worksmart! ibreeze getting started guidehelp.mobileworkforce.net/pdf/worksmart!_ibreeze_getting...

workSmart! iBreeze Getting Started Guide

Revision 3

workSmart iBreeze version 1.0.29

Copyright Notice

© Copyright 2011 Mobile Workforce, Inc. All rights reserved.

Mobile Workforce, Inc. has copyright ownership of the Mobile Workforce-workSmart! applications and other software related materials. This manual may not, in whole or in part, be copied, photocopied, reproduced, translated, or reduced to any electronic medium or machine-readable form without prior consent, in writing, from Mobile Workforce, Inc. All Mobile Workforce, Inc. software is licensed in accordance with the terms and conditions of the purchase, lease, or license agreement by which this software product was acquired. No ownership of Mobile Workforce, Inc. software products is transferable. Law prohibits the use of this software beyond the terms of one or more of the aforementioned agreements, without the written consent of Mobile Workforce, Inc. Microsoft, Windows, and Internet Explorer are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. WorkSmart!, workSmart!-Mobile, workSmart!, are registered trademarks of Mobile Workforce, Inc. Apple, iTunes, iPhone, iTouch, iPAD, and iPOD are registered trademarks of Apple Inc.

Mobile Workforce-workSmart! iBreeze Revision 3

April 2011 © Copyright 2011 Mobile Workforce, Inc. All Rights Reserved 2

Contents 1. Hardware Requirements. ...................................................................................................... 3

2. Installation and Configuration .............................................................................................. 4

2.1. Step 1: Installing workSmart iBreeze ............................................................................... 4

2.2. Step 2: Configuring workSmart iBreeze ........................................................................... 4

2.3. Step 3: Syncing with Office .............................................................................................. 5

3. Getting started ...................................................................................................................... 6

3.1. Opening workSmart!-iBreeze .......................................................................................... 6

3.2. The Basics ........................................................................................................................ 6

3.2.1. The Four Tabs .......................................................................................................... 6

3.2.2. Orders Tab ............................................................................................................... 6

3.2.3. Inventory Tab ........................................................................................................... 7

3.2.4. Case Tab ................................................................................................................... 7

3.2.5. Surgeon Tab ............................................................................................................. 8

3.2.6. Catalog Tab .............................................................................................................. 8

3.2.7. Settings Tab ............................................................................................................. 8

4. Detailed How To Instructions ................................................................................................ 9

4.1. Synchronizing workSmart!-iBreeze ................................................................................. 9

4.2. Order Tab: ........................................................................................................................ 9

4.2.1. Creating an order ..................................................................................................... 9

4.2.2. Searching the catalog. ........................................................................................... 11

4.2.3. ................................................................................................................................... 11

4.2.4. Selecting items from a kit ...................................................................................... 11

4.2.5. Selecting an item, and then select the kit. ............................................................ 14

4.2.6. Reviewing and Submitting Orders ......................................................................... 18

4.2.7. Saving Draft Orders ............................................................................................... 18

4.2.8. Printing Orders ...................................................................................................... 19

4.2.9. Creating Quotes ..................................................................................................... 19

4.3. Inventory Tab................................................................................................................. 19

4.4. Case Tab: ....................................................................................................................... 20

4.4.1. Creating a Surgery Case ......................................................................................... 21

4.5. Surgeon Tab: .................................................................................................................. 22

4.5.1. Creating a surgeon profile ..................................................................................... 22

4.6. Catalog Tab .................................................................................................................... 22

4.7. Settings: workSmart!-iBreeze Preferences.................................................................... 23

5. Usage Tips ........................................................................................................................... 24

6. Technical Support ............................................................................................................... 25

7. Log on to the web ............................................................................................................... 26



1. Hardware Requirements.

Apple iPhone 3G with operating system (iOS) versions 4.2 to 4.2.1. (Bluetooth Scanner not

supported)

Apple iPhone 3GS with operating system version 4.2 and higher.

Apple iTouch with operating system version 4.2 and higher.

Apple iPAD with operating system version 4.2 and higher.

Apple iPAD 2 with operating system version 4.2 and higher.

Sync the device with iTunes to check and update the operating system software.



2. Installation and Configuration

2.1. Step 1: Installing workSmart iBreeze

On your iPhone/iPAD, go to the App Store.

Search for workSmart.

Select the workSmart Application and select INSTALL, like any other application from the App

Store.

