Ecert Onsite: User Guide for Inspectors

Transcription

1 Introduction to Ecert Onsite 2 Description and Overview 2 Ecert Onsite Basics 2 How to Access Orders from MyCCOF 4 Check Out Orders 4 Check In Orders 6 Deleting Orders from Ecert Onsite 6 Open and Edit Orders 7 Ecert Onsite Workflow Tabs 8 Start Tab 8 Date/Time 8 Client Representative and Inspector s Accompaniment 8 Checklist Tab 8 End Tab 11 Import/Export Ecert Onsite 11 Ecert Onsite Advanced Features and Settings 13 Operating System Questions 15 Troubleshooting 15 Installation of Ecert Onsite 15 Periodic system updates 17 1 Page Version 01/19/2016

2 Introduction to Ecert Onsite Description and Overview Ecert Onsite software, once installed on your computer, allows you to check-out (download) an inspection order from MyCCOF to work on off-line, anywhere you choose, such as while conducting inspections with a laptop. Ecert Onsite is also useful at your office as a checklist system that isn t webbased. Later with internet access, the order is checked-in (uploaded) to MyCCOF. You will find the link to Ecert Onsite at CCOF Inspector Tools. TIP: Ecert Onsite will be updated from time to time. If the software asks you to update when you launch the program, the answer is always yes. Ecert Onsite Basics 1. Checkout Order that appears in MyCCOF Infoportal Accepted Tab (online) Open Order in Onsite Edit Order in Onsite (offline) Check-in Order (online) Edited order appears in MyCCOF Infoportal 2. Only orders in Accepted status can be checked-out. While an order is checked out, it cannot be edited in MyCCOF. 3. With some exceptions noted below, the workflow and checklist work similarly to MyCCOF and contain the same content. However, because it is a separate software program and not internet based, some features, appearance and functions will work a little differently. 4. There is no Documents tab in Ecert Onsite. There are no client documents available and no document upload function available. You must upload inspection documents in MyCCOF. This can be done at any time. You can upload documents in MYCCOF before you check out the order. Or check out order, work on Ecert Onsite, then check in and upload documents. 5. All documents are generated from MyCCOF, including Work Orders, blank checklist, previous inspection report, not from Ecert Onsite. FAQ: Can I complete the entire assignment in Ecert Onsite? Not yet. You can answer all questions and finish the assignment BUT before you check it in, you should upload all documents in MyCCOF. Or you can check it in before you Finish it, and then upload documents, edit checklist and workflow, and finish it from your Accepted tab in MyCCOF. See below, a finished assignment will move directly to your completed orders. In time, we will integrate document uploading into Ecert Onsite. FAQ: Can I access the client record ( More Information ) in Ecert Onsite Not yet. Ecert Onsite only includes the workflow for the assignment. To access the client record you need to use MyCCOF. 2 Page Version 01/19/2016

3 FAQ: Can orders be completed both in Ecert Onsite and MyCCOF? Yes, move back and forth at will. Except for uploading documents, you can use Ecert Onsite to complete any part of the workflow, such as the checklist questions. Ecert Onsite is optional. You can complete the entire workflow and checklist on MyCCOF. You can check-out an order to Ecert Onsite, complete half the checklist, check it in, and complete the rest on MyCCOF. TIP: Keyboard Shortcuts work. Most common windows keyboard shortcuts work in Ecert Onsite. These include: Ctrl+S = Save, this can save you clicking the save icon Ctrl+Z = Undo last item typed/deleted etc. 3 Page Version 01/19/2016

4 How to Access Orders from MyCCOF Orders in Accepted status in your MyCCOF Infoportal can be checked out to Ecert Onsite. Check out orders while you have an internet connection. Once checked out, you can enter the workflow and complete the checklist without being connected to the internet. While checked out, the workflow cannot be edited in MyCCOF. While checked out, you can print work orders and report documents and you can upload documents to the inspection, in MyCCOF. TIP: If you use Ecert Onsite on more than one computer, the checked-out orders remain on the device on which they were checked out and are not accessible on another device or in MyCCOF. Check Out Orders Click on Check out orders Enter your username and password (same as your MyCCOF login) in the Pop-up Login window. This connects Ecert Onsite to your MyCCOF Infoportal. The Download orders window opens showing all orders you have ACCEPTED in MyCCOF. Check the box next to the orders you want to check out. The status of the Order is indicated under the column Order checked out. The green icon indicates it can be checked out. Then click OK in the bottom right corner. Now the order(s) that you checked out will download to your system and appear in the My inspection orders tab. Their status should show an icon indicating no changes made. 4 Page Version 01/19/2016

