StoreX Portal Guide. Document Version: 1.1 Approved by: Mickey Meehan Copyright 2014 Mobitor Corporation

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1 StoreX Portal Guide Document Version: 1.1 Approved by: Mickey Meehan Copyright 2014 Mobitor Corporation This document may not be reproduced or distributed without express written permission of Mobitor Corporation. Written by: Kristen Brennan Date: September 3, 2014

2 Table of Contents 1. Overview 3 2. Adding & Managing Media Portal 4 Mobile Device 5 3. Creating a Survey Surveys & Groups 6 Question Bank 7 Questions 8 Answer Types 9 Conditionals 10 Supplemental Answers Creating & Managing Users Creating & Managing Jobs Add 13 Schedule 14 Manage 15 Flags Creating & Managing Retailers Creating & Managing Stores Add 18 Trait & Edit Creating & Managing Displays Add 20 Edit Creating & Managing Programs Glossary 23 StoreX Portal Guide 1.1 September 3, 2014 Page 2

3 Overview Create, Map & Assign 1. Create Set up retailers, stores, displays, users and surveys once, then reuse them forever. Retailer Store Display User selects retailer when creating store Survey Group Question Users 2. Map Add groups & groups to a survey using the Surveys tab Teach StoreX which displays to associate with which stores. To prepare surveys, associate each program/survey pair with either a store or display. To map a store survey, associate a program & survey with a store using the Stores tab Store Program To map a display survey, associate a program & survey with a display using the Displays tab Display Survey Map traits (associations between stores & displays) using the Stores tab 3. Assign Click on Add Jobs in the Jobs tab to assign a user, program(s), & store(s) and select a start & end date. Once you save a job it will be pushed to the user s mobile device automatically during the next synchronization. Job User Program Store Mobile Device StoreX Portal Guide 1.1 September 3, 2014 Page 3

4 Adding & Managing Media Portal 1. Add Tap the Add Media button to upload documents (.pdf or.docx) or a video file (.mp4) and associate them with one or more retailers (when Type = Retailer) or one or more stores (when Type = Store). Media files are usually detailed instructions on how to conduct store visits. If Type is set to retailer, the media file will be associated with all stores in that retail chain. If Type is set to store, the file will only be associated with the store or stores you select in the Store field. To upload a media file, drag-and-drop it into the upload window or hit Select to browse your hard drive. File format can be.pdf,.docx or.mp4. Maximum recommended file size is 5 MB. 2. Edit Use the search fields in the media tab to narrow the list of media files displayed. Select any row to open an edit window where you can update details, replace or delete the file. Tap column headers to sort by column, tap sort arrow to change sort order. = Required Field 3. Track Each retailer listing in the Retailers tab lists all media files associated with that retailer. Each store listing in the Stores tab lists all media files associated with that store. StoreX Portal Guide 1.1 September 3, 2014 Page 4

5 Adding & Managing Media Mobile Device Media can be viewed in two places on the mobile device: 1. From the homescreen, tap the stores list and select a store. The list of associated media will appear in the store details screen. 2. Once you are inside a store visit, tap the media folder icon to open a pop-up showing all associated media. Media list as it appears As part of store details. Tap to Download. File download is in progress Best Buy Best Visit Tips Video Download is complete; tap to view file Icon shows file type. StoreX Portal Guide 1.1 Field users viewing a media list will see all files associated with the selected store at either the store or retailer level. September 3, 2014 Page 5

6 Creating a Survey 1. Create To create a survey, click the Surveys tab, then press Create Survey. Clone to copy an existing survey, which you can then edit. If Not Taken Enabled is checked, the survey is optional. Surveys & Groups When survey details are correct, groups have been created and questions added, hit the Release button in the survey window. Once you release a survey it is available to link to programs, jobs and store visits, but can no longer be edited (you can always clone it and edit that). Survey icon is optional. 2. Add groups Select survey and click Add Group to add one or more question groups to each survey. Sequence Number indicates the order question groups appear on mobile device. If Repeatable is checked, the field user will have the option of repeating the question group as many times as required. Hit Save to repeat questions, or Save then Table Of Contents button when finished. Check Group Page Break if selected group should appear as a new line item in survey s Table of Contents on mobile device. = Required Field 3. Add questions Select group name and click Add Question to add one or more questions to each group. Click Not in Bank to create a question which will only be available for this group (not the general question bank). StoreX Portal Guide 1.1 September 3, 2014 Page 6