NOTE: The application is FREE, however a license for use is required, contact Mobile Workforce

to confirm.

The application will automatically download and install.

2.2. Step 2: Configuring workSmart iBreeze

You won’t be able to use workSmart iBreeze until you have successfully synced with office.

Launch the application by tapping the workSmart icon displayed on your IPhone/iPAD.

The Settings window appears.

Enter your workSmart username and password in the appropriate fields.



For the Service URL, enter http://www.mobileworkforce.net/restService, or press the

DEFAULT button.

If you wish to view upcoming surgeries in the IPhone/iPAD calendar or Outlook calendar place a

check in the Export Surgeries into this Calendar category check box.

Tap SAVE.

2.3. Step 3: Syncing with Office Before you start using the workSmart! application, you must first download your catalog and

customer accounts. To download this information, follow these instructions:

Note: Before starting, make sure that your IPhone/iPAD is connected to the Internet.

Tap Settings

Tap the Sync With Office button. The Sync With Office window appears.

The Catalog, Customers, and Inventory Locations check boxes are automatically selected.

You are now ready to retrieve the catalog and customer accounts. Check that your IPhone/iPAD

has an active connection to the Internet by looking at the indicator at the top of the screen for

the WiFi or Cellular data connection status . Tap the Start button.

When the sync has finished you will see the Sync Successful message in the status window.

Tap Close. You will be returned to the Settings window.



3. Getting started

3.1. Opening workSmart!-iBreeze

Tap the workSmart icon displayed on your IPhone/iPAD.

By default it will open up in the Orders screen.

3.2. The Basics

3.2.1. The Four Tabs

When you have started up workSmart!-iBreeze and closed the version # screen you will see

there are 4 tabs across the bottom.

On the iPhone/iPOD these appear as:

On the iPAD, with its larger screen, these appear as:

On the iPhone/iPAD, the Catalog and Settings are found by selecting the MORE icon.

3.2.2. Orders Tab

This is where orders are handled. Four folders are displayed within this tab.

The Outgoing folder

This is like the outgoing folder for your email client. Orders that have been “submitted”, stay

here until you do a sync with office, and then they are sent to the Mobile Workforce website.



The Drafts folder

This is like the drafts folder for your email client. Orders that have been saved, but NOT

submitted stay here for you to edit later.

The Sent folder

This is like the Sent folder for your email client. Orders that have been sent to the website are

copied to this folder in READ-ONLY format so you can review them later.

The Quotes Folder

This contains quotes that you have created and saved. Quotes are always sent to the website.

Press and old on a quote and you can delete it, create an order from a quote, or clone a quote

so you can prepare one for a different client.

3.2.3. Inventory Tab

NOTE: If you do not have inventory permissions, some of these functions will not be displayed.

The number in the red circle indicates the number of items in the Expired Inventory

Report.

The Outgoing folder

This is like the outgoing folder for your email client. Inventory receives and transfers that have

been “submitted”, stay here until you do a sync with office, and then they are sent to the

Mobile Workforce website.

The Drafts folder

This is like the drafts folder for your email client. Inventory receives and transfers that have

been saved, but NOT submitted stay here for you to edit later.

The Sent folder

This is like the Sent folder for your email client. Inventory receives and transfers that have been

sent to the website are copied to this folder in READ-ONLY format so you can review them later.

3.2.4. Case Tab



The case tab is where your cases are displayed. You will be shown cases for any customer you

can place orders for, and for any sales rep set up as a team member. Sales managers will be

shown all cases. Cases scheduled for any time after two weeks ago will be displayed.

Select the icon in the top right corner to create a new case.

3.2.5. Surgeon Tab

This is where surgeon profiles are shown. Tap on a surgeon profile to display the known

information. If the surgeon is assigned to you, you can select to edit the information.

Select the icon in the top right corner to create a new surgeon profile.

Surgeon profiles are kept in sync with the Mobile Workforce website like cases are, any new or

changed cases are sent up to the web, and any updates on the web are downloaded to the

iPhone/iPAD whenever a sync with office is performed.

3.2.6. Catalog Tab

This allows the user to search the available catalogs. The supported catalogs are selectable by

tab at the top of the screen, and then the user can use the search field to search by SKU and

description. Select the right arrow to view all the details on the part.

