fleetoutlook user guide - calamphelp.calamp.com/files/...techconnect_user_guide.pdf · 1...

CalAmp Corporation

13645 Dulles Technology Drive, Herndon, VA 20171 Document : MBUD-0185v2

Phone :703.262.0500 May 2013

Fax :703.262.0380

www.calamp.com

FleetOutlook®

TechConnect User Guide

Updated 5/2013

CalAmp | FleetOutlook TechConnect User Guide

Page ii MBUD-0185v2

CalAmp | FleetOutlook TechConnect User Guide Copyright © 2013 CalAmp Corporation. All rights reserved.

Printed in the United States of America.

All trademarks used are properties of their respective owners.

This document is proprietary to CalAmp Corporation. Do not reproduce, use or disclose

without permission.

We have made every effort to ensure the accuracy of all information contained in this

document. However, CalAmp Corporation makes no expressed or implied warranty or

representation based upon the enclosed information.

Revision History:

Version # Revision Date Author Details

1.0 1/10/10 N/A Initial Release

1.1 2/1/10 N/A Revisions to Text

1.2 2/6/10 N/A Revisions to Text

2.0 5/15/2013 ABP Complete revision.


MBUD-0185v2 Page iii

TABLE OF CONTENTS

1 INTRODUCTION TO TECHCONNECT ............................................................... 1

1.1 SYSTEM REQUIREMENTS ............................................................................................ 1

1.2 USER NAME, PASSWORD AND SECURITY ..................................................................... 1

2 OVERVIEW OF TECHCONNECT ........................................................................ 2

3 OVERVIEW OF THE TECHCONNECT SCREEN ................................................ 3

3.1 FOLDERS FRAME ....................................................................................................... 4

3.2 DRIVERS FRAME ........................................................................................................ 5

3.2.1 Searching for a Driver ........................................................................................ 6

3.2.2 Filtering and Sorting the Drivers Frame ............................................................. 7

3.3 MESSAGES FRAME ..................................................................................................... 8

3.3.1 Changing the Messages Frame View ................................................................ 8

3.4 MESSAGE COMPOSER FRAME .................................................................................... 9

3.4.1 Understanding Message Status ....................................................................... 10

3.5 DETAILS FRAME ....................................................................................................... 11

3.5.1 Driver Details ................................................................................................... 11

3.5.2 Message Details .............................................................................................. 12

3.5.3 Stop Location Details ....................................................................................... 13

3.5.4 TechDirect Work Orders .................................................................................. 14

4 MESSAGE NOTIFICATIONS ............................................................................ 15

4.1 ENABLE DESKTOP NOTIFICATIONS ............................................................................ 16

5 SENDING MESSAGES ...................................................................................... 17

5.1 SENDING A MESSAGE TO A SINGLE DRIVER ............................................................... 17

5.2 SENDING A MESSAGE TO MULTIPLE DRIVERS ............................................................ 18

5.2.1 Removing Additional Drivers from a Message ................................................. 19

5.3 SENDING A MESSAGE TO A GROUP ........................................................................... 20

5.4 SENDING A MESSAGE WITH A STOP ........................................................................... 22

5.5 RESENDING A MESSAGE ........................................................................................... 24

5.6 CANCELING A JOB .................................................................................................... 25

6 BULK UPLOAD STOPS .................................................................................... 26


Page iv MBUD-0185v2

LIST OF FIGURES

Figure 1: TechConnect Screen ............................................................................................. 3

Figure 2: Folders Frame ........................................................................................................ 4

Figure 3: Drivers Frame ........................................................................................................ 5

Figure 4: Search Driver Field ................................................................................................ 6

Figure 5: Message Composer Frame .................................................................................... 9

Figure 6: Status Icons ......................................................................................................... 10

Figure 7: Driver Details ....................................................................................................... 11

Figure 8: Message Details .................................................................................................. 12

Figure 9: Stop Location Details ........................................................................................... 13

Figure 10: TechDirect Message Details............................................................................... 14

Figure 11: TechConnect Notification ................................................................................... 15

Figure 12: Google Chrome Notification ............................................................................... 15


MBUD-0185v2 Page 1

1 INTRODUCTION TO TECHCONNECT

This user guide provides all the information you need to utilize the TechConnect module within

FleetOutlook. Depending on your user profile, you may not have the appropriate permissions to

access the features described in this User Guide.

