GoGet Administration

Transcription

1 GoGet Administration Version Effective: 12/12/2017 Copyright Master Business Systems Ltd PO Box 467 Feilding 4740 New Zealand Tel enquiries@master.co.nz Master Business Systems Ltd Copyright 2017 All Rights Reserved

2 GoGet Administration Version Disclaimer Statement Purpose of this document This document describes the functionality and intended usage of GoGet Administration. Legal Notice The GoGet System and its components are produced and licensed by Master Business Systems Ltd. Copyright You must treat the following information, which is the intellectual works and property of Master Business Systems, as confidential. Master Business Systems Ltd retains copyright to the material contained in this publication. You may not reproduce any part of this document or disclose to another party by any means without the express written permission of the Managing Director, Master Business Systems Ltd. Disclaimer Master Business Systems Ltd has taken every precaution in the preparation of this document. However, Master Business Systems Ltd assumes no responsibility for errors or omissions or for damages resulting from the use of the information contained in this document. Master Business Systems Ltd Copyright 2017 All Rights Reserved Effective: 12/12/2017

3 GoGet Administration Version Contents About the MBS GoGet System... 1 Key components of the GoGet System... 1 GoGet Office Server... 1 GoGet Call Centre... 1 GoGet Scheduler... 1 GoGet Mobile... 2 GoGet Office... 2 GoGet Web Service... 2 About connectivity in GoGet... 2 About this user guide... 3 Administration... 4 Introduction to the features... 4 A Menu bar and search area... 4 B Function panel area... 5 C Admin function tabs... 5 D Function area... 6 Users tab... 6 Add a new user... 6 Enter DMS details... 8 Team membership... 9 Usage statistics Make a user inactive Edit a user s details Teams tab Add a new team Add users to a team Delete a team member Delete a team Permissions tab Assign permissions to a team Exclude individual team members Remove team from function Remove an excluded person Check a user s access rights Workgroups tab Add a workgroup Delete a workgroup Add or delete a user to or from a workgroup Transfers tab Transfer an inspector to another workgroup on a temporary basis Areas tab Create a new area Inspection Types tab Add a new inspection type Colour schemes Design a colour scheme Choose a colour scheme Delete a colour scheme Master Business Systems Ltd Copyright 2017 All rights Reserved Contents Page 1

4 GoGet Administration Version Delete an inspection type Holidays tab Add a new holiday Processing tab Processing locations Add a new location Delete a location Processing types Add a new processing type Delete a processing type Send notifications to locations Checklists tab Use the Checklist Editor Edit a checklist Response types Document checklist Compliance schedules Licensed building practitioners Response labels New custom text response labels New 'drop-down list' response labels New text box response labels Checklist nodes Change order of nodes (checklists) Create a new node (checklist) Delete a node (checklist) Expire a node (checklist) Standard responses Create standard responses Export checklists Export checklists to Excel Import checklists Import checklists from Excel Competencies tab Identify competencies Print competencies list Export and import competencies Export competencies Import competencies Building Codes tab New building code New building code clause Add sub clauses Memo Types tab Add a memo type Delete a memo type Equipment tab Add equipment Print equipment register Maintenance history of equipment AutoText tab Create an AutoText entry View different AutoText entries Print a list of AutoText entries Delete an AutoText group Contents Page 2 Master Business Systems Ltd Copyright 2017 All rights Reserved

5 GoGet Administration Version References tab Create a new folder Add a document Delete a document Delete a folder Attachments tab Add a new attachment type Delete an attachment type Forms tab Standard bookmarks for a consent Create a form letter Insert a list of required inspections into a letter Recognised bookmarks Add the template to GoGet Create a document using your form letter Site Specific tab Extranet tab Create a new user Log Files tab Open a log file Licensing tab Review licensing Messages tab Check for messages Transfer inspections Tasks to transfer an inspection to a different consent number Transfer the inspection Reprocess documentation Reprocess the audit report Support MBS contact details GoGet QuickSupport Master Business Systems Ltd Copyright 2017 All rights Reserved Contents Page 3