3.2.7. Settings Tab

The Settings tab is where the user name and password, the service URL, and the settings for

exporting cases to the iOS calendar application are found. The Sync with Office screen is also

found here.



4. Detailed How To Instructions

4.1. Synchronizing workSmart!-iBreeze To synchronize workSmart!-iBreeze, go to Settings and select Sync With Office. This will display

the Sync With Office page. Press START, to sync with office. As long as the device has internet

access, the sync process shall start.

4.2. Order Tab:

4.2.1. Creating an order

To create an order, tap the Orders tab to enter the Orders module. Then tap the New Order button to create a new order



Select the order type. Replenishment orders will show extra fields for replenishment data. Select the sales rep as a filter for the customers. Select [Show All] to show all the customers in the customer list. NOTE: To view detailed information about a customer, tap the right arrow. This will display the customer’s details in the Customer Details page. To exit this page, tap the back button.

On the iPAD, the full order details are shown on a single screen.



Tap on to add a line item to the order. Select the part, then fill out the Product details (lot#, price and quantity). To Scan items, tap the Scan Items button. To add an item that does not have a SKU, such as shipping, tap on the Add Non SKU Item button. After each product is completely entered, tap the Add to Order button.

4.2.2. Searching the catalog.

When viewing the catalog to select a line item for an order, quote, receive, or transfer, use the

keyboard to enter the search value in search window. To perform the search, select the Search

button on the keyboard. This will search the catalog for information in the SKU or part

description that matches the search parameter.

4.2.3.

4.2.4. Selecting items from a kit

If the items for the order were all taken from a specific kit, there is a quick way to select the

items directly from a kit.



Select , to enter the catalog search screen.

Search for and select the SKU of the specific kit’s template. Select the specific kit sku.



The list of stocked kits for that sku will be displayed with their kit identifier and location. Select the specific kit that the parts were pulled from.

The current contents of the kit will be displayed.



Select the items from the kit and then click on Add to Order.

The quantity of each item will default to 1. If more than one of the item was used in the order

the line item should be edited to correct the quantity.

4.2.5. Selecting an item, and then select the kit.

Instead of selecting the kit, and then items, sometimes it is desired to select the parts first, then

define which kit from which they were pulled.

Select Add Product



Search for and select the SKU of the item in question. NOTE: The SEARCH button is at the bottom of the keyboard

Optionally select the Lot number of the item by selecting the right arrow for the Lot number field.



The inventory items for that sku will be shown with their lot number, location, and current quantity. Select the lot number for the item.

To select the kit, tap on Tap to set for the kit field.



The kits that contain the item (sku, or sku with lot number) will be listed. The kit identifier and location will be shown. Tap on the appropriate kit.

Now select Add to Order to add the item to the order.



4.2.6. Reviewing and Submitting Orders

On the iPhone and iPOD tap Sign and Submit to open up the signature space, sign the order, and then tap SUBMIT to save and place the order in the Outgoing folder to be sent to the server the next time you synchronize your device. If no signature is desired, just tap Submit Without Signing. The order appears in the Outgoing folder. If you have a customer enabled to have a fax or email of the order sent to then you may place a check in the Send copy to customer fax/email check box if you wish.

On the iPAD, collect the signature and tap Submit.

4.2.7. Saving Draft Orders

If you don’t want to send the order just yet, tap Save instead of Submit to save the order’s

information on your device. The order will not be sent when your device is synchronized until

the order has been submitted using the Submit button. The order appears in the Drafts folder.

Later on, you can edit this order by tapping the order in the Drafts folder list. The order’s entry

appears highlighted in the Select Customer page. You can then proceed to edit the order as

required by paging through the order creation process.



4.2.8. Printing Orders

Once an order has been synced and is in the sent folder it can be printed. To print, view the

order and look for the send icon in the top right corner. The printer options screen will

be displayed that will allow selection of a connected bluetooth printer, the range of pages to be

printed, and the number of copies to be printed.

4.2.9. Creating Quotes

To create a quote, tap the New Quote button.

If you would like to create a new Bill-Only order from your Quote, select the quote from the

Quotes folder. A Menu button can be found there. Choices

4.3. Inventory Tab

Select the to show the Expired Inventory Report, create a new Receive, create a new transfer, create a new consignment record, or create a new Audit.

4.3.1.1. Receiving Inventory

You can receive your inventory by tapping the Inventory tab to enter the Inventory tab.