To download the comprehensive FleetOutlook User Guide and MobileNAV User Guide, log in

FleetOutlook, select the Help button, and then select the Document Library icon.

1.1 SYSTEM REQUIREMENTS

For optimum performance while working in FleetOutlook, it is recommended that you use a

supported browser. Refer to the Supported Browser Requirements Guide for a list of browsers.

Use of unsupported browsers or flash player may cause poor system performance or loss of

features. For example, if you see a grey screen instead of the login page, you do not have the

correct version of Adobe Flash Player installed.

http://www.wirelessmatrix.com/resource/docs/Browser_req.pdf

1.2 USER NAME, PASSWORD AND SECURITY

A user name and password are required to log into and use FleetOutlook Admin. If you do not

have login credentials, please contact your organization’s FleetOutlook Administrator or the

FleetOutlook Customer Support Team.

You are responsible for maintaining the confidentiality of your user name and password, and

you are solely responsible for all activities that occur under your user name and password. You

agree to notify CalAmp of any unauthorized use of your user name and password, or any other

breach of security related to the Site.

Note: CalAmp is not liable for any loss or damage arising from your failure to safeguard your

username and/or password, or to comply with this section.

http://www.wirelessmatrix.com/resource/docs/Browser_req.pdf


Page 2 MBUD-0185v2

2 OVERVIEW OF TECHCONNECT

TechConnect is a powerful and intuitive messaging system that allows dispatchers and other

administrative users to communicate in real-time with a single driver, multiple drivers or an

entire group of drivers out in the field. Messages flow between the FleetOutlook TechConnect

portal and Personal Navigation Devices (PNDs) located in the drivers’ vehicles or Android

mobile phones using the MobileNAV app.


MBUD-0185v2 Page 3

3 OVERVIEW OF THE TECHCONNECT SCREEN

The TechConnect screen is comprised of five main frames:

1. Folders Frame

2. Drivers Frame

3. Messages Frame

4. Message Composer Frame

5. Details Frame

Figure 1: TechConnect Screen


Page 4 MBUD-0185v2

3.1 FOLDERS FRAME

The Folders frame contains all communication between drivers out in the field and FleetOutlook.

If you want to review messages to and from a specific driver, select the driver from the list, and

then view the messages associated with that driver in the Messages Frame.

Figure 2: Folders Frame

Folder Name Description

Inbox Contains all recent incoming messages from the drivers.

Unread by Drivers Contains all unread messages that have been successfully delivered to the

drivers.

Received by Drivers Contains all messages (both read and unread) that have been successfully

delivered to the drivers.

Stops

Contains all messages with a job attached, identified by the clipboard icon.

Each job attachment is displayed on the map as a colored circle icon. The color

indicates the status of the job.

Pending Delivery

Contains all messages waiting to be sent to driver when the PND is connected.

As soon as the driver connects the PND, all messages in the queue are sent.

After 24 hours, any undelivered messages move to the Undeliverable folder.

Undeliverable

Contains all messages that were not delivered within 24 hours. To resend an

undeliverable message, select the message in this folder, and then click the

Resend button in the Message Details section.


MBUD-0185v2 Page 5

3.2 DRIVERS FRAME

The Drivers frame displays all the drivers in a fleet or a selected group. Depending on your

group access, you may see the drivers for only one group or the entire fleet.

If you have access to more than one group, you may want to limit the drivers displayed to a

specific group. Filter to a specific group through the Group Chooser button located at the top of

the FleetOutlook screen. FleetOutlook displays the name of the group selected at the top of the

Drivers frame.

Figure 3: Drivers Frame

Two icons always appear after each driver’s name: one icon represents if the driver is active,

and the second icon represents if the driver’s personal navigation device is connected. For

organization’s using the MobileNAV app, a third icon displays for each driver if the driver is

logged in the MobileNAV app.

The MobileNAV driver icon indicates if the driver is currently logged in the MobileNAV app.

This icon only displays if the driver has mobile login credentials and is currently logged in.