6

7 GoGet Administration Version About the MBS GoGet System Key components of the GoGet System The MBS GoGet system consists of a number of applications that provide a complete system for building inspection management. The GoGet system principle is to: simplify the technical aspects of field inspections automate the back-end office systems processes provide an easy-to-use data capture system utilising the latest computer and communications technologies The key components of the MBS GoGet system are as follows: GoGet Office Server The Office Server is the core of the GoGet system. This is where all consent information is stored and maintained. Generally, it will be located on a server within the main office. GoGet Call Centre The Call Centre provides the opportunity for call centre staff to take bookings for inspections and place them on a waiting list. Once bookings are on the waiting list, the task of setting up the inspection appointments passes across to the schedulers who will then use GoGet Scheduler. GoGet Scheduler The Scheduler provides an easy-to-follow schedule of each inspector s assigned consents/inspections and appointments. A team calendar provides a daily overview of the appointments scheduled for each inspector. Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 1

8 GoGet Administration Version It provides the inspector with the most up-to-date inspection information by co-ordinating the loading of data to the Tablet PC. GoGet Mobile This is the primary application for the Tablet PC. Field staff will use it to perform and save results of their assigned inspections taken from the daily schedule. The Map function is there to provide directions to inspectors to help them find the next consent/inspection or appointment. It also offers search capabilities and optional GPS functions. GoGet Office This is the primary application for desktop, in-office use of GoGet. This area is for processing consents as well as providing various administration functions and features within a single application. GoGet Web Service This application runs from the GoGet Office server and provides connectivity to the GoGet system via Internet/Wi-Fi connection. This enables inspectors to perform work remotely using any available wireless or broadband connections. Inspectors are able to retrieve their schedules and/or individual item information. perform updates back to the Office Server. They can also About connectivity in GoGet The diagram below illustrates the connectivity options available in the MBS GoGet system. The GoGet Mobile application will use whatever method is appropriate to retrieve and update information depending on the connectivity available to the Tablet PC. Connections via the Internet will utilise the GoGet Local Web Service, unless you have installed the optional GoGet Hosted Web Service. Page 2 Master Business Systems Ltd Copyright 2017 All rights Reserved

9 GoGet Administration Version Essentially, the user sees no functional difference in the operation of the program other than the speed of the transfer of data between the Tablet PC and the GoGet Office Server. However, remote connections to the Office server are always slower than a direct internal connection. About this user guide This guide covers the operational aspects of the GoGet Administration application, which is part of the MBS GoGet system. The functionality of the application may change from time to time but we make every effort to keep this guide up to date. Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 3

10 GoGet Administration Version Administration Introduction to the features GoGet Office is the main program you will use for administering the GoGet system of applications. You will be able to perform all the administrative tasks as well as perform some of the tasks undertaken in other programs of the GoGet system. Your screen will show you a number of tabs for all the different areas you will need to manage. The GoGet Office Administration area comprises 4 main parts: A Menu bar and search area This area is made up of 3 key parts: Menu bar File, Reports, Extracts and Help (you may not see Extracts) User currently logged on this will be you Consent No search allowing you to search for details of a consent Page 4 Master Business Systems Ltd Copyright 2017 All rights Reserved

11 GoGet Administration Version B Function panel area This area allows you to move around the different functions in GoGet Office. There are several function panels: Map for when you want to search Google Maps Library for technical guides My Memos where your consent and to-do memos display Schedule where the day s bookings display and you can allocate currently unallocated bookings Consents where details of a selected consent number display Processing where details of processing checklists display Inspections where details of previous inspections display Administration where you perform all the administrative functions C Admin function tabs This area displays all the tabs for the different functions you will need to administer. Your screen may or may not show all the tabs. What you see is determined by the permissions assigned to you. If you have a down arrow to the right of the last tab, there are more tabs available. Click on the drop-down arrow to see the all tabs Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 5

