Administration overview
The Administration menu groups the screens where you prepare your organization's reference data: materials, products, packagings, warehouses, valorizations, partners and users. These are the lists operators then pick from during receptions, degassing, dismantling, outbound batches and shipments, and that the reports rely on.
This data is mostly set up at the start and then changes little. Each organization has its own reference data: what you create or change is visible in your organization only.
Before you start
- Each administration screen requires its own permission (see Permissions for the administration screens). A screen you do not have the permission for does not appear in the menu.
- The admin role created with every new organization holds every permission, including the administration ones.
The Administration menu screens
| Screen (menu) | What you manage there | Tabs | Used by |
|---|---|---|---|
| Administration › Materials | Material types (steel, copper, R-134a gas…) and their categories | Material Types, Categories | Outbound batches, degassing (gas type), product records, clients' default valorizations, reports |
| Administration › Products | The catalogue of models, product types and their categories | Products, Product Types, Categories | Inbound batches, unit identification, degassing, dismantling, reports |
| Administration › Packagings | Packagings (cylinders, bins…) and their types | Packagings, Packaging Types | Degassing (cylinder), outbound batches |
| Administration › Warehouses | Warehouses and their locations | Locations, Warehouses | Putting inbound and outbound batches in inventory |
| Administration › Valorizations | Valorization types (management modes) | — | Shipments, clients' default valorizations, reports, dashboard |
| Administration › Partners | Clients (buyers) and carriers | — | Receptions, shipments, registers |
| Administration › Users | The accounts of the people in your organization and their roles | — | Signing in and access to screens |
What a new organization already contains
When it is created, an organization already receives:
- Materials: seven categories (Métaux ferreux, Métaux non-ferreux, Plastiques, Matières dangereuses, Verre, Pièces réemployées, Déchets) with their material types, plus the Gaz et agent de gonflement category and its eleven refrigerant gases (R-12, R-134a, R-600a…). Details are in Materials.
- Products: five product categories (Réfrigération domestique, Distributeur d'eau, Climatisation portative et déshumidification, Thermopompes, Autres) and twelve product types, all degassable. Details are in Products.
- An admin role that holds every permission.
These default names are created in French; you can rename them.
Everything else is yours to create: packaging types and packagings, warehouses and their locations, valorization types, partners, users and, if you wish, the models of the product catalogue.
You can rename, reorganize, deactivate or delete the items created by default. RecyTrax never changes what you have modified and does not recreate an item you have deleted. During a RecyTrax update, it can only add a default item that is still missing.
Setting up a new organization
Follow this order: each step prepares what the next one needs.
- Materials — Go through the default list in Administration › Materials. Add the materials you ship that are missing and deactivate the ones you do not use. Check that the gases you recover are ticked Gas and Active: otherwise they will not be offered at degassing.
- Products — In Administration › Products, check the categories and product types, especially the Degassable box of each type. The catalogue of models (Products tab) can stay empty: operators add models as they identify units.
- Packagings — Create at least one packaging type (for example "Cylinder"), then your gas recovery cylinders. Degassing requires a cylinder.
- Warehouses — Create your warehouses and their locations. They are needed to put inbound and outbound batches in inventory.
- Valorizations — Create the valorization types (for example recycling, reuse, disposal) and tick Valorizable on those that count toward the valorization rate. A shipment cannot be shipped while one of its batches has no valorization.
- Partners — Create your carriers (needed for receptions and shipments) and your clients (the buyers on shipments). For each client, set the default valorization of each material in the Material and valorization tab.
- Users — Invite the people in your organization and assign their roles.