The Garmin driver icon displays indicates if the driver is active or inactive. A blue Garmin river

icon indicates that the driver is active; the driver has turned the ignition on and driven more

than one mile for that day. A gray Garmin driver icon indicates that the driver is inactive.

The PND icon indicates if the personal navigation device (PND) is connect or disconnected. A

blue PND icon indicates that the PND is connected; a gray PND icon indicates that the PND is

disconnected. The PND status is updated in real time as the driver connects and disconnects

the device.


Page 6 MBUD-0185v2

3.2.1 SEARCHING FOR A DRIVER

Search for a specific driver by typing all or part of the driver’s name in the Search Driver field

displayed at the top of the Drivers frame. FleetOutlook displays a list of drivers who match the

search criteria. From the list, select a driver name. This field is useful for large fleets to reduce

the amount of time dispatchers or other FleetOutlook administrators spend scrolling through a

list to find a driver.

Click the button to clear the search field and return the entire list of drivers for your fleet or

selected group.

Figure 4: Search Driver Field


MBUD-0185v2 Page 7

3.2.2 FILTERING AND SORTING THE DRIVERS FRAME

Use the Filter/Sort button to limit the driver list to only active drivers for the current day or to sort

the driver list in ascending or descending order.

Note: In FleetOutlook, an active driver has turned the ignition on and driven more than one mile

for that day.

To Toggle On/Off the Active Driver Filter:

1. Click the Filter button displayed to the right of the Search Driver field.

The Filter/Sort Drivers screen displays.

2. Select the Show Today’s Active Drivers Only check box.

3. Click the Apply button.

FleetOutlook displays only those drivers that are active for the current day.

When you filter the driver list to show only active drivers, FleetOutlook does not change the

Filter/Sort button to indicate the list is filtered.

To remove the filter, select the Clear button.

To sort the list in ascending or descending order, select the appropriate option, and then

click the Apply button. To remove the sort, click the Clear button.


Page 8 MBUD-0185v2

3.3 MESSAGES FRAME

The Messages frame displays the messages associated with the TechConnect object selected

(e.g., driver or folder). For example, if the Stops folder is selected, the Messages frame displays

all messages that have stops attached. By default, the Messages frame displays all incoming

messages from the drivers in a fleet or selected group.

If you select a driver from the Drivers frame, the Messages frame displays all incoming and

outgoing messages for that driver. The most recent message displays at the top of the list.

If you select a folder from the Folders frame, FleetOutlook displays the contents of the

selected folder. In the example below, the Stops folder is selected in the Folders frame. The

most recent message displays at the top of the list.

3.3.1 CHANGING THE MESSAGES FRAME VIEW

The buttons displayed at the bottom of the Messages frame allow you to customize the number

of messages displayed at a time (e.g., 50, 100), copy the selected message(s) content and hide

the Message Composer. Use the right and left arrow icons to navigate through multiple pages.


MBUD-0185v2 Page 9

3.4 MESSAGE COMPOSER FRAME

The Message Composer displays below the Messages frame. The Message Composer

provides a chat-style interface to send messages to your drivers. You can send two types of

messages. The first type is a freeform text message up to 144 characters in length. These are

the most common and are used for daily communication between dispatchers and drivers. The

second type is a freeform text message with a stop, a validated address, attached.

Two Ways to Display the Message Composer:

1. Select a driver from the Drivers frame, and the Message Composer displays with the driver’s

name automatically populated as the message recipient.

2. Click the Show/Hide Message Composer button, and the Message Composer frame

displays.

Figure 5: Message Composer Frame


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3.4.1 UNDERSTANDING MESSAGE STATUS

Every TechConnect message has a status associated with it. The icons that display in each

message header are visual status indicators. Point to any icon and a message tool tip displays

the status history or stop address and status.

To support organizations with a mixed fleet of mobile phone communication and Personal

Navigation Device (PND) communication, each message may contain up to three icons. The

envelope icon always displayed to the far left of the message header is the PND status

indicator. A clipboard icon is displayed if the message has a job location attached. The envelope

icon displayed to the right of the clipboard icon is the MobileNAV handheld status indicator.

For organizations not communicating through PNDs, the PND icon will only show a queue

status and an undeliverable status. The undeliverable status indicates that the device was not

delivered to a PND.