12 GoGet Administration Version D Function area This area displays the information relevant to the tab you select. Users tab This is where you will: Add new users Make departing users inactive Change the role of an existing member You can see which teams you have assigned users to and how frequently they use GoGet Office. You make the actual assignments on the Teams tab. Add a new user In the list of user names, click where you want to add the new user, then Page 6 Master Business Systems Ltd Copyright 2017 All rights Reserved

13 GoGet Administration Version Click on the New User button (see No 1 below) 2 Enter the Username this is the person s Windows log in name (No 2) 3 Enter a Resource ID (if the new user is a building inspector) (No 3) 4 Enter the First Name, Initials and Surname (No 4) 5 Enter Address (No 5) 6 Enter the Mobile Phone No if you want this displayed for inspectors at the top of the Scheduler window (No 6) 7 Tick the Is Active box (No 7) 8 If the new user is an inspector, tick Is Inspector, tick Uses Outlook Integration if you want the Scheduler to display the inspector s Outlook calendar appointments and tick the Appears on Scheduler (No 8) 9 Click on the Save Changes button (No 9) The Resource ID number must be unique and determines the order of the building inspectors on the Scheduler. Allocate in blocks of 10. This allows you to create a new inspector and position that inspector where you want him/her on the Scheduler without having to renumber all the inspectors. You can use the Renumber button to allocate a new number to an existing inspector and you can use the Clear button to remove the number. Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 7

14 GoGet Administration Version If your organisation is using a document management system (DMS) and your log in name for the DMS is different from your Windows log in name, you will see an extra button with the DMS name on it. Use this button to record each user's details for the DMS. Enter DMS details 1 Click on the DMS button (No 1 below) 2 Enter the DMS Code if appropriate and enter the DMS Username (No 2) 3 Click on OK (No 3) Page 8 Master Business Systems Ltd Copyright 2017 All rights Reserved

15 GoGet Administration Version Team membership The Team Membership area displays the teams to which each user belongs. Team memberships are set up on the Teams tab. on page 13) (See Add Users to a Team for more details Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 9

16 GoGet Administration Version Usage statistics The Usage Statistics details each person s usage of GoGet Office. the number of times each person has opened GoGet Office. The Usage Counter records Make a user inactive When someone leaves or is no longer involved with GoGet, mark the person as inactive. Don t delete past users. This ensures you keep all the history of their role within GoGet. Before you can make someone inactive, you will need to remove them from the relevant teams. (See Delete a Team Member) 1 Click on the user in the list of user names (No 1 below) Page 10 Master Business Systems Ltd Copyright 2017 All rights Reserved

17 GoGet Administration Version Untick the Is Active box (No 2) 3 Click on the Save Changes button (No 3) If a user has transactions or assignments, eg memos that have not been signed off or responded to, they are still a member of teams, GoGet will display a list of items for that user. 4 Remove users from teams (See Delete a team member) 5 Click on the Memos button to display a list of outstanding memos 6 Sign off those with a response 7 Delete unwanted memos 8 Reassign memos to another user (particularly the memos relating to equipment as the equipment has probably been reassigned) 9 Click on the Save Changes button (No 3 above) Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 11

18 GoGet Administration Version Edit a user s details 1 Click on the user in the list of user names 2 Edit any of the fields required 3 Click on the Save Changes button If you need to give an inspector a new number, you must use the Renumber option. This will ensure that any previous inspections recorded against this inspector are transferred to the new number. Teams tab This is where you will: Create a new team Assign team membership See the function of each team You set up the functions of each team on the Permissions tab. on page 15) (See Permissions for more details There are certain requirements within GoGet for team membership: Every GoGet user must be in the All Users team If a user needs to see the Processing function panel, he/she must be in the BGProcess team. This user may also appear in other teams for processing consents. If a user needs to see the Inspections function panel, he/she must be in the BGInspect team. This does not have to mean that this person is an inspector. For supervision memos, there must be a Supervision Allocation team and a Supervision team If you are using GoGet for swimming pool inspections, you will need a Pool Inspection team Add a new team 1 Click on the Teams tab (No 1 below) Page 12 Master Business Systems Ltd Copyright 2017 All rights Reserved