What each operation needs
| Operation | Reference data needed |
|---|---|
| Receptions | An active partner of type Carrier. |
| Inbound batches | Product types (every unit has one). Models in the catalogue to identify units (they can be created during identification). An active location to inventorize the batch. |
| Degassing | Product types ticked Degassable. Materials ticked Gas and active. At least one packaging type and packagings used as cylinders (a new cylinder can be created from the degassing workstation). |
| Dismantling | Models in the catalogue to identify units. |
| Outbound batches | Active materials. Packagings (optional). An active location to put the batch in inventory. |
| Shipments | An active client (the buyer) and an active carrier. Valorization types. The client's default valorizations, if you want them filled in automatically. |
| Reports | Material categories (material nature), product types and categories, the GWP of gases and the Valorizable option of valorization types. |
Permissions for the administration screens
| Screen | Permission | Notes |
|---|---|---|
| Materials | RecyTrax › Administration › Materials | Gives access to both tabs. |
| Products | RecyTrax › Administration › Products | Gives access to the catalogue, types and categories. |
| Packagings | RecyTrax › Administration › Packagings | The Degassing permission also allows creating a new cylinder from the degassing workstation, without being able to edit or delete packagings. |
| Warehouses | RecyTrax › Administration › Warehouses | Gives access to warehouses and locations. |
| Valorizations | RecyTrax › Administration › Valorization | — |
| Partners | RecyTrax › Administration › Partners | Includes the Material and valorization tab: the material and valorization lists are offered there even without the Materials and Valorization permissions. |
| Users | Identity management › User management | The Create, Edit, Delete and Managing roles sub-permissions show or hide the matching buttons. See Users. |
If you open a screen's address without its permission, RecyTrax shows an access-denied page. For roles and permissions in general, see Roles and permissions.
How the screens work
The administration screens all work the same way:
- Search: type in the search box at the top left of the list; the list updates as you type. Search ignores capitals and accents.
- Filter: a drop-down list next to the search box (for example All categories) narrows the list.
- Sort: click a column header; click again to reverse the order.
- Pages: the list shows 50 rows at a time; the arrows below the list move from page to page.
- Create: the New… button (for example New material type), at the right above the list, opens a window. Required fields are marked; an empty required field is outlined in red when you leave it or when you click Save. Pressing Enter also saves.
- Edit: the pencil icon at the end of the row.
- Delete: the trash icon at the end of the row. RecyTrax asks Are you sure?; confirm with Yes. The message Deleted successfully appears.
- Save: after a successful save, the message Saved successfully appears and the window closes.
- Cancel: if you have entered something, RecyTrax asks Discard your changes? — choose Keep editing to go back to the window or Discard to close it without saving.
- Errors: when RecyTrax refuses a save or a deletion, an error window shows the reason (for example "A material type with this code already exists.").
On a phone, each row of the list is shown as a block with the name of each column.
Codes
Codes (materials, product types and categories, packagings, warehouses, locations, valorizations) are unique within your organization. The comparison ignores capitals and spaces at the start and end: "acc" and "ACC" are the same code. The code of a deleted item becomes available again.
Active and inactive
Materials, warehouses, locations and partners have an Active switch. An inactive item stays in its administration list but is no longer offered in the operations' pick lists; records that already use it keep it. A new item is always active: the switch only appears when editing.
When an item has already been used, deactivate it instead of deleting it: it disappears from the pick lists without changing any history.
The icon picker
Material categories, product categories, packaging types and valorization types can carry an icon. That icon is then shown everywhere next to the item (and, for a category, next to each material or product it contains).
- In the create or edit window, click Select an icon.
- Scroll the grid or type in the Search by name box. Icon names are in English (for example
refrigerator,snowflake,magnet); hover over an icon to see its name. - Click the icon you want: the window closes and the icon appears next to the button.
- To remove the icon, click No icon.
The grid shows at most 300 icons; if the list is longer, a counter (for example "300 / 412") invites you to refine the search.
Frequently asked questions
Why doesn't the Administration menu show every screen?
Each screen only appears if you have its permission. Ask an administrator of your organization to give you a role that includes it.
Where do I start in a new organization?
Follow the setup order: materials, products, packagings, warehouses, valorizations, partners, then users. Materials and products already exist by default: you only need to review them.
Can I change the materials and products created by default?
Yes, like any other item. RecyTrax never overwrites your changes and does not recreate an item you have deleted.
A category I had renamed came back, empty, under its old name. Why?
During an update, RecyTrax adds the default items that are missing. It recognizes a material category by its name and a product category by its code: if you renamed a material category (or changed the code of a product category), it may recreate an empty category under the original name or code. Delete it: a deleted category is never recreated.
Is reference data shared with other organizations?
No. Each organization has its own materials, products, packagings, warehouses, valorizations, partners and users.