officetrack ios application user guide...o view task location on the map. tap on a task in the menu...

OfficeTrack iOS Application User Guide

Version 2016.6

User Guide

February 2017

OfficeTrack User Guide

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Table of Contents

1 Product Overview ..................................................................................................................................................... 4

2 System Requirements and Settings .......................................................................................................................... 5

2.1 Minimum System Requirements .................................................................................................................. 5

2.2 Recommended System Settings ................................................................................................................... 5

3 Installing OfficeTrack ................................................................................................................................................ 6

4 Using the Main Screen .............................................................................................................................................. 7

5 Working with Tasks................................................................................................................................................... 8

5.1 Receiving a New Task .................................................................................................................................. 10

5.2 Reporting Confirm Task .............................................................................................................................. 11

5.3 Reporting Task Loading ............................................................................................................................... 11

5.4 Reporting En Route to Task ........................................................................................................................ 12

5.5 Reporting Task Start ................................................................................................................................... 12

5.6 Reporting Suspend Task.............................................................................................................................. 12

5.7 Reporting Task Unloading ........................................................................................................................... 13

5.8 Reporting Closing the Task ......................................................................................................................... 13

5.9 Reporting Task Not Done ............................................................................................................................ 14

5.10 Adding a New Task ...................................................................................................................................... 14

5.11 Reassigning a Task ...................................................................................................................................... 15

6 Working with Bids ................................................................................................................................................... 16

6.1 Working with your Bid list .......................................................................................................................... 16

6.2 Receiving a New Bid .................................................................................................................................... 18

6.3 Reporting on a bid ...................................................................................................................................... 20

7 Working with Location............................................................................................................................................ 21

7.1 Viewing Your Location on the Map ............................................................................................................. 21


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7.2 Sending Your Current Location ................................................................................................................... 22

7.3 Viewing Your GPS Data ............................................................................................................................... 22

8 Working with Forms ............................................................................................................................................... 23

9 Alerting an Emergency............................................................................................................................................ 24

10 Adjusting your Settings ........................................................................................................................................... 25


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1 Product Overview

The OfficeTrack solution optimizes field technician work and synchronizes data between mobile handsets and office enterprise IT systems. OfficeTrack also tracks and records employee locations using the OfficeTrack mobile device app. The OfficeTrack App uses mobile device GPS and cellular data communications. The OfficeTrack solution includes several modules.

OfficeTrack booking and task management includes resource planning using delivery time windows, resource capacities, employee skills, work times, work zones, and locations. The system acquires and presents GIS and maps using the GPS locations of online mobile devices.

The OfficeTrack App supports work order and task execution by employees and field information, including time and attendance, pictures, item scanning, money collection, signatures, and documents.

The OfficeTrack platform supports business scenarios, including site surveys, install, repair, and end customer surveys, end customer notifications, and ETA. The system sends alerts by SMS and email. The system also includes exception reports. OfficeTrack offers assignment of tasks to field engineers by task type and including optimization.

OfficeTrack includes predefined task types using parameters, including planned time, priority, weights for assignment helper and skills. OfficeTrack links and displays forms to the field engineer on the OfficeTrack mobile app using field engineer task types. To complete tasks, the field engineer can report using the field engineer private catalog, report as part of task completion; report catalog number, name, description, category, and optional data including price. Each field engineer report synchronizes with the inventory management system.

To improve task management and tracking, the solution offers alerts at the task level, including tasks not started and task ended time conditions. The user can define alerts for the field engineer and task types. For example, you can define alerts for tasks not started on within 1, 2, 5, 10, 15, 20, 30, or 60 minutes of the start date time. You can also define alerts for tasks not ending (closed) within 1, 2, 5, 10, 15, 20, 30, 60 minutes of the due date time.

Alerts sent to predefined distribution lists can alert recipients using SMS messages and email, for example.

In the OfficeTrack main console, dispatchers can see GIS, maps and field engineer online locations, including zoom in, pan, view point of interest, and task locations by status/field engineer options.