Figure 6: Status Icons

The following table defines each status icon in TechConnect:

Icon Status

Incoming message from driver.

Message is undeliverable. After 24 hours, any undelivered messages are marked

undeliverable.

Message is in the outbox queue. The message is queued to send as soon as the

driver connects the PND.

Message was successfully delivered to the driver, but has not been read by the

driver.

Message was successfully delivered and read by the driver.

Indicates that the message contains a job attachment.


MBUD-0185v2 Page 11

3.5 DETAILS FRAME

The Details frame is docked on the right side of the screen and displays detailed information

about a specific driver, a specific message and job status, depending on the TechConnect

object selected. The Details frame contains two panes: the top pane displays the details of the

object selected, and the bottom pane displays a FleetOutlook map centered to the location of

the object selected.

The map located in the bottom pane has the same zoom, pan and satellite view functionality

that is available in all FleetOutlook maps. The Options button, displayed in the upper-left corner

of the Map, allows you to toggle on or off the display of vehicle icons, vehicle names or stop

locations on the map.

3.5.1 DRIVER DETAILS

Select a driver from the Drivers frame, and FleetOutlook displays details about the selected

driver in the top pane of the Details frame. The bottom pane displays the map centered to the

last reported location of the driver. A circle around the driver’s vehicle icon indicates the driver’s

location on the map. The color-coded circle icons indicate all stops assigned to the selected

driver and the status of each stop.

Figure 7: Driver Details


Page 12 MBUD-0185v2

3.5.2 MESSAGE DETAILS

Select any message from the Messages frame or the Folders frame and the details of the

selected message display in the top pane of Details frame. The bottom pane displays the map

centered to the last reported location of the driver. From the Details frame, you can resend any

message with an undeliverable status.

Figure 8: Message Details


MBUD-0185v2 Page 13

3.5.3 STOP LOCATION DETAILS

Select any stop from the Messages frame or the Folders frame and the details of the selected

stop display in the top pane of Details frame. The bottom pane displays the map centered to the

stop location. A color-coded circle icon represents the stop on the map. From the Details frame,

you can resend any stop with an undeliverable status or cancel the job.

Figure 9: Stop Location Details

Icons Description

Icon Color Status

Indicates an active job. Job is active, driver is en route or has arrived at the

job.

Indicates a completed job. Departed the job address based on GPS proximity.

Indicates an inactive job. Job has been assigned to the driver, but the driver

has not started to navigate to the job.

Refused Job or Deleted Job. The driver has refused the job by deleting from

PND.


Page 14 MBUD-0185v2

3.5.4 TECHDIRECT WORK ORDERS

Work Orders sent to drivers from TechDirect also display in the TechConnect screen. When you

select a work order message, the Details frame contains information from the TechDirect work

order: customer name, customer phone number and address. Additionally, the Queued field in

the Status tool tip references the time entered in the Commit Start Time field from the

TechDirect work order.

Note: If the TechDirect work order Commit Start and End Time fields are adjusted,

TechConnect automatically re-queues the message.

Figure 10: TechDirect Message Details


MBUD-0185v2 Page 15

4 MESSAGE NOTIFICATIONS

Message Notification is a black box that displays in the lower-right corner of the TechConnect

screen when you receive a new message from a driver. Click the View Details link to display the

message in the Details frame. If you are using Google Chrome as your web browser, you have

the option to enable desktop notifications. This allows you to work outside of the TechConnect

screen or even FleetOutlook and still receive desktop notifications of incoming messages from

drivers.

Note: The TechConnect Message Notifications only display when the TechConnect tab is the

active tab unless you have enabled Desktop Notifications and are using Google Chrome.

Figure 11: TechConnect Notification

Figure 12: Google Chrome Notification


Page 16 MBUD-0185v2

4.1 ENABLE DESKTOP NOTIFICATIONS

You must enable desktop notifications to receive incoming messages from drivers when you are

working outside the TechConnect screen or FleetOutlook. Currently, desktop notifications are

only available for customers using Google Chrome.

To Allow Desktop Notifications:

1. Open FleetOutlook using Google Chrome as the browser, and then select the TechConnect

tab.

FleetOutlook displays a message in the header bar to allow TechConnect desktop

notifications.