5 TIPS: Can t find an order? Only accepted assignments appear currently. Check the Status column carefully to make sure the filter settings are not on. Click in the Status window and select nonblanks from the dropdown menu to clear any filtering. Can t check out an order? A red icon indicates that an order is already checked out. Checked out orders have a red X in MyCCOF. You can still open the client record, print documents etc. but you cannot Edit the Workflow in MyCCOF for checked out orders. 5 Page Version 01/19/2016

6 Check In Orders Checking orders in moves the assignment back to your MyCCOF infoportal. Unfinished Order >> checks in to Accepted Tab Finished Order >> checks in to Completed Tab An unfinished orders can be checked in from Ecert Onsite at any point to be modified and finished in MyCCOF. 1. Select the order(s) to be checked back in. You must be online 2. Click Check in orders and Select Yes to upload order 3. Order(s) will be checked back into MyCCOF and can now be accessed from that site (as long as you have not Finished the inspection in the End tab) Deleting Orders from Ecert Onsite Please do not delete orders from Ecert Onsite until the inspection has been reviewed by CCOF. As a rule of thumb, wait 4 months to delete orders. Your version in Ecert Onsite is an important back-up. Eventually you will want to clear old orders out of your My Inspection Orders tab. Here s how: 1) Select the order(s) to delete 2) Click on Delete order 3) A pop up will appear asking do you really want to delete the selected orders? Click Yes 4) The order has been deleted from the My inspection orders area. This order is now deleted and cannot be checked out again (unless reassigned). TIP: Instead of deleting orders you can filter, sort and group assignments so completed and checked in orders are not in your way. 6 Page Version 01/19/2016

7 Open and Edit Orders To open an order from My inspection orders, double click it or right click on the order and select Open. This will open the workflow within Ecert Onsite. The Order will open in the Start tab. Complete the inspection workflow and checklist as described in MyCCOF Workflow Basic Steps in Chapter IV, with the exception of the Document tab. You can NOT upload documents in Onsite. You may choose to finalize your inspection result and Finish the inspection in the End Tab. However, it is not recommended unless you have uploaded all documents already in MyCCOF and edited for spelling and grammar. Onsite does not have spell check function so this must be done in MyCCOF. TIP: When a Finished assignment is checked-in/uploaded, it will go to the MYCCOF infoportal/ Completed tab. The workflow will no longer be accessible. Never check-in a finished assignment without first uploading all Documents in MyCCOF! 7 Page Version 01/19/2016

8 Ecert Onsite Workflow Tabs Start Tab Very similar to MyCCOF Start Tab with only minor difference. Date/Time To edit dates and times you need to click the check box and highlight the specific text you want to edit The time will calculate as you change the start and end times. Lock it in by saving. Client Representative and Inspector s Accompaniment No three dot search. Because Ecert Onsite is not connected to the database you only have a free text options for entering inspection attendees. Drop down menus for type of attendee are identical. Checklist Tab Very similar to MyCCOF but with greater control and editing ability. Enter comments by double clicking into the comment box. If you click once and start typing, any existing text will be erased. Double click to insert your cursor into the comment. When editing the the checklist: Shift or Ctrl + Enter = line break Enter = enter comment. If you type AFTER you click enter, you will overwrite your existing comment. Expand Comment Boxes To type additional text and have more room, you can expand the comments by either dragging the row border OR clicking F7 F7 will open the Multi-LineText Edit Form Use this form to write longer comments. Type normally within it as you would in a document. Click the X to save the edited text to the comment box. 8 Page Version 01/19/2016

