The MyDotation glossary
The actions available to you depend on your role and scope. Where a term is not a setting in itself, the last column shows where to manage or view it.
| Term | Short definition | Related actions | Where to set it up |
|---|---|---|---|
| Allocation (Dotation) | All the items assigned to a staff member to equip them. | Assign, hand over and track returns. | Managed in the staff record. |
| Item | Anything managed in MyDotation: clothing, equipment, a key, a badge or digital access. | Create, classify and assign. | Items › Inventaire › Ajouter un item (Items › Inventory › Add an item), then Fiche de l’item › Modifier l’item (Item record › Edit item). |
| Unit (Pièce) | A single, numbered physical example of a stock-tracked item. | Add units and track who holds them. | Items › Inventaire › Fiche de l’item › Configuration (Items › Inventory › Item record › Configuration). |
| Parent (Racine) | A top-level item that groups variants, with no stock of its own. | Create its variants, then choose one when assigning. | Items › Inventaire › Ajouter un item › Avec variantes (Items › Inventory › Add an item › With variants). |
| Variant (Variante) | A version of an item by size, format, model or access zone. | Choose the right version and manage its stock. | Items › Inventaire › Ajouter un item › Avec variantes (Items › Inventory › Add an item › With variants). |
| Digital access (Accès numérique) | A digital item: access with nothing physical to hand over, such as an account, a licence or a code, with no units or physical stock. | Assign the access and record its return. | Items › Inventaire › Ajouter un item › Nature › Numérique (Items › Inventory › Add an item › Type › Digital). |
| Consumable (Consommable) | An item given out that does not have to be returned. | Assign and hand over. | Items › Inventaire › Ajouter un item › Au départ du collaborateur › Consommable (Items › Inventory › Add an item › When the staff member leaves › Consumable). |
| Stock tracking (Suivi du stock) | Tracking an item’s stock: by numbered units for a non-consumable, by quantity for a consumable. Stock goes down at handover and back up at return. | Identify units and track their availability. | Items › Inventaire › Ajouter un item › Suivre le stock (Items › Inventory › Add an item › Track stock). This choice is fixed when the item is created. |
| Untracked item (Item non suivi) | An item that can be assigned with no stock limit, no unit tracking and no stock alert. | Assign without managing an available quantity. | Items › Inventaire › Ajouter un item (Items › Inventory › Add an item), leaving ‘Suivre le stock’ (Track stock) turned off. |
| Inventory (Inventaire) | The list of items and the information used to manage them. | Add, search, filter and view records. | No direct setting: the Items › Inventaire (Items › Inventory) section. |
| Asset base (Parc) | All the items managed by the site. | View stock levels, states and the value of equipment. | No direct setting: Items › Inventaire (Items › Inventory) and Rapports › État du parc (Reports › Asset base status). |
| Category (Catégorie) | A grouping used to organise items. | Create categories and sub-categories, then file items under them. | Items › Catégories d’items (Items › Item categories). The category an item belongs to is chosen in its record. |
| Domain (Univers) | A broad group of items that corresponds to a top-level category. | Organise categories, choose a manager and a location. | Items › Catégories d’items › Catégorie de tête (Items › Item categories › Top-level category). |
| Domain manager (Responsable d’univers) | The person in charge of managing the categories entrusted to them. | Process requests and manage the operations they are authorised to carry out. | Items › Catégories d’items › Catégorie de tête › Responsable d’univers (Items › Item categories › Top-level category › Domain manager). Their permissions are managed in Personnel › Utilisateurs (People › Users) and Personnel › Rôles (People › Roles). |
| Collection point (Lieu de remise) | Where the staff member collects their items. | Specify where items are collected. | Items › Catégories d’items › Catégorie de tête › Lieu (Items › Item categories › Top-level category › Location); or Fiche de l’item › Modifier l’item › Lieu de remise (Item record › Edit item › Collection point). The item’s location takes priority. |