2. Click the Go button.

FleetOutlook displays a second message to confirm the display of desktop notifications.

3. Click the Allow button.

After accepting, messages sent to TechConnect display as they have in earlier versions. If

you navigate to another tab within FleetOutlook or a different application, TechConnect

desktop notifications display in the bottom right-hand corner of your screen.

You only have to allow messages the first time you use TechConnect with Google Chrome.


MBUD-0185v2 Page 17

5 SENDING MESSAGES

The benefit of TechConnect is the ability to send and receive messages to one or more drivers

at a time. The Message Composer allows you to create free-form messages up to 144

characters to a single driver or to a group of drivers. A character counter displays in the upper-

right corner, indicating how many characters you have used and how many remain.

5.1 SENDING A MESSAGE TO A SINGLE DRIVER

TechConnect provides a chat-style interface, allowing you real-time communication with a driver

in the field.

To Send a Message to a Single Driver:

1. Select the driver from the Drivers frame.

The Messages frame and the Message Composer display in the middle of the TechConnect

screen. The Messages frame displays all messages sent to the driver and all incoming

messages from the driver.

The Messages frame displays all the messages to and from the selected driver as well as

the status of each message.

If you have selected the wrong driver, select the correct driver from the Drivers frame.

FleetOutlook automatically updates the Message Composer with the new driver’s name.

2. Type the message to the driver, and then click the Send button.

You can send up to 144 characters. A character counter displays in the upper-right corner,

indicating how many characters you have used and how many remain.

The Send button is not active until you have typed one character in the message field.

To clear the text from the message field, click the Clear button.

If the driver’s PND device is not connected, the message remains queued for up to 24

hours.


Page 18 MBUD-0185v2

5.2 SENDING A MESSAGE TO MULTIPLE DRIVERS

FleetOutlook provides you the capability to send messages to multiple drivers. When you have

more than one driver included in a message, the Message Composer displays “Driver Name +

xDrivers,” whereas x references the number of additional drivers.

Note: If you have a driver as a recipient, and then you click on a different driver, FleetOutlook

automatically updates the recipient field with the newly selected driver. FleetOutlook does not

display a warning message that you have changed drivers.

Note: If you have two or more drivers as recipients in the Message Composer and you click on

a driver from the Drivers frame, FleetOutlook replaces the existing driver from the Message

Composer with the selected driver and prompts you to remove additional recipients.

To Send a Message to Multiple Drivers:

1. Follow the step-by-step instructions for Sending a Message to a Single Driver.

Do not click the Send button.

2. Left-click and hold on another driver from the Drivers frame, and then drag the driver to the

Message Composer.

TechConnect displays a green plus icon next to the driver name to indicate that you are

adding the driver to the message.

TechConnect displays a red X icon next to the driver name if the driver is already added or

you are pointing to another frame.

TechConnect indicates the number of additional drivers.

3. When finished adding all drivers to the message, click the Send button.


MBUD-0185v2 Page 19

5.2.1 REMOVING ADDITIONAL DRIVERS FROM A MESSAGE

The Remove Additional Drivers screen allows you to quickly remove drivers from the Message

Composer. You can also use this screen to confirm the list drivers added to the message.

To Remove a Driver:

1. Click the driver’s name at the top of the Message Composer.

The Additional Recipients screen displays.

2. Click any driver from the list, and FleetOutlook removes the driver from the message.

3. To remove all drivers from the message, click the Remove All button.

FleetOutlook removes all additional drivers, but keeps the original driver in the message.

4. When finished removing drivers, click the Close button in the upper-right corner of the

screen.


Page 20 MBUD-0185v2

5.3 SENDING A MESSAGE TO A GROUP

FleetOutlook provides you the capability to send a message to an entire group or multiple

groups. When you have more than one driver included in a message, the Message Composer

displays “Driver Name + x Group,” whereas x references the number of additional groups.

The group message feature allows your dispatchers to communicate with all active drivers out in

the field at once. Use this feature to broadcast an open job and get an immediate response.

To Send a Message to a Group:

1. At the bottom of the Messages frame, click the Show/Hide Message Composer button.

The Message Composer displays.