19 GoGet Administration Version Click on the New Team button (No 2) 3 Enter a Team ID (No 3) 4 Enter a Team Name (No 4) 5 Click on the Save Changes button (No 5) Add users to a team 1 Select the team in the list of team names (No 1 below) 2 Click on the green plus button beside the Team Members area (No 2) 3 Click on the person you want to add (No 3) If you want GoGet users to see the Processing and/or Inspections function panel button, then you must make them a member of the BGProcess team and/or the BGInspect team. Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 13

20 GoGet Administration Version GoGet uses the team membership for these 2 areas to decide which function panels display. Delete a team member 1 Select the team in the list of team names (No 1 below) 2 Click on the person you want to remove (No 2) 3 Click on the red cross button beside the Team Members area (No 3) You can see which teams individual users belong to on the Users tab. Delete a team Always remove its members before you try to delete a team. Member for more details on page 14) (See Delete a Team 1 Select the team in the list of team names (No 1 below) Page 14 Master Business Systems Ltd Copyright 2017 All rights Reserved

21 GoGet Administration Version Click on the Delete Team button (No 2) Permissions tab The different functions/roles that GoGet users can undertake are already set up in the GoGet Office system. As an administrator, you can assign various permissions to people, via team membership. Where you have some members of a team who you do not want to perform certain tasks, you can exclude them from those specific functions. Assign permissions to a team Assign teams to the different activities of GoGet. 1 Click on the Permissions tab (No 1 below) Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 15

22 GoGet Administration Version Select either the Group or the Function to select the row (No 2) 3 Click on the green plus button beside Function Members (teams) (No 3) 4 Click on the team to add (No 4) Exclude individual team members If you need to, you can exclude individual team members from functions. 1 Select either the Group or the Function (No 1 below) Page 16 Master Business Systems Ltd Copyright 2017 All rights Reserved

23 GoGet Administration Version Click on the green plus button beside Excluding Users (No 2) 3 Click on the person to exclude (No 3) Remove team from function You can remove the permission for a team to perform specific functions. 1 Select either the Group or the Function (No 1 below) Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 17

24 GoGet Administration Version Click on the team in the Function Members (teams) area 3 Click on the red cross button Remove an excluded person If you have excluded people from a role and now you need to re-instate them, you will need to remove them from the Excluding Users area. 1 Select either the Group or the Function (No 1 below) Page 18 Master Business Systems Ltd Copyright 2017 All rights Reserved

25 GoGet Administration Version Click on the user in the Excluding Users area (No 2) 3 Click on the red cross button (No 3) Check a user s access rights You can check a user s access rights using the Test User Permissions button at the bottom right of the Permissions screen. 1 Click on the Test User Permissions button 2 Select the name of the user to check from the drop-down list Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 19

26 GoGet Administration Version Click on Close when finished Workgroups tab If your organisation uses workgroups for inspectors, you will be able to set these up and assign inspectors to specific workgroups. You can also transfer inspectors between workgroups, either on a permanent basis or on a temporary basis. An inspector can belong to more than one workgroup. Add a workgroup To add a workgroup 1 Click on the Workgroups tab (No 1 below) Page 20 Master Business Systems Ltd Copyright 2017 All rights Reserved

27 GoGet Administration Version Click on the New Workgroup button (No 2) 3 Enter a Workgroup ID number (No 3) 4 Enter a Workgroup Name (No 4) 5 Click on the Save Changes button (No 5) You can now add users to the workgroup. page 22) (See Add a user to a workgroup for more details on Delete a workgroup Before you can delete a workgroup, you must transfer its members to other workgroups. (See Transfer an inspector to another workgroup for more details on page 23) 1 Click on the Workgroups tab (No 1 below) 2 Select the workgroup in the list of workgroup names (No 2) 3 Click on the Delete Workgroup button (No 3) Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 21