7 Creating a Survey Question Bank Create survey questions once, store them in the question bank, and you can use them over and over. Update the question here once and it will be automatically updated on every survey. If you ever want to create a question for a survey without making it available as part of the general question bank, go to the Surveys tab, select a group, tap Add Question, then tap Not in Bank ; the question will only be available to that group. Tap Add Question to create a new question. Be careful not to tap Clone Link Bank, which would lock out other users. To edit a question, use your browser s Find function (Ctrl-F for Windows, -F for Mac) and locate your question by keyword. Click your question to open an edit window, then make changes and hit Save. Page 7

8 Creating a Survey Questions Tap Save when all fields are complete. Set Photo Option Type to optional or required to supplement the question with a photo. If all you need is the photo set Answer Type to photo and leave Photo Option Type none. Question Text is how users see each question on the ipad. Use descriptive keywords in your Unique Identifier, so you can locate questions easily the question bank. See next page for details on which Answer Types are available. Tap Close to delete edits without saving. Sequence Number refers to the order in which questions appear in the question bank. Bank Questions are available in the question bank. When creating groups you will have the option of creating non-bank questions. Checking this box makes a question required, indicated on the mobile device by an orange asterisk. You may optionally add a small.png icon to any question. Drag-and-drop or hit Select button to browse. = Required Field Page 8

9 Creating a Survey Answer Types Streamline surveys and reduce errors by selecting the right Answer Type for each question Several answer types allow the option of setting a minimum or maximum range. Click Add to create new options for Dropdown and MultiSelect questions. Update to confirm, Edit to change. Sequence Number controls the order options are displayed in. (Action feature coming soon.) Page 9

10 Creating a Survey Conditionals Both questions and groups can be set as conditional, meaning the user is only asked those questions (or that group of questions) if their answers to previous questions meet certain conditions. 1. Conditional questions and groups Sequence of the conditionals does not matter. Question is Group #, Question #, (Unique Identifier) and question to be referenced. Logical Operators for a specific question or group should be all ANDs or all ORs. Answer refers to the answer given in the question being referenced. Comparators Equal to Not equal to Greater than Less than Greater or equal to Less than or equal to 2. AND conditionals The AND operator references two or more previous questions. In this example the user is only asked if they re a Red Sox fan if they re from Boston AND their favorite sport is baseball. 3. OR conditionals The OR operator references multiple answers to a single previous question. In this example the user is only asked how heavy traffic was if they arrived by car, OR motorcycle, OR bicycle. Page 10

11 Creating a Survey Supplemental Answers Sometimes an answer to one question will tend to provide the answer to a second question. For example, when people from Boston, Massachusetts have a favorite baseball team, it is usually the Boston Red Sox. StoreX allows users to automate these supplemental answers by auto-populating the answer to a survey question based on how the field user answered an earlier question. The field user can always override the auto-populated answer with a new answer for instance, someone who originally hails from Boston may have moved to New York and now prefers the Mets. Source Question is Group #, Question #, (Unique Identifier) and question to be referenced. Source Answer is which potential answer to the original question you wish to use as a trigger. Comparators Equal to Not equal to Greater than Less than Greater or equal to Less than or equal to Target Answer lists which value to auto-populate the selected question with if the source answer of the source question fulfills the conditions listed. For instance, in this example the source question asks what city the user is from, so if their answer to the source question is Boston, the target question shown above ( What is your favorite baseball team? ) is autopopulated with Red Sox. Page 11

12 Creating & Managing Users Access Each user account is associated with a single mobile device (to ensure accurate reporting). If a user ever needs to switch devices, press Reset Identifier to allow them to resubscribe on the new device. LOB (Line Of Business) refers to software applications which are vital to a company s bottom line. The LOB native identifier provides StoreX with a unique LOB tag for each user. Use LOB + login name, no spaces. Login name is the user s first initial and last name, all lower case, no spaces. Authority Type Corporate Manager: Full access District Manager: Reports, extracts & jobs Reporter: Reports & extracts only SysAdmin: Administrative access User: No portal access; users can only update their password & download client Every Apple mobile device has a unique device identifier. The first time a user logs in to StoreX that device identifier and the StoreX mobile application version number are automatically uploaded here. The first time a new user account is saved they will be sent a temporary password and must visit the StoreX portal to select a permanent password. If the mobile phone number is provided, the temp password will be texted to that mobile number. If the field is left blank, the temp password will be sent to the user s notification address instead. Effective date time is an automatic record of the date the user account was created. Expiration date time is optional and usually left blank; entering a date here will cause the user account to automatically expire on that date. = Required Field Page 12

