Done

• Once all shortcuts are added, click Save
• Your workspace now contains all shortcuts for easy access

Step 4: Update Company Profile and System Settings

• Click your profile icon (top-right) → My Settings to edit your personal info: email, full name, language, timezone
• Use the search bar to find Company List

• Select your company and click Edit

• Fill in key fields:
  • Company Name
  • Address
  • Registration Number (Tax ID)
  • Default Currency
  • Country
• To rename your company, click the three-dot menu next to Save and select Rename
• Check the Accounts tab for default account settings; amend if needed
• Click Save

Step 5: Add Regulatory Details as Custom Fields

• Regulatory info like MDR, FDA, ISO numbers require custom fields:
• Search for Custom Field List or access the form customization for the Company doctype
• Create new custom fields:
  • Field Label: MDR Number
  • Field Type: Data (single-line text)
  • Apply to: Company

• Repeat for:
  • FDA Registration Number
  • ISO Certification Number
• Save each field and reload the company profile to view and fill them

Step 6: Set Fiscal Year, Currency, and Timezone

• Use the search bar to find System Settings
• Open System Settings and update these fields:
  • Default Currency: Set your company’s currency (e.g., GBP)
  • Timezone: Select your company’s time zone (e.g., Europe/London)
• Click Save

Step 7: Create Staff User Accounts

• Search for User List and open it
• Click New to create a staff user account
• Fill in required info: Full Name, Email, Username
• Assign an appropriate Role based on their job function:
  • QC (Quality Control) → Assign Quality User role
  • Storekeeper → Assign Stock User role
  • Sales → Assign Sales User role
  • Regulatory Officer → Assign Regulatory User or similar
• Repeat for each staff member
• Click Save for each user

Step 8: Assign Roles to Users

• Verify roles assigned per user reflect their responsibilities and access needs
• You can adjust roles in User List by opening a user profile and updating the roles section
• Ensure that sensitive permissions (like system settings) are limited to managers or admins only

Step 9: Upload Company Logo and Favicon

• Search for Website Settings and open it
• Upload your company Logo (recommended size: around 200×50 px)
• Upload your Favicon (recommended size: 32×32 px, .ico or .png)
• Save the changes
• The logo will appear in the header and the favicon in the browser tab

Step 10: Test User Logins and Permissions

• Log out from the Manager account
• Log in as each created user (QC, Storekeeper, Sales, Regulatory Officer)
• Verify each user can only access the modules and actions allowed by their role
• Check shortcuts and menus reflect their permissions
• If adjustments are needed, log back in as Manager and edit user roles accordingly

Assign the appropriate permission for each role:

Creating specific role permissions for QC, Storekeeper, Sales, and Regulatory Officer is essential to control what each user can access and do in the system.

• Define roles like QC, Storekeeper, Sales, Regulatory Officer
• For each role, specify permissions on:
  • Modules (e.g., Stock, Quality Inspection, Purchase Orders)
  • Actions (Create, Read, Update, Delete)
  • Document types relevant to their tasks (e.g., QC sees inspections, Storekeeper manages stock entries)
• Assign these roles to user accounts