| Position kit (Kit de poste) | A list of items suggested to equip a position or a staff member, with no automatic assignment. | Create or duplicate a kit, then assign the suggested items. | Personnel › Kits de poste (People › Position kits). |
| Assignment (Attribution) | Pairing an item with a staff member before it is actually handed over. | Choose the items needed. | Managed in Opérations › Attributions (Operations › Assignments) or in the staff record. |
| Unassign (Désattribuer) | Remove an assignment planned for a staff member. | Cancel a requirement or adjust the allocation. | Available in places such as Opérations › Remises (Operations › Handovers) and Opérations › Alertes de stock (Operations › Stock alerts). |
| Preparation (Préparation) | The step of gathering the items before they are handed over. | Prepare the items and track progress. | Opérations › Remises › Préparer (Operations › Handovers › Prepare). |
| Handover (Remise) | Recording that the items have actually been given to the staff member. | Confirm the items handed over. | Opérations › Remises › Remettre (Operations › Handovers › Hand over). |
| Return (Retour / restitution) | Recording the items the staff member has given back. | Record the return and the condition of the units. | Opérations › Retours (Operations › Returns). |
| Acknowledgement (Attestation) | A document issued at a handover, at a return or when an allocation is cleared. | View documents and track signatures. | View in Opérations › Attestations (Operations › Acknowledgements). |
| Signature pending (Signature en attente) | The state of an acknowledgement that has not yet been signed. | Spot the documents still to be signed. | No direct setting: Opérations › Attestations (Operations › Acknowledgements), ‘Signature’ filter. |
| Available stock (Stock libre) | The number of units available to be handed over. | Check availability and add units. | Items › Inventaire › Fiche de l’item › Configuration (Items › Inventory › Item record › Configuration). Availability changes as operations are recorded. |
| Alert threshold (Seuil d’alerte) | A stock level you set to flag that attention is needed. | Set the threshold and view alerts. | Items › Inventaire › Fiche de l’item › Configuration › Modifier le seuil (Items › Inventory › Item record › Configuration › Edit threshold). |
| Turnaround (Turnover) | A required interval between two handovers of the same unit, during which it stays unavailable after its return. | Set the interval and plan ahead for when the unit is next available. | Items › Inventaire › Fiche de l’item › Planification › Délai de turnover (Items › Inventory › Item record › Scheduling › Turnaround time). Turned on at site level. |
| Date conflict (Conflit de dates) | When requests over the same period exceed the number of units available. | Adjust the dates, add stock or unassign a request. | No direct setting: Items › Calendrier (Items › Calendar), Opérations › Alertes de stock (Operations › Stock alerts) or Fiche de l’item › Planification (Item record › Scheduling). |
| Resolve (Arbitrer) | Decide how to settle an availability conflict. | Review the requests and adjust the schedule. | Items › Calendrier › Arbitrer (Items › Calendar › Resolve), or Fiche de l’item › Planification (Item record › Scheduling). |
| Lifecycle state (État de vie) | Where a unit stands in the asset base: Actif (Active), Défectueux (Faulty), Manquant (Missing) or Inactif (Inactive). | Spot anomalies and filter the inventory. | View in Items › Inventaire (Items › Inventory) and Fiche de l’item › Configuration (Item record › Configuration). |
| Usage state (État d’usage) | A unit’s availability for use: Libre (Available), Sorti (Out) or En turnover (In turnaround). | Check whether a unit can be handed over. | View in Items › Inventaire (Items › Inventory) and Fiche de l’item › Configuration (Item record › Configuration). |
| Faulty unit (Pièce défectueuse) | A unit marked À réparer (Needs repair) at return and removed from available stock. | Return it to service after repair, or withdraw it from service if it cannot be repaired. | Recorded in Opérations › Retours (Operations › Returns); dealt with in Items › Pièces défectueuses (Items › Faulty units). |
| Ticket | A problem report opened by a staff member or logged on their behalf. | Open a ticket and follow its progress. | Opérations › Tickets › Ouvrir un ticket (Operations › Tickets › Open a ticket). |
| Stocktake (Campagne) | A check of units by scanning, across a site or selected categories. | Open a stocktake, scan and spot missing units. | Items › Campagnes (Items › Stocktakes), then choose the site and categories. |