13 Creating & Managing Jobs Add To launch the Add Jobs function, press Jobs in the left menu, then the Add Jobs button in the upper right. Choose the same Round ID for all jobs in a day, week or month (for a single or multiple users) to group those jobs together in reports & extracts. Estimated Time (in minutes) gives users a guideline, but is not enforced. Store Visit is currently the only type of Activity available. Tap Save when all fields are completed. Choose which user you wish to complete the selected programs (click field again to add additional users). You may opt to leave this field blank while creating the job, but it will not be pushed to a mobile device until at least one user is assigned. Select one or more programs from drop-down list. Tap Close to delete job without saving. Select a single store by clicking that row. To assign the job to multiple stores, select individual rows (Ctrl-click for Windows, - click for Mac), a block of rows (Shift-click), or check Select All. User should complete the job between the Start & End Dates. If they forget to schedule the activity by the End Date, it will drop off their jobs queue. Complete one or more search fields to generate a list of available stores. = Required Field Page 13

14 Creating & Managing Jobs Schedule Once a job has been pushed it will appear in the jobs queue of the assigned user. Tapping the job calls a time/date popup where users can indicate when they plan to complete the job. Dates falling outside the selected Start & End Dates will be greyed-out and not available for selection. Once users select a date and time and press Create, a store visit is created from that job. The job will drop off the ipad jobs queue and appear in the user s activity queue. The job will still be available in the Jobs tab of the StoreX web portal. Page 14

15 Creating & Managing Jobs 1. Narrow list of choices Use search filters to narrow the list of jobs displayed. Manage Id is a unique system-generated tracking number. Job Status is organized by color tags. New Assigned Scheduled In Progress Completed Deleted Job has been saved, but user is not yet assigned. User has been assigned, so job will be pushed. User has created an activity by scheduling the job. User has begun activity, but has not completed. User has completed store visit activity. Job has been deleted in portal (but is still tracked). 2. Select one or more jobs Select a single job by clicking that row. To edit multiple jobs, select individual rows (Ctrl-click for Windows, -click for Mac), a block of rows (Shift-click), or check Select All. If you have more than one job selected, edits will affect all selected jobs at once. 3. Edit jobs Make desired changes in the edit window and hit Save when ready to commit changes, or Close to abort edit. Note that some fields may not be editable, depending on job status. Do not hit the Delete button unless you are sure, since a deleted job cannot be recovered. Do not delete completed jobs unless you wish to remove them from the database. Any changes made in pop-ups happen instantly, without the need to hit Save. Page 15

16 Creating & Managing Jobs Flags Managers need to know at a glance if a job is behind schedule or has been deleted by the field user before completion. Store X provides two alert flags: 1. Attention (Job Deleted) If a job is flagged with a red! in the Attention column of the Jobs tab, that job has been deleted from the mobile device before the job was completed. Note that a job can only be deleted on the mobile device after it has been scheduled as an activity. A hyphen in the Attention column means the job has not been deleted on the mobile device. 2. Is Late A job is flagged as late if the scheduled end date has passed and: 1. Activities were completed or synced after the scheduled end date. 2. Activities were not completed. 3. Job was never scheduled as an activity (or activities). 4. No users were assigned to the job. Page 16

17 Creating & Managing Retailers Add & Edit 1. Add To create a new retailer, select the Retailers tab, then click Add Retailer. Tap Save when done. Tap Close to delete edits without saving. The value in this field determines how the retailer name will appear throughout the StoreX system. Choose a retailer-specific branding color using the pop-up color picker or by entering a hex code. Mobile devices will show a stripe of the selected color on the planogram screen. Media Files lists all documents and videos associated with this retailer in the Media tab. These are usually detailed instructions on how to conduct store visits. = Required Field 2. Edit You can always update or delete an existing retailer using the edit window. Tap column header to sort results by column. Tap sort arrow to switch between ascending or descending order (alphabetical or chronological). Sort arrow To narrow the list of retailers displayed, type in the first few characters of the retailer name, select the name of the user who last edited the record, or select the date of last edit. Tap row containing desired retailer to open edit window. Change name, branding color or review media files, then hit Save to commit changes. Page 17

18 Creating & Managing Stores To create a new store, select the Stores tab and click Add Stores. Add Tap Close to delete edits without saving. Tap Save to commit changes when done. You select your own Store IDs and Store Numbers. Field users see Store Names, so use Store ID and Store Number as you would like them to appear in reports and extracts. StoreX is able to pinpoint a store location based on the address, so entering latitude and longitude is optional. However, entering this information increases precision and improves exception reporting (revealing for instance if a field user is actually checking in from several blocks away). Programs and surveys are optional when creating a new store listing, but you can always add them later. Associate a program and survey with a store rather than a display when your survey includes store-specific questions, like Is store clean and professional? See the next page of this document to learn how to trait a store by adding displays. Media Files lists all documents and videos associated with this store in the Media tab. Contact Image allows you to select which of the images you provided will appear on the mobile device. = Required Field Page 18

