# RefillFlow handbook

Request, supply and receive controlled container refills, with partial legs, exceptions and reviewed routing.

Source: https://help.smartfact.ai/manuals/refillflow

Review edition: 25 October 2026



## Guides and help pages

- [Start here: Owner](https://help.smartfact.ai/manuals/refillflow/owner): Set up people, stations, physical activation and the site’s administrative controls.
- [Start here: Author](https://help.smartfact.ai/manuals/refillflow/author): Prepare reference data, loop revisions, calendar, rules and expected examples.
- [Start here: Reviewer](https://help.smartfact.ai/manuals/refillflow/reviewer): Prove and release current candidates, apply reviewer policy and control retirement.
- [Start here: Supervisor](https://help.smartfact.ai/manuals/refillflow/supervisor): Resolve urgency, holds, short closure, routing, disputes and operational exceptions.
- [Start here: Stores](https://help.smartfact.ai/manuals/refillflow/stores): Accept responsibility, pick whole quantities and dispatch each leg in your queues.
- [Start here: Operator](https://help.smartfact.ai/manuals/refillflow/operator): Request for an empty container and receive actual deliveries under your station sign-in.
- [Start here: Viewer](https://help.smartfact.ai/manuals/refillflow/viewer): Read refill progress and evidence without performing fulfilment or supervisor decisions.
- [Set up and physically activate a refill loop](https://help.smartfact.ai/manuals/refillflow/setup-and-activation): Complete references, release, stations and observed container conditions before operational use.
- [Prepare reference data and adopt CSV previews](https://help.smartfact.ai/manuals/refillflow/reference-data): Keep exact codes, inactive containers and released loop revisions distinct.
- [Prove routing, urgency and escalation before release](https://help.smartfact.ai/manuals/refillflow/rules-and-releases): Save independent expected examples and review the complete current candidate.
- [Request a refill for an empty container](https://help.smartfact.ai/manuals/refillflow/request-refill): Scan, inspect and confirm one current request, including urgent and repeated cycles.
- [Accept, pick and dispatch refill legs](https://help.smartfact.ai/manuals/refillflow/accept-pick-dispatch): Work within the responsible queue and preserve partial quantities through each leg.
- [Receive a dispatched leg at the line](https://help.smartfact.ai/manuals/refillflow/receive-deliveries): Match ticket, container and location, then record only what arrived.
- [Handle shortages, holds, returns and short closure](https://help.smartfact.ai/manuals/refillflow/holds-and-shortages): Account for every picked quantity before cancelling or accepting a short refill.
- [Reroute work and investigate a closed-cycle dispute](https://help.smartfact.ai/manuals/refillflow/routing-and-disputes): Change responsibility before picking and preserve history after closure.
- [Print tickets, manage cards and recover output](https://help.smartfact.ai/manuals/refillflow/tickets-and-cards): Keep document delivery separate from material fulfilment and control possible duplicates.
- [Check working time and follow escalation tasks](https://help.smartfact.ai/manuals/refillflow/calendar-and-tasks): Read due-time evidence, scheduler delays and task completion in their proper scope.
- [Read cycle history, reports and export the right scope](https://help.smartfact.ai/manuals/refillflow/history-and-exports): Trace exact evidence and interpret process statistics with their included sample.
- [Recover an unconfirmed command or paused station](https://help.smartfact.ai/manuals/refillflow/uncertain-results): Keep the original action in its page and check its outcome before continuing.
- [Reconcile a restore and preserve records before closure](https://help.smartfact.ai/manuals/refillflow/recovery-and-closure): Account for each held refill, ticket and event before administrative resumption.
- [Match roles, queue membership and approval authority](https://help.smartfact.ai/manuals/refillflow/roles-and-actions): Check required role combinations, physical setup and the distinct authentication rules for each workflow.
- [Hand over a ten-unit refill across two legs](https://help.smartfact.ai/manuals/refillflow/worked-handover): Follow queue and floor responsibilities through partial receipt, a hold and an interrupted response.
- [Enter refill quantities, cards and exception evidence correctly](https://help.smartfact.ai/manuals/refillflow/input-reference): Check floor and stores fields, exact whole quantities, ticket matching, reasons and shortage follow-up times.
- [Manage people, queue membership and floor stations](https://help.smartfact.ai/manuals/refillflow/team-and-stations): Keep central grants, site restrictions, queue membership and browser pairing aligned.
- [Manage read access and webhook delivery](https://help.smartfact.ai/manuals/refillflow/integrations-and-delivery): Issue scoped credentials, review signed subscriptions and explicitly repair retained event gaps.