Using the OfficeTrack mobile app, field engineers receive tasks and task information, including: SPOF, SLA, fiber routing, and network inventory. Field engineers also receive document links from service assurance. Field engineers can report task progress status, use forms, add pictures, and add digital signatures. The OfficeTrack server receives all field engineer entries and integrates with ODO.

Tracking accuracy depends on the quality of information received from the mobile unit, as well as data transfer from the client to the server. The OfficeTrack App supports offline mode enabling employees in the field to report and use the mobile application without cellular coverage. Offline mode is available after the first login. The system synchronizes offline mode data when coverage resumes. The OfficeTrack App supports GIS and maps, incoming and outgoing SMS and emails, push notifications, and incoming and outgoing IVR.

OfficeTrack cellular form modules supports site users creating customized forms and distributing forms to field engineer using the OfficeTrack mobile app. Form elements include: pictures, digital signatures, barcodes, labels and titles, text fields, combo boxes (selection fields), check boxes, and tables.


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2 System Requirements and Settings

2.1 Minimum System Requirements

The minimum system requirement to install OfficeTrack is:

iOS 6.1 or above.

2.2 Recommended System Settings

The recommended system settings for using OfficeTrack are:

On your mobile device, from Settings and Settings > Privacy, select:

o Use Wi-Fi.

o Use Location Services.


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3 Installing OfficeTrack

To install OfficeTrack on your mobile device:

On your device, browse to App Store and download OfficeTrack NG.

On the applications list, tap OfficeTrack NG.

Tap Get.

Tap INSTALL.

Note: You need a connection code for the first installation of the mobile app generated from the website.


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4 Using the Main Screen

On the main screen, you can tap an icon to perform an action or access a part of the application.

Notes:

Some icons display only for employees with the necessary permissions.

You can return to the previous screen without saving your data or performing an action.


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5 Working with Tasks

You can view your task list, receive a new task, and review task details. You can also perform other actions, including

reporting task performance status and completion. Your employee permissions may allow you to execute other

actions, including adding new tasks and reassigning existing tasks.

Note: This feature is only available to employees with the necessary permissions.

Working with your Task List

To view and work with your task list:

On the main screen, tap Tasks.

You can view your tasks.

You can search for a task. . Enter task details and tap the search icon. .

You can also do the following from the task menu :


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o Refresh the task list

o Group the task list by values from the task information. Tap the device Menu icon, tap Group

By...,and select the value to group the task list.

o Filter tasks by date ranges. Tap the device Menu icon, tap Filter by Date, and select the value to

filter the task list from the following: all, today, yesterday, tomorrow, this week.

o Reorder the task list. Tap the device Menu icon, tap Reorder, and reorder the task list.

o Navigate to the task's location. Tap on a task in the Menu tap Navigate. Require 'Waze' to be

installed on the device.

o View task location on the map. Tap on a task in the Menu tap Map.


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Notes:

Some options are only available to employees with the necessary permissions.

OfficeTrack recommends grouping tasks by work order.

5.1 Receiving a New Task

To view your task details and report task status:


Tap on a task.

In Task Information, you can view the task details. .


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You can view the customer details by tapping the customer name.

You can view the work order details by tapping the work order name.

5.2 Reporting Confirm Task

You can report confirming the task:


Tap on a task.

In Task Information, you can view the task details.

Tap the confirm icon .

5.3 Reporting Task Loading

You can report loading the task:


Tap a task.


Tap on the loading icon .

In Task Report – Loading, enter the information (optional). o Your employee permissions may permit you to use the following optional or mandatory

information:

fill a form

photos

customer signatures

To send the entry, Tap the send icon .


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5.4 Reporting En Route to Task

You can report you are en route to the task:


Tap a task.


Tap the en route icon .

In Task Report – En route, enter the information (optional). o Your employee permissions may permit you to use the following optional or mandatory

information:

fill a form

photos

customer signatures


5.5 Reporting Task Start

You can report you are starting to work on the task:


Tap a task.


Tap the start icon .

In Task Report – Start, enter the information (optional). o Your employee permissions may permit you to use the following optional or mandatory

information:

fill a form

photos

customer signatures


5.6 Reporting Suspend Task

You can report you are suspending work on the task:


Tap a task.


Tap the suspend icon .