| QR code | A scannable label used to identify equipment. | Set up labels, generate them and scan them. | Fiche de l’item › Configuration › Paramétrer les étiquettes QR (Item record › Configuration › Set up QR labels); the Items › QR codes section to manage them. |
| Staff member (Collaborateur) | A person to whom items can be assigned and handed over. | Track their allocation, handovers and returns. | Personnel › Collaborateurs › Fiche du collaborateur (People › Staff members › Staff record). |
| User (Utilisateur) | A person with an account to manage the platform, within the limits of their permissions. | Add an account, give roles or deactivate the account. | Personnel › Utilisateurs (People › Users). |
| Role (Rôle) | A set of permissions that defines what a user is allowed to do. | Create and edit a role, then give it to a user. | Personnel › Rôles (People › Roles); given to users in Personnel › Utilisateurs (People › Users). |
| Scope (Périmètre) | The categories or departments a user can act on. | Define what they can manage. | Personnel › Utilisateurs (People › Users). |
| Report (Rapport) | A summary of the data within your scope at the time of export. | Export stock, allocations, movements or individual records. | Rapports (Reports), then choose the report, the criteria offered and the format. |
Allocation (Dotation)
- Definition
- All the items assigned to a staff member to equip them.
- Related actions
- Assign, hand over and track returns.
- Where to set it up
- Managed in the staff record.
Item
- Definition
- Anything managed in MyDotation: clothing, equipment, a key, a badge or digital access.
- Related actions
- Create, classify and assign.
- Where to set it up
- Items › Inventaire › Ajouter un item (Items › Inventory › Add an item), then Fiche de l’item › Modifier l’item (Item record › Edit item).
Unit (Pièce)
- Definition
- A single, numbered physical example of a stock-tracked item.
- Related actions
- Add units and track who holds them.
- Where to set it up
- Items › Inventaire › Fiche de l’item › Configuration (Items › Inventory › Item record › Configuration).
Parent (Racine)
- Definition
- A top-level item that groups variants, with no stock of its own.
- Related actions
- Create its variants, then choose one when assigning.
- Where to set it up
- Items › Inventaire › Ajouter un item › Avec variantes (Items › Inventory › Add an item › With variants).
Variant (Variante)
- Definition
- A version of an item by size, format, model or access zone.
- Related actions
- Choose the right version and manage its stock.
- Where to set it up
- Items › Inventaire › Ajouter un item › Avec variantes (Items › Inventory › Add an item › With variants).
Digital access (Accès numérique)
- Definition
- A digital item: access with nothing physical to hand over, such as an account, a licence or a code, with no units or physical stock.
- Related actions
- Assign the access and record its return.
- Where to set it up
- Items › Inventaire › Ajouter un item › Nature › Numérique (Items › Inventory › Add an item › Type › Digital).
Consumable (Consommable)
- Definition
- An item given out that does not have to be returned.
- Related actions
- Assign and hand over.
- Where to set it up
- Items › Inventaire › Ajouter un item › Au départ du collaborateur › Consommable (Items › Inventory › Add an item › When the staff member leaves › Consumable).
Stock tracking (Suivi du stock)
- Definition
- Tracking an item’s stock: by numbered units for a non-consumable, by quantity for a consumable. Stock goes down at handover and back up at return.
- Related actions
- Identify units and track their availability.
- Where to set it up
- Items › Inventaire › Ajouter un item › Suivre le stock (Items › Inventory › Add an item › Track stock). This choice is fixed when the item is created.
Untracked item (Item non suivi)
- Definition
- An item that can be assigned with no stock limit, no unit tracking and no stock alert.
- Related actions
- Assign without managing an available quantity.
- Where to set it up
- Items › Inventaire › Ajouter un item (Items › Inventory › Add an item), leaving ‘Suivre le stock’ (Track stock) turned off.
Inventory (Inventaire)
- Definition
- The list of items and the information used to manage them.
- Related actions
- Add, search, filter and view records.
- Where to set it up
- No direct setting: the Items › Inventaire (Items › Inventory) section.
Asset base (Parc)
- Definition
- All the items managed by the site.