19 Creating & Managing Stores Trait & Edit 1. Trait To Trait a store means to add traits, which are also called displays. Traits may be added when originally creating a store or anytime thereafter. View Traits shows which traits are already associated with the store, Add Traits shows which traits are available to be associated. For both View Traits & Add Traits windows, select a trait to edit by clicking that row. To select multiple traits, select individual rows (Ctrl-click for Windows, -click for Mac), a block of rows (Shift-click), or check Select All. Narrow down the list of available traits by selecting a category or typing the first few characters of the desired trait s name and hitting Return. Step through multiple pages of search results by pressing a number button (indicating page number), < to step back 1 page, < to return to the beginning of the list, > to step forward 1 page, or > to view the last page. Click the Add Trait button < to add all selected traits from the list of available traits (on the right) to the list of those traits which are associated with this store (on the left). Hit Save to store changes. 2. Edit After creating a store you may return often to add or delete traits, add new surveys and programs, or update contact information. Use search filters to narrow the list of stores displayed. Tap column header to sort results by column. Tap sort arrow to switch between ascending or descending order. Page 19

20 Creating & Managing Displays Add To launch the add display function, press Displays in the main menu, then the Add Display button in the upper right. Tap Save when all fields are complete. Delete erases selected display(s). Count refers to the number of pegs or products in the display. Tap Close to delete edits without saving. Display categories help keep displays organized. Tap Add to create a new display category. Users see the display name above the planogram and display image during store visit. Most displays are associated with one program and one survey, but some require two of each or more. For instance, a single display might have cameras on the top shelf and phones on the bottom. Associating a display with one or more programs & surveys is optional when creating a display, but remember to return to the displays tab to add those associations before pushing the job to the ipad, or the display will be marked No work necessary. The Products section is optional. It allows users to associate displays with individual products. A planogram is a diagram of how the display should be arranged. File must be.png format, 800kb or less. Drag-and-drop an image or tap Select to browse. A display image is a photograph of how the display should look when arranged correctly. File must be.png format, 800kb or less. Drag-and-drop an image or tap Select to browse. = Required Field Page 20

21 Creating & Managing Displays Edit Find displays to edit by selecting the category from the drop-down menu, typing in the display name or selecting the count number. Select a single display to edit by clicking that row. To edit multiple displays, select multiple rows (Ctrl-click for Windows, -click for Mac), a block of rows (Shift-click), or check Select All. Any change made in the edit window will impact all selected displays. Planogram Display Name Completion status of all programs associated with display. Display Image How display appears on mobile device Page 21

22 Creating & Managing Programs Overview Add program To create a new program, visit the Programs tab and click Add Program. Program name is how users will see each program listed on the mobile device. The.png icon image helps users identify programs on the mobile device at a glance. Maximum file size is 20 KB. Drag-and-drop or hit Select button to browse. How to get the most from programs = Required Field Think of a program as a program of events, like a theater program. A program is the list of tasks the user visits the store to complete. Typical programs include Standard Store Visit and District Manager Audit. } As you add stores and displays to StoreX, add program/survey pairs to each. So for instance a display survey will usually be part of a Standard Store Visit, but probably not a District Manager Audit. Later when you assign jobs, merely select the right store(s) and programs(s). The groundwork of associating surveys with stores & displays and organizing those surveys into programs has already been done. Page 22

23 Glossary A-C Activity: An activity is a job after it's been scheduled. The most common type of activity is a store visit. Answer Type: StoreX questions are each set to accept a specific answer type, such as text, integer, decimal, dollar amount or choice from a dropdown menu. Restricting answers to legal choices improves precision. Choose the appropriate answer type when creating or editing a question in the Question Bank tab. Authority Type: This value specifies which StoreX features any user can access. Set in the 'Users' tab. Client: This is simply another name for the StoreX Mobile Application. A link to download the latest version of the client is available in the upper right of the StoreX Portal. Clone: Rather than create each new survey from scratch, press the 'Clone' button in the survey edit window to create an identical copy of an existing survey. The new copy will be identical to the original except that it will have a 'Not Released' status, so you can edit the name and other details in the survey edit window. Clone-Link: Instead of creating a new copy of an existing survey, as the 'Clone' feature does, Clone-Link will create a copy of an existing survey which will replace the original survey once you press the 'Release' button. Once a survey has been released it cannot be edited except using the Clone-Link feature. Clone Link Bank: This button on the Question Bank page will create a copy of the entire question bank, locking out all other users until the new clone-linked bank is released. Be careful not to click this button unless you are absolutely sure you know how to complete the process correctly! Close Button: This always closes the currently-open edit window without saving any new information. To close an edit window while also saving any new work, tap the 'Save' button instead. Column Header: Search results in the StoreX Portal are displayed in columns. Tap the column header (the title of the column) to sort the entire list according to the values in the selected column. Tapping any column header will usually cause a sort order arrow to appear beside the column name; tap the sort order arrow to switch between ascending and descending sort order. Page 23