28 GoGet Administration Version Add or delete a user to or from a workgroup You add users to workgroups on the Workgroups tab. 1 Click on the Workgroup tab (No 1 below) 2 Select a workgroup from the list of workgroup names (No 2) 3 Click on the green plus button beside the workgroup members and select the user to add (No 3) To delete a user from a workgroup 1 Select the workgroup member 2 Click on the red cross button Page 22 Master Business Systems Ltd Copyright 2017 All rights Reserved

29 GoGet Administration Version Note: You can perform a multiple select. Use the Ctrl key to select members at random or use the Shift key to select a range of members. Transfers tab You can transfer an inspector to a different workgroup on a temporary basis using the Transfers tab. If you need to transfer an inspector to another workgroup permanently, you can do this on the Workgroups tab. Transfer an inspector to another workgroup on a temporary basis 1 Click on the Transfers tab (No 1 below) 2 Click on the green plus button (No 2 below) 3 Select the inspector to transfer (No 4) Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 23

30 GoGet Administration Version Note: You may have a situation where the inspector belongs to more than one workgroup. Select the inspector in the particular workgroup you want to transfer. 4 Click in the to this workgroup and select the workgroup (No 5) 5 Enter the start and end dates or click on the calendar and select the dates (No 6) 6 Click on OK (No 7) Areas tab You can divide up the overall area controlled by your organisation into suburbs or areas. You can divide the district where your inspectors work into areas. Different inspectors can then be responsible for different areas. You can then assign areas to specific workgroups if your organisation is using workgroups. If you require GoGet to identify the area according to the consent number, you need to ensure the areas you create in GoGet are the same as the areas in your organisation's back-end system. Create a new area 1 Click on the Areas tab (No 1 below) 2 Click on the New Area button (No 2 Page 24 Master Business Systems Ltd Copyright 2017 All rights Reserved

31 GoGet Administration Version Enter an Area ID (No 3) 4 Enter the Area Name (No 4) If you do not require areas because you are not using workgroups, set the main area for your organisation and set it as the default area. 5 If your organisation uses workgroups, select the correct Area Workgroup for the area (No 5) 6 Click on the Save Changes button (No 6) Inspection Types tab MBS will initially set up the different types of inspection from the information supplied. You will be able to add new inspections types if you need them or edit existing ones. You will also be able to, if you wish, create a colour scheme to identify the different types of inspections when they are on GoGet Scheduler. Add a new inspection type 1 Click on the Inspection Types tab (No 1 below) Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 25

32 GoGet Administration Version Click on the New inspection type button (No 2) 3 Enter a Sequence number (allocate in blocks of 10 or use a number between 2 others to position the new inspection type between a couple of existing types) (No 3) 4 Enter an Inspection Name (No 4) 5 Enter the Standard inspection minutes if appropriate (No 5) 6 Tick This inspection type requires an LBP form if the consent has restricted building work and the inspection requires the work to be completed by or supervised by a licensed building practitioner (No 6) 7 Tick This is a Plumbing and Drainage inspection type if appropriate (No 7) 8 Click on the Save Changes button (No 8) When you identify that the inspection type requires an LBP form, this can provide an alert to the people scheduling inspections. For the schedulers to get an alert: The consent information must identify that the work will include some restricted building work The inspection type is marked as requiring a LBP Colour schemes You may wish to apply a colour scheme to certain types of inspections, eg plumbing and drainage. The standard colour scheme is yellow header, white body with black text in both the header and body areas. Page 26 Master Business Systems Ltd Copyright 2017 All rights Reserved