- Related actions
- View stock levels, states and the value of equipment.
- Where to set it up
- No direct setting: Items › Inventaire (Items › Inventory) and Rapports › État du parc (Reports › Asset base status).
Category (Catégorie)
- Definition
- A grouping used to organise items.
- Related actions
- Create categories and sub-categories, then file items under them.
- Where to set it up
- Items › Catégories d’items (Items › Item categories). The category an item belongs to is chosen in its record.
Domain (Univers)
- Definition
- A broad group of items that corresponds to a top-level category.
- Related actions
- Organise categories, choose a manager and a location.
- Where to set it up
- Items › Catégories d’items › Catégorie de tête (Items › Item categories › Top-level category).
Domain manager (Responsable d’univers)
- Definition
- The person in charge of managing the categories entrusted to them.
- Related actions
- Process requests and manage the operations they are authorised to carry out.
- Where to set it up
- Items › Catégories d’items › Catégorie de tête › Responsable d’univers (Items › Item categories › Top-level category › Domain manager). Their permissions are managed in Personnel › Utilisateurs (People › Users) and Personnel › Rôles (People › Roles).
Collection point (Lieu de remise)
- Definition
- Where the staff member collects their items.
- Related actions
- Specify where items are collected.
- Where to set it up
- Items › Catégories d’items › Catégorie de tête › Lieu (Items › Item categories › Top-level category › Location); or Fiche de l’item › Modifier l’item › Lieu de remise (Item record › Edit item › Collection point). The item’s location takes priority.
Position kit (Kit de poste)
- Definition
- A list of items suggested to equip a position or a staff member, with no automatic assignment.
- Related actions
- Create or duplicate a kit, then assign the suggested items.
- Where to set it up
- Personnel › Kits de poste (People › Position kits).
Assignment (Attribution)
- Definition
- Pairing an item with a staff member before it is actually handed over.
- Related actions
- Choose the items needed.
- Where to set it up
- Managed in Opérations › Attributions (Operations › Assignments) or in the staff record.
Unassign (Désattribuer)
- Definition
- Remove an assignment planned for a staff member.
- Related actions
- Cancel a requirement or adjust the allocation.
- Where to set it up
- Available in places such as Opérations › Remises (Operations › Handovers) and Opérations › Alertes de stock (Operations › Stock alerts).
Preparation (Préparation)
- Definition
- The step of gathering the items before they are handed over.
- Related actions
- Prepare the items and track progress.
- Where to set it up
- Opérations › Remises › Préparer (Operations › Handovers › Prepare).
Handover (Remise)
- Definition
- Recording that the items have actually been given to the staff member.
- Related actions
- Confirm the items handed over.
- Where to set it up
- Opérations › Remises › Remettre (Operations › Handovers › Hand over).
Return (Retour / restitution)
- Definition
- Recording the items the staff member has given back.
- Related actions
- Record the return and the condition of the units.
- Where to set it up
- Opérations › Retours (Operations › Returns).
Acknowledgement (Attestation)
- Definition
- A document issued at a handover, at a return or when an allocation is cleared.
- Related actions
- View documents and track signatures.
- Where to set it up
- View in Opérations › Attestations (Operations › Acknowledgements).
Signature pending (Signature en attente)
- Definition
- The state of an acknowledgement that has not yet been signed.
- Related actions
- Spot the documents still to be signed.
- Where to set it up
- No direct setting: Opérations › Attestations (Operations › Acknowledgements), ‘Signature’ filter.
Available stock (Stock libre)
- Definition
- The number of units available to be handed over.
- Related actions
- Check availability and add units.
- Where to set it up
- Items › Inventaire › Fiche de l’item › Configuration (Items › Inventory › Item record › Configuration). Availability changes as operations are recorded.
Alert threshold (Seuil d’alerte)
- Definition
- A stock level you set to flag that attention is needed.
- Related actions
- Set the threshold and view alerts.
- Where to set it up
- Items › Inventaire › Fiche de l’item › Configuration › Modifier le seuil (Items › Inventory › Item record › Configuration › Edit threshold).