2. Then, click the Group Chooser button.

3. The Group Chooser screen displays.

4. Left-click and hold on a group, and then drag the group to the Message Composer.


MBUD-0185v2 Page 21

TechConnect displays a green plus icon next to the group name to indicate that you are

adding the group to the message.

TechConnect displays a red negative icon next to the group name to indicate you cannot

move the group to that frame.

TechConnect indicates the number of additional groups.


Page 22 MBUD-0185v2

5.4 SENDING A MESSAGE WITH A STOP

You can add a job or stop to any message. The Attach Job button displays at the bottom of the

message composer. Messages with a stop attached have a clipboard icon in the message

header. Point to the clipboard icon, and FleetOutlook displays a tool tip with the job address and

status.

To Add a Stop to a Message:

1. Select a driver from the Drivers frame.

The Messages frame for the selected driver displays, and the Message Composer

automatically includes the selected driver as the recipient.

2. Type the message to the driver.

3. Click the Job Attachment button.

The Search Locations screen displays.

4. Type the address in the Address field, or select a Landmark from the drop-down list.

If you select a landmark, FleetOutlook automatically populates the Address field with the

landmark’s anchor point.

If you manually type the address, include the street address and zip code or use the

complete address.

5. Press the Enter key.

FleetOutlook validates the address and displays a complete match. You can only attach a

validate address.

6. Select the validated address.


MBUD-0185v2 Page 23

FleetOutlook attaches the address to the message.

To remove the address, click the Remove button displayed to the left of the address.

7. Click the Send button.

Stops downloaded from a Workforce Management System receive a date/time stamp for the

time the stop was committed by the system.

Any stop that you manually create has a date/time stamp for the time you created it.


Page 24 MBUD-0185v2

5.5 RESENDING A MESSAGE

After a message sits in the Pending Delivery queue for 24 hours or more, FleetOutlook updates

the status to undeliverable. All messages with an undeliverable status are stored in the

Undeliverable folder for up to 7 days. FleetOutlook allows you to resend any undelivered

message.

To Resend a Message:

1. From the Folders frame, select the Undeliverable folder, and then select a message.

The Details frame displays the message details and status.

2. On the Details frame, click the Resend button.

FleetOutlook queues the messages for delivery.


MBUD-0185v2 Page 25

5.6 CANCELING A JOB

FleetOutlook allows you to cancel only jobs with a stop attached. If a message does not have a

stop attached, you cannot delete the message from the TechConnect screen. Messages display

in the TechConnect screen for 7 days.

To Cancel a Job:

1. From the Messages frame or the Stops folder, select a message.

The clipboard icon indicates that the message has a stop attachment.

The Details frame displays the message details and status.

2. Click the Cancel Job button.

FleetOutlook deletes the job and updates the Job Status field to Inactive.


Page 26 MBUD-0185v2

6 BULK UPLOAD STOPS

TechConnect allows for a bulk upload of stops on a daily basis. The stop template uploads

stops by driver in CSV (Comma Separated Values) format. You can only upload stops for the

current day. TechConnect moves any stop uploaded and not delivered to a PND within a 24-

hour period to the Undeliverable folder.

To Bulk Upload Stops:

1. From the TechConnect tab, select the Bulk Upload sub-tab.

2. Click the Download button.

FleetOutlook downloads a template in CSV format with a predefined layout for entering stop

locations.

The Save As dialog box displays.

3. Navigate to the location to save the template.

4. Specify the File Name, and then click the OK button.

5. Open the file, and then populate the columns as appropriate.


MBUD-0185v2 Page 27

The template contains column headers and an example stop to help explain the column

headers. Delete the example row before populating the template with your stop locations.

Do not edit the column header names.

Populate all columns unless marked optional. If a required column is blank, the upload will

fail.

Enter a complete street address or latitude/longitude coordinates for each address.

6. Click the Save button.

7. Navigate back to FleetOutlook, and then click the Upload button.

The Open dialog box displays.

8. Navigate to the saved template location, select the template, and then click the Open

button.

FleetOutlook displays a validation message.

9. Select any row from the Results list and FleetOutlook opens the row for editing.

If a stop location fails, you can edit the failed fields directly in Results frame. After you have

updated the failed fields, click the Apply button.

10. Click the Send All button to send the upload the stops to the drivers.

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