9 Tip: Resize all Columns and Rows by dragging or double clicking All columns and rows can be resized by dragging their borders. Double click to expand to fit text. Tip: Navigation in checklist. You can also scroll through Checklist questions by using the Tab key and Arrow keys. Use the search window to look for answer types and you can click on the folders in the Tree to expand the list. Notice that there are different icons circled in the screenshot below. (These indicate that the answer was other than Compliant.) 9 Page Version 01/19/2016

10 Tip: Options to suit your viewing preferences in the checklist: Use the X s to hide the unnecessary Deviations and Requirements panes. These are not used currently. 10 Page Version 01/19/2016

11 Use the memo icon to pop up notes like in MyCCOF. End Tab Essentially identical to MyCCOF. Import/Export Ecert Onsite This is not something you should normally have to do. However it can be used as a back-up in cases where you have invested significant time into checklist(s) in Ecert Onsite, and you will not be able to upload to MyCCOF for a while, like if you are traveling. Then you can export the checklist to a back up device such as flash drive. Here s how: 1) Right click on checked out order and choose Export (Zip or to Folder) 11 Page Version 01/19/2016

12 2) The inspection will be exported into an XML format. You cannot work on the exported document. 3) Once the inspection is exported, it will keep any information that was filled out in the workflow at the time of export. 4) To import the file back into Onsite, simply drag and drop into Onsite. You will be prompted: REMINDER: When the inspection is imported back into Onsite it will override any changes made to the workflow post export. 12 Page Version 01/19/2016

13 Ecert Onsite Advanced Features and Settings The infoportal in Ecert Onsite is navigable and can be modified in myriad ways. Click around, double click and right-click on column headers, pins, grids, and any other small icons to see the available options. You can make windows and information panes hide, auto-hide, float and relocate or close altogether simply by selecting one of these icons Tip: Modify your infoportal and checklist areas to suit your viewing preferences and gain more screen space for your Inspection Orders or whatever you want to prioritize. Click on column headers to sort inspections. Drag and drop! You can drag column headers into the top in order to group by that particular column. The dropdown filter option in the screenshot above is a powerful tool for sorting and organizing the column headers. You can also easily clear all the filters at any time by clicking the clear filter icon on the left side of the grid. Clear individual filters by clicking their clear icon. Right click the Inspection Orders to select either horizontal or vertical tab groups. 13 Page Version 01/19/2016

14 The panes in Checklist and other areas can be expanded, collapsed, widened, shortened, etc. and moved. Tip: Filtering and sorting your columns can be ascending, descending or customized by selecting the icon in the top row: 14 Page Version 01/19/2016

15 Operating System Questions What version of Windows do I need? Ecert Onsite is a light, small program that will run on XP or later. Will Ecert Onsite run on a Mac? Yes, using a windows operating system. Will Ecert Onsite run on a tablet? Yes, using a windows operating system. Will Ecert Onsite run on an Iphone/Ipad? No Why? Because Ecert is windows based software. Troubleshooting Installation of Ecert Onsite Ecert Onsite must be installed on your computer by going to the link provided by CCOF. 1) Open the link in CCOF Inspector Tools. (The most current version will always be available on Inspector Tools.) Any updates will automatically be uploaded to the existing version on your computer. 2) The Zip file will download onto your computer. 3) Open the Zip file folder called setup. 4) Open the Setup folder and double click the set up Application under Type column. The installation of Ecert Onsite will begin. 15 Page Version 01/19/2016

16 5) Once it has downloaded, open the Onsite Program, and choose CCOF Prod in the dropdown and login using your MyCCOF user name and password. 6) Once the program has downloaded, you will be given an option to use the Ecert Onsite Setup Wizard. 7) 16 Page Version 01/19/2016

17 Periodic system updates When you open Ecert Onsite after we have done a system update, you will be given the prompt to update the system. You may need to Uninstall your existing version of Ecert Onsite in order to get the newer version. You may have to look for the program after it downloads. Go to Start menu on bottom left, Type in Ecert Onsite to search. It should appear under Programs. 17 Page Version 01/19/2016

18 Once you find the program, you can right-click it and select the option to pin to Taskbar or pin to Start Menu so that you don t have to search for it in the future. 18 Page Version 01/19/2016