24 Glossary C-G Conditional: Both questions and groups can be set as 'conditionals' in StoreX, which means that the field user will only be asked those questions if their answers to previous questions meet certain conditions. AND conditionals require that every condition be met, OR conditionals require only that one or more conditions are met. Set conditionals for both questions and groups in the Question Bank tab. Contract Button (-): A button with a '-' sign on it, available in some sections of StoreX Portal such as the Stores edit window. Tap this button to contract the display of a large block of information into a single line, to declutter the screen so you can focus on other information. Re-expand using the expand button, which has a '+' sign on it. Device Identifier: Every Apple mobile device has a unique tracking code called a device identifier. The first time a user logs in to StoreX that identifier is automatically uploaded to the system, which allows StoreX to precisely track each user for reporting purposes. If a user ever needs to switch devices, press 'Reset Identifier' on the user's record page. Display: This refers to a specific product location in a store, typically a display rack or point-of-purchase display. A display is also called a 'Trait,' and associating a store with displays is also called traiting the store. Display Image: This refers to a photograph of a correctly-arranged display. Compare with a 'Planogram,' which is a diagram of how a display should be correctly arranged. DOCX: The extension type used for Microsoft Word documents. Expand Button (+): A button with a '+' sign on it, available in some sections of StoreX Portal such as the Stores edit window. Tap this button to expand the section so that all data in the section is visible. Re-contract using the contract button, which has a '-' sign on it. Extract: A StoreX extract is a downloadable file which shows captured data. Compare with 'Report,' which shows captured data in a web browser window. Fixture: See 'Display.' Group: This refers to a grouping of questions within a survey. Organizing questions by group allows a block of questions to be enabled or disabled according to conditionals, and also helps organize questions on the mobile device. Page 24

25 Glossary H-Q Header: See 'Column Header.' Job: A job is a specific association between one or more programs, a store or group of stores, and a date range. Managers use the StoreX Portal to assign jobs to field users: complete these programs at these locations between these dates. Once a job has been scheduled on a specific date on the mobile device, it becomes an activity. Map: The process of associating programs and surveys with stores and displays. Line Of Business (LOB): Refers to software applications which are vital to a company's bottom line. StoreX tracks a unique LOB Native Identifier for each user. LOB Native Identifier: A unique LOB tag for each user. Mobile Device: This refers to the ipad, iphone, or other portable device used to run the StoreX Mobile Application. MP4: A file format name and extension type used for digital video files. PDF: The file format name and extension type used for Adobe Acrobat documents. Planogram (POG): This refers to a diagram which shows how a display should be correctly arranged. Compare with a 'Display Image,' which is an actual photograph of a correctly-arranged display. Portal: The StoreX web application is referred to as the StoreX Portal. Product: This refers to the actual items for sale in a display. Program: Think of a program as a program of events, like a theater program. A program is the list of tasks the user visits the store to complete. Question: Surveys are composed of one or more groups of questions. Each question requires the field user to enter a piece of information of a specific 'Answer Type.' Question Bank: This refers to the entire collection or bank of questions available in your StoreX Portal. Page 25

26 Glossary R-Z Report: A StoreX report shows captured data in a web browser window. Captured data which is downloaded as a file is called an 'Extract.' Retailer: A retailer or retail chain is any company which owns one or more stores. Sort Order Arrow: Column headers in the StoreX Portal will usually display a sort order arrow when selected. Tap the sort order arrow to switch between ascending and descending search result sort order. Store: A store is a fixed location containing products on displays. A single retailer will have many stores. Survey: A survey is a batch of one or more groups, and each group contains one or more questions. StoreX offers three types of survey: store surveys are associated with a store, display surveys are associated with a display, and preparation or 'prep' surveys begin each store visit. Trait: This refers to a specific product location in a store, typically a display rack or point-of-purchase display. Associating a store with traits is also called traiting the store. Traits are also called displays. User: Anyone who uses the StoreX Portal or StoreX Mobile Application. Page 26