In Task Report – Suspend, enter the information (optional). o Your employee permissions may permit you to use the following optional or mandatory

information:

fill a form

photos


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customer signatures


5.7 Reporting Task Unloading

You can report you are unloading the task:


Tap a task.


Tap the unloading icon .

In Task Report – Unloading enter the information (optional). o Your employee permissions may permit you to use the following optional or mandatory

information:

fill a form

photos

customer signatures


5.8 Reporting Closing the Task

You can report closing a task:


Tap on a task.

Tap the close icon .

In Task Report – Close, enter the information:

Your employee permissions may permit you to use the following optional or mandatory information:

o form information

o photos

o customer signatures


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5.9 Reporting Task Not Done

You can report your work on the task is not done:

From the main screen tap Tasks.

Tap a task.


Tap the not done icon .

In Task Report – Not Done, enter in the information (optional). o Your employee permissions may permit you to use the following optional or mandatory

information:

form information

photos

customer signatures


5.10 Adding a New Task


You can create a new task for yourself. To add a new task:


Tap the device Options key and from the menu tap Add Task.

Enter the Customer Name.

On Poi Search, you can either:

o In the search field the customer's name and tap My Search/ Global Search.

o Tap the Parent Poi and tap the customer.


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Enter the other required details.

To confirm the task, tap the send icon .

5.11 Reassigning a Task


You can reassign a task to another employee. To reassign a task:


Tap on a task.

In Task Menu, tap Reassign.

On Employees, tap the employee.

Tap Yes to confirm the reassignment.


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6 Working with Bids

You can view your bid list, receive a new bid, and review bid details. You can also report accepting and rejecting bids.


6.1 Working with your Bid list

To view and work with your bid list:

On the main screen, tap Bids.

You can view your open bids.

You can view your won bids

o Tap the Won tab.


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You can view your other bids.

o Tap the Others tab.


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6.2 Receiving a New Bid

To view your bid details and report on the bid:


Tap on a bid.

On Bid Information, you can view the bid details.

You can view the bid's work order details by tapping on the work order name.


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To can view each of the work order's tasks details, tap the task name.


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6.3 Reporting on a bid

You can report you accept or reject a bid:


Tap a bid.

On Bid Information, you can view the bid details.

Tap the accept icon to accept the bid.

Tap the reject icon to reject the bid.

Notes:

Once an entry was sent on the bid the bid' status icon will be in progress .

If you won the bid, the bid moves to the Won tab.

If you lost the bid, the bid expired, or the bid is canceled, the bid moves to the Others tab.


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7 Working with Location

You can send your current location and view your device's GPS data. Viewing your location on the map is only

available to employees with the necessary permissions.

7.1 Viewing Your Location on the Map


To view the location of your device on the map:

On the main screen, tap Location.

Tap Show Location On Map.


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7.2 Sending Your Current Location

To manually send your current location to the OfficeTrack platform:


Tap Send Current Location.

7.3 Viewing Your GPS Data

To view your device's GPS data:


Tap GPS Data.


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8 Working with Forms


You can fill out a form. For example, you can fill out a form to report an activity or project. To fill out a form:

On the main screen, tap Forms.

Select a form.

Enter the form information.

To send the form, tap the send icon .


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9 Alerting an Emergency

You can send an emergency alert to a representative of your company. The alert is received, depending on your

company's OfficeTrack system settings. Alert notifications include the following:

messages in the platform

SMS messages

emails

To send an emergency alert, on the main screen, tap Emergency.


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10 Adjusting your Settings

You can adjust settings, including privacy and startup screen. To adjust settings:

On the main screen, tap Settings.

To adjust:

o Privacy: Tap the select icon to set your device to a privacy mode. In privacy mode, the

system does not display updated locations.

o You can synchronize your OfficeTrack Application with the OfficeTrack server. For example,

download a new published form, a new point of interest, or new assigned tasks. You perform sync

in one of two ways:

Partial data sync – download only changes since your last sync.

Full data sync – remove all data on the device and download all required data from the

server.

To save your settings, tap the confirmation icon .

officetrack ios application user guide...o view task location on the map. tap on a task in the menu...

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