Parts & Inventory Notification Types Explained
Parts and inventory notifications are only useful when the message tells people what action is needed. This guide explains the main parts-related alerts in Infodeck and when they should matter operationally.
Quick Summary
Infodeck can notify teams about shortages, replenishment work orders, replenishment receipts, materials issued or returned, stock adjustments, and write-offs. Use notification preferences to decide which of these should reach each role by email or mobile.
The Main Parts & Inventory Notification Types
| Notification Type | What It Means | Who Usually Cares |
|---|---|---|
| Work order shortage | A work order still has uncovered planned material quantity | supervisors, planners, stores team |
| Replenishment work order assigned | A replenishment task was created and assigned to a user or team | stores, procurement, inventory owner |
| Replenishment received | Stock tied to a replenishment follow-through has been received | stores, planners, supervisors |
| Materials issued | Actual stock was issued to a work order | supervisors, stores, auditors |
| Materials returned | Previously issued stock was put back into inventory | stores, supervisors, auditors |
| Stock adjusted | Inventory quantity or holding state changed outside normal issue/return flow | inventory owner, supervisors |
| Write-off | Stock was removed due to loss, damage, expiry, or disposal | finance-adjacent ops, inventory owner, supervisors |
What the Most Important Alerts Should Tell You
1. Work Order Shortage Alerts
These alerts should answer:
- which work order is affected
- the work order display ID
- which part is short
- how much is still uncovered
- where the shortage is happening
This is the alert that tells an operator: the job is still short, go resolve the stock gap.
2. Replenishment Work Order Assignment Alerts
These alerts should answer:
- which replenishment work order was assigned
- the replenishment work order display ID
- which part or stock follow-through it relates to
- whether the operator now owns the replenishment task
This is the alert that tells the assignee: you are now responsible for handling the replenishment work.
3. Materials Issued and Returned Alerts
These are useful when the organization wants visibility over actual stock movement tied to work orders.
They help:
- confirm the field team really consumed stock
- show when issued stock came back
- make the activity trail readable during later review
4. Stock Adjustments and Write-Off Alerts
These are governance-heavy alerts. They matter when someone needs to know stock changed outside normal work order consumption.
Typical reasons:
- damaged stock
- expired stock
- cycle count correction
- manual administrative correction
Recommended Notification Setup by Role
| Role | Recommended Alerts |
|---|---|
| Technician | New assignment, important work order updates, direct mentions |
| Stores / Inventory Team | Work order shortages, replenishment assignments, replenishment received, materials returned |
| Supervisor / Manager | Work order shortages, important updates, replenishment assignments, stock adjustments, write-offs |
| Planner / Coordinator | Work order shortages, replenishment received, major work order updates |
Too many notifications create the same problem as too few: nobody acts quickly. Match the alert type to the role that can actually do something about it.
Email vs Mobile: Which Channel Fits Which Alert?
| Alert Type | Best Channel |
|---|---|
| Shortage needing action today | Email + Mobile |
| New replenishment assignment | Email + Mobile |
| Replenishment received | Email, optionally Mobile |
| Materials issued / returned | Email for audit-oriented teams |
| Stock adjusted / write-off | Email first, Mobile only if operationally urgent |
Real-World Examples
Example 1: Shortage Alert for a Live Job
Situation: A planned material on WOR-3435281 is still short by 4 units.
Good notification outcome:
- the email shows the work order display ID
- the operator sees the short quantity and affected location
- the team knows this is still actionable, not just informational
Example 2: Replenishment Work Order Assignment
Situation: Auto-approval creates a replenishment work order for a short part.
Good notification outcome:
- the email title clearly says a replenishment work order was assigned
- the display ID is visible
- the assignee can open the work order directly and act
Related Articles
- How to Set Notification Preferences
- How Replenishment Work Orders and Auto-Approval Work
- How to Handle Shortage, Reservation, Issue, Return, and Release
Need help? Contact Infodeck Support