Turnaround (Turnover)
- Definition
- A required interval between two handovers of the same unit, during which it stays unavailable after its return.
- Related actions
- Set the interval and plan ahead for when the unit is next available.
- Where to set it up
- Items › Inventaire › Fiche de l’item › Planification › Délai de turnover (Items › Inventory › Item record › Scheduling › Turnaround time). Turned on at site level.
Date conflict (Conflit de dates)
- Definition
- When requests over the same period exceed the number of units available.
- Related actions
- Adjust the dates, add stock or unassign a request.
- Where to set it up
- No direct setting: Items › Calendrier (Items › Calendar), Opérations › Alertes de stock (Operations › Stock alerts) or Fiche de l’item › Planification (Item record › Scheduling).
Resolve (Arbitrer)
- Definition
- Decide how to settle an availability conflict.
- Related actions
- Review the requests and adjust the schedule.
- Where to set it up
- Items › Calendrier › Arbitrer (Items › Calendar › Resolve), or Fiche de l’item › Planification (Item record › Scheduling).
Lifecycle state (État de vie)
- Definition
- Where a unit stands in the asset base: Actif (Active), Défectueux (Faulty), Manquant (Missing) or Inactif (Inactive).
- Related actions
- Spot anomalies and filter the inventory.
- Where to set it up
- View in Items › Inventaire (Items › Inventory) and Fiche de l’item › Configuration (Item record › Configuration).
Usage state (État d’usage)
- Definition
- A unit’s availability for use: Libre (Available), Sorti (Out) or En turnover (In turnaround).
- Related actions
- Check whether a unit can be handed over.
- Where to set it up
- View in Items › Inventaire (Items › Inventory) and Fiche de l’item › Configuration (Item record › Configuration).
Faulty unit (Pièce défectueuse)
- Definition
- A unit marked À réparer (Needs repair) at return and removed from available stock.
- Related actions
- Return it to service after repair, or withdraw it from service if it cannot be repaired.
- Where to set it up
- Recorded in Opérations › Retours (Operations › Returns); dealt with in Items › Pièces défectueuses (Items › Faulty units).
Ticket
- Definition
- A problem report opened by a staff member or logged on their behalf.
- Related actions
- Open a ticket and follow its progress.
- Where to set it up
- Opérations › Tickets › Ouvrir un ticket (Operations › Tickets › Open a ticket).
Stocktake (Campagne)
- Definition
- A check of units by scanning, across a site or selected categories.
- Related actions
- Open a stocktake, scan and spot missing units.
- Where to set it up
- Items › Campagnes (Items › Stocktakes), then choose the site and categories.
QR code
- Definition
- A scannable label used to identify equipment.
- Related actions
- Set up labels, generate them and scan them.
- Where to set it up
- Fiche de l’item › Configuration › Paramétrer les étiquettes QR (Item record › Configuration › Set up QR labels); the Items › QR codes section to manage them.
Staff member (Collaborateur)
- Definition
- A person to whom items can be assigned and handed over.
- Related actions
- Track their allocation, handovers and returns.
- Where to set it up
- Personnel › Collaborateurs › Fiche du collaborateur (People › Staff members › Staff record).
User (Utilisateur)
- Definition
- A person with an account to manage the platform, within the limits of their permissions.
- Related actions
- Add an account, give roles or deactivate the account.
- Where to set it up
- Personnel › Utilisateurs (People › Users).
Role (Rôle)
- Definition
- A set of permissions that defines what a user is allowed to do.
- Related actions
- Create and edit a role, then give it to a user.
- Where to set it up
- Personnel › Rôles (People › Roles); given to users in Personnel › Utilisateurs (People › Users).
Scope (Périmètre)
- Definition
- The categories or departments a user can act on.
- Related actions
- Define what they can manage.
- Where to set it up
- Personnel › Utilisateurs (People › Users).
Report (Rapport)
- Definition
- A summary of the data within your scope at the time of export.
- Related actions
- Export stock, allocations, movements or individual records.
- Where to set it up
- Rapports (Reports), then choose the report, the criteria offered and the format.