To receive inventory items, tap the menu and select New Receive

Select the location to receive the inventory into, then enter an Order Number (or reference

number, as required)

Select the product(s) you want to receive using the lookup option, scanner, or manual input, add

in the lot, expiration date, quantity, and click Add.



Click Save to save your receive to be edited and submitted at a later date or Submit to be sent

to the server on the next synchronization.

4.3.1.2. Transferring inventory

You can transfer your inventory by tapping the Inventory tab to enter the Inventory module. To

transfer inventory items, tap the menu and select New Transfer.

Select the location to transfer from and the location to transfer inventory to.

Select the product(s) you want to transfer using the lookup option, scanner, or manual input,

add in the lot, expiration date, quantity, and click Add. Once you have added all the products

you are click Save to save your receive to be edited and submitted at a later date or Submit to

be sent to the server on the next synchronization.

4.3.1.3. Expired Inventory Report

You can view items in your inventory locations that are about to expire or have already expired

by opening the Expired Inventory Report. To do so, tap the menu and select Expired

Inventory Report.

This will display the Expired Inv Report page. From here you can view the SKU, Lot, Location,

Quantity, Expiration Date, and Description of the parts that are expiring or have expired.

4.4. Case Tab:

The eyeball icon indicates that the case has been updated with new information sent down from the office and the user should view it.

The blue dot indicates that the case has been changed locally, and updates will be sent to the office during the next Sync with Office. No icon next to the case indicates that the case has been read, but no changes were made.



To filter the displayed cases, select a case and press and hold on the case. A menu will appear

with several filtering options.

Show all, will show recent cases within the past two weeks, and all future cases appropriate for

the user.

Show All for Date will show all cases that occur on the same date as the selected case.

Show all for Surgeon will show all cases that have the same surgeon as the selected case.

Show all for Customer will show all cases that have the same customer as the selected case.

Show all for Sales Rep will show all cases that have the same sales rep as the selected case.

Show all for Team. will show all cases that have the same surgeon as the selected case.

For example:

4.4.1. Creating a Surgery Case



Select the icon in the top right corner to create a new case.

The case information can be found in 4 subsections entered through the right arrows.

This will display the Surgery Schedule creation page. From here you will specify the Start time,

Duration, Customer, Contact, Location, Patient, Age, Gender, Surgeon, whether Attendance is

Required or not, Procedure, and any Notes that may be needed.

To select a Procedure, click the Procedure tab and pick one from the drop down displayed..

Any edited case is sent to the website next time you sync with office. If a case has been changed

on the website, it will be downloaded to your iPhone/iPAD next time you sync with office.

4.5. Surgeon Tab:

4.5.1. Creating a surgeon profile

You can create a Surgeon Profile by tapping on the icon in the top right corner.

Enter your surgeon’s contact information on the displayed page and then select Save.

4.6. Catalog Tab The catalog tab, which is found behind MORE on the iPhone and iPod, will display a tab for each

of the supported catalogs.



Select the catalog, and the catalog contents will be displayed. Search the catalog by entering

text in the search field, and select search. Catalog item SKUs and descriptions will be searched.

Select the right arrow to see the full details on the selected catalog item.

4.7. Settings: workSmart!-iBreeze Preferences To set your user name, password, service URL, timeout, and other preferences, tap the

workSmart! Settings icon.

Tap the Username field and enter your name. Next, tap the Password field and enter your

password.

For the Service URL, enter http://www.mobileworkforce.net/restService, or press the

DEFAULT button.

If you would like workSmart! to export your surgery schedules into your calendar, place a check

in the Export surgeries into this Calendar category.

Once you have entered all your preferences, tap SAVE to save the information on your device.



5. Usage Tips Swipe on an item (left to right), and a DELETE option will appear. In this example, the order was

"swiped" and now the DELETE button appears, so this dummy order can be deleted.



6. Technical Support If you need help using the Mobile Workforce workSmart!-iBreeze application, visit our website

at http://www.mobile-workforce.com, or contact us by mail, email, FAX, or telephone:

Mobile Workforce, Inc.

P.O. Box 633

Port Orchard, WA 98366

USA

Email: [email protected]

Tel: (360) 874-2424

FAX: (360) 874-2690



7. Log on to the web Your account also allows you to log into the web to review, edit or create orders. You can login

at: http://www.mobileworkforce.net

Enter your username and password.

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