The client
The client is a large pharmaceutical organization with multiple stores and facilities across India.
Its inventory records were already centralized, and many people across warehouses, stores, departments and operational teams worked with them every day. Inventory data in a regulated business needs clear control over who can change what.
The challenge
Access to inventory depended on broad permissions, manual oversight and responsibilities that varied from team to team. Changes could not always be traced to the person who made them.
- Broad permissions gave many users access they did not need.
- Risk of unauthorized changes to sensitive inventory data.
- Weak accountability for stock transactions and adjustments.
- Governance depended on manual oversight.
What they set up in Asset Infinity
The company set up role-based access and controlled workflows in Asset Infinity, with every inventory transaction recorded against the user who made it.
Roles by responsibility
Roles define who can view, receive, issue, transfer and adjust stock at each store, department and warehouse. (Platform)
Controlled stock workflows
Receiving, issuing, transfers and adjustments follow the same configured workflow at every location, with approval steps where needed. (Stores)
Audit trail
Every inventory transaction and change is recorded with who made it and when, so each movement can be traced. (Platform)
Regular reviews
Reports on permissions and transactions let the team review access and activity regularly without manual checking. (Insight)
How it works day to day
Here is how inventory is handled under the new controls.
- Storekeeper: receives stock. Only users with the receiving role at that store can record a delivery, and the entry is logged with their name and the time.
- Department user: requests and receives items. Departments can see and request what they need, without access to change stock records themselves.
- Storekeeper: issues or transfers stock. Issues and transfers between locations follow the configured workflow, and each one is recorded against the user.
- Store supervisor: approves adjustments. A stock adjustment goes through an approval step before it changes the record, so no quantity is altered quietly.
- System: keeps the trail. Every transaction and change is kept in the audit trail, showing what changed, who changed it and when.
- Compliance team: reviews access and activity. Permissions and transaction records are reviewed on a regular schedule, and roles are adjusted when responsibilities change.
Before and after
| Before | With Asset Infinity | |
|---|---|---|
| Access | Broad permissions | Role-based, by responsibility |
| Transactions | Inconsistent handling by team | Controlled workflows at every location |
| Changes to stock | Risk of unauthorized changes | Restricted and recorded |
| Accountability | Weak | Every transaction traceable to a user |
| Governance | Manual oversight | Regular reviews of permissions and records |
How it rolled out
- Risks reviewed. Access practices, user roles, transaction risks and governance gaps were reviewed across locations.
- Roles and permissions set. Responsibilities were defined and role-based permissions configured for each inventory action.
- Traceability and reviews. Transaction records were enabled, and permissions and records are reviewed regularly.
The results
- Inventory access restricted according to defined roles and responsibilities
- Standard, controlled workflows for receiving, issuing, transfers and adjustments
- Less unnecessary access to sensitive inventory information
- Traceable records of inventory transactions and changes
- Stronger governance without more manual oversight
Why it worked
Access follows the job
Roles were built from real responsibilities, so users kept what they needed and lost what they did not.
Every change has a name
The audit trail makes each transaction traceable, which strengthens accountability on its own.
Reviewed on a schedule
Permissions and records are reviewed regularly, keeping controls in line with the organization.
Looking ahead
The company moved from broadly managed inventory access to role-based control. Each user can do what their job needs, and every stock movement and change can be traced.
With controlled workflows at every location and regular reviews built in, accountability improved and governance no longer depends on someone watching manually.