CleanLink Software Ltd

Transcription

1 CleanLink Software Ltd Forms for Mobile Devices User Guide May 2014 Version 1

2 1 Setting Up Mobile Forms CleanLink Site Manager has the ability to create various forms that can be downloaded on to a mobile device and used by the CleanLink Mobile App to capture data in support of your business processes. There are three forms already set up to support three processes commonly carried out on site. These are: 1. New Starters Form - Adding new staff to be employed on sites 2. Staff Review Form - for conducting Staff Reviews 3. Service Review Form - for conducting Customer Service Reviews with your clients In order to configure these three forms to best suit your business needs, you will need to design the workflows in Site Manager, and then send the forms to the mobile devices. Go to Mobile > Forms Once you have completed configuring the questions and clauses, you can send the forms to one or all of the active mobile devices. They can then be used once they have been synchronised. Page 2

3 1.1 New Starters Form To support the process of adding new starters using a mobile device, you can create custom questions that you may want to ask and obtain supporting information, and you can also define specific clauses that you may want prospective staff to sign up to as part of the joining process. To modify the New Starter Form, select Mobile > Forms and the New Staff form Under the Format section there are the following options which affect the response on the device: Text: Allows the entry of free format text. Header: Used to separate groups of questions. No input is required Comment: Use this to capture a comment to give more information Score: Allows entry of a score between 1 and 5 Date: Allows the entry of a date Y/N: Provides the option to select a radio button (selecting turns it green, meaning yes) Selection: Allows one of up to 5 options to be selected as the answer Signature: Creates a signature box for providing a signature Under the Options section there are the following options: None: No option selected Page 3

4 Required: details must be entered before the form can be completed and transmitted. If a question has Selection as the format, you must enter the Selection Description. If you have selected Selection as the question format, you can add up to 5 Selection Options. Creating Signature Clauses As with the Staff questions, the Signature Clauses can be set to suit your Company requirements: Once you have completed configuring the form, Click Exit and then. If you want all active devices to receive the new form, then click Send Staff Form. All devices will then receive the updated form when they are next synchronised. If you only want specific devices to receive the updated forms, click Exit > Select Mobile, select a mobile device, select New Forms > Send Staff Form 1.2 Staff Review Form CleanLink Site Manager includes a pre-populated Staff Review Form. This can be amended to suit your individual company requirements for appraising staff performance. To modify the Staff Review Form, select Mobile > Forms and the New Staff Review form Page 4

5 Under the Format section there are the following options which affect the response on the device: Text: Allows the entry of free format text. Header: Used to separate groups of questions. No input is required Comment: Use this to capture a comment to give more information Score: Allows entry of a score between 1 and 5 Date: Allows the entry of a date Y/N: Provides the option to select a radio button (selecting turns it green, meaning yes) Selection: Allows one of up to 5 options to be selected as the answer Signature: Creates a signature box for providing a signature Page 5

6 Under the Options section there are the following options: None: No option selected Required: details must be entered before the form can be completed and transmitted. If a question has Selection as the format, you must enter the Selection Description. If you have selected Selection as the question format, you can add up to 5 Selection Options. Once you have completed configuring the form, Click Exit and then. If you want all active devices to receive the new form, then click Send Staff Review. All devices will then receive the updated form when they are next synchronised. If you only want specific devices to receive the updated forms, click Exit > Select Mobile, select a mobile device, select New Forms > Send Staff Review 1.3 Customer Service Review Form CleanLink Site Manager includes a pre-populated set of questions for Service Reviews. These can be amended as required to suit your company's procedure for Customer Service Reviews: To modify the Customer Service Review Form, select Mobile > Forms and the Site Review form Page 6

7 Under the Format section there are the following options which affect the response on the device: Text: Allows the entry of free format text. Header: Used to separate groups of questions. No input is required Comment: Use this to capture a comment to give more information Score: Allows entry of a score between 1 and 5 Date: Allows the entry of a date Y/N: Provides the option to select a radio button (selecting turns it green, meaning yes) Selection: Allows one of up to 5 options to be selected as the answer Signature: Creates a signature box for providing a signature Under the Options section there are the following options: None: No option selected Page 7

8 Required: details must be entered before the form can be completed and transmitted. If a question has Selection as the format, you must enter the Selection Description. If you have selected Selection as the question format, you can add up to 5 Selection Options. Once you have completed configuring the form, Click Exit and then. If you want all active devices to receive the new form, then click Send Service Review. All devices will then receive the updated form when they are next synchronised. If you only want specific devices to receive the updated forms, click Exit > Select Mobile, select a mobile device, select New Forms > Send Service Review 1.4 Designing your own Forms To create a new form go to Mobile > Forms. PLEASE NOTE: Before making any changes to an existing form, please be aware that any changes may affect forms that have been sent from mobiles, but have not been processed. You are advised to ensure that any pending forms are completed, sent back to CleanLink and processed via the Received Data option Once you have completed any changes to an existing form, you then need to ensure that it is sent to all the necessary mobiles, otherwise users will continue to send back outdated forms. Page 8

9 Under the Format section there are the following options which affect the response on the device: Text: Allows the entry of free format text. Header: Used to separate groups of questions. No input is required Comment: Use this to capture a comment to give more information Score: Allows entry of a score between 1 and 5 Date: Allows the entry of a date Y/N: Provides the option to select a radio button (selecting turns it green, meaning yes) Selection: Allows one of up to 5 options to be selected as the answer Signature: Creates a signature box for providing a signature Under the Options section there are the following options: None: No option selected Required: Details must be entered for this question before the form can be completed and transmitted If a question has Selection as the format, you must enter the Selection Description and you can add up to 5 Selection Options. Page 9

10 Once you have added all the items for the form, click Exit Select a mobile, or leave blank to send the form to all mobiles. Select Send Form and the selected mobile devices will then be able to download the new form next time they synchronise the CleanLink Mobile App. 2 Using Forms for Regular Site Visits You can use Regular Visits to send instructions / reminders to do complete Forms on site. These reminders can either be printed, ed or sent to CleanLink s Mobile App. They are set up in a QC cycle and will repeat as per the schedule you set on the Regular Visit record. To set up a Regular Visit, go to Clients, select a client, then Sites > QC > Regular Visits. Page 10

11 The instruction / reminder will be added to the selected QC Cycle and the next occurrence will be as you have prescribed. 3 Using your own Mobile Forms To complete a new form that you have sent to a mobile device, ensure that the device has be synchronised and that the form has been downloaded. Select either Sites or Staff, depending on whether the form is for a Site or Staff-related process. Page 11

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16 The form will sit in the Outbox until the Sync function is invoked. Select Sync to send the form back to CleanLink Site Manager. 4 Viewing and Importing Forms Once you have completed and sent the form from a mobile device, in Site Manager, go to the Mobile tab > Get Data and then Received Data and it will show the screen below, only with your own data that is ready to be imported. Page 16

17 Select the form, and click View/Modify. Once you are happy that the form is correct, select Exit and then select the Import button. Page 17

18 The completed form will then be imported into the respective Site's QA data. When the Print Sheet button is selected, the mobile form can be printed: Page 18

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