33 GoGet Administration Version This means that when a booking for this particular type of inspection is made on GoGet Scheduler, the booking will be coloured automatically. Design a colour scheme 1 Click on the Inspection Types tab if necessary 2 Click on the Design button 3 Click on the Add button (No 1 below) 4 Click in the Header box and then click on the drop-down arrow (No 2) 5 Click on the colour you want (No 3) 6 Repeat steps 3 and 4 above if you want to change the body, header text and body text 7 Enter a name in the Scheme Name box (No 4) 8 Click on Close when you have finished (No 5) Choose a colour scheme Once you have set up your colour schemes, then you can go through your list of inspection types and select the colour scheme you want to use. 1 Click on the Inspection Types tab if necessary 2 Click on the inspection type 3 Click on the Choose button Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 27

34 GoGet Administration Version Click on the colour scheme you want (No 1 below) 5 Click on OK Delete a colour scheme Where you have a colour scheme that you no longer want, you can delete it. 1 Click on the Inspection Types tab if necessary 2 Click on the Design button 3 Click on the row containing the colour scheme you want to delete (No 1 below) 4 Click on the Delete button (No 2) 5 Click on Close (No 3) Page 28 Master Business Systems Ltd Copyright 2017 All rights Reserved

35 GoGet Administration Version Delete an inspection type If you have created an inspection type and realise you do not need it, then you can delete it. 1 Click on the name of the inspection type (No 1 below) 2 Click on the Delete inspection type button (No 2) Holidays tab You will use the Holidays tab to record public holidays each year. Public holidays, as well as weekends are used by GoGet Scheduler as well as GoGet Office. When you go to add the next year's holidays, GoGet will automatically create the static holidays. You will have to enter the holidays that have movable days. Add a new holiday 1 Click on the Holidays tab (No 1 below) 2 Filter the Holidays View if you wish (No 2) Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 29

36 GoGet Administration Version Click on the New Holiday button (No 3) 4 Enter or select the date and enter the details (No 4) 5 Click on the Save Changes button (No 5) 6 Repeat steps 3 to 5 for all the public holidays Processing tab The Processing area allows you to identify the various locations within your organisation that a consent needs to go to for processing. These locations will be teams you have identified in the Teams tab. Once you have established the location teams you want, you can then determine the different types of processing paths you want consents to take. eg residential, commercial, etc. Processing locations A consent may need to pass through a number of different locations during its processing phase. MBS will have set up the initial locations you requested. You will be able to add and remove locations. Page 30 Master Business Systems Ltd Copyright 2017 All rights Reserved

37 GoGet Administration Version Add a new location 1 In the Locations area, click on the Add Location button (No 1 below) 2 Enter a Location ID (No 2) 3 Enter a Location Name (No 3) 4 Enter a default status use Pending for all locations where you are processing simultaneously and use Live for all locations where you are processing sequentially (No 4) 5 Select a processing team that will typically process in this location (No 5) (only use if your organisation will process simultaneously rather than sequentially) 6 Tick the Is Active box if the location is currently processing (No 6) 7 Enter an address for the location if one exists (No 7) - this means that instead of an going to every member of a processing location, it will be sent to a central address 8 Click on the Save Changes button (No 8) Delete a location Generally, you will make a location inactive rather than delete it. been responsible for any processing, then you can delete it. If the location has not 1 In the Locations area, click on the location you want to make inactive (No 1 below) 2 Remove the tick from the Is Active box (No 2) 3 Click on the Save Changes button (No 3) Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 31

38 GoGet Administration Version If you need to delete the location, click on the Delete processing location (minus) button. Processing types GoGet will track the progress of a consent during its processing phase. MBS will have set up the different Locations you want for processing. You can edit this list where required (see Add a New Location for more details on page 30). You can then identify different processing types and indicate the locations that each will travel through. Add a new processing type 1 In the Processing Types area, click on the Add Processing Type button (No 1 below) 2 Enter a Type ID (No 2) 3 Enter a Type Name (No 3) 4 Enter each Location ID number separating each number with a space (No 4) where you are processing sequentially, enter the Location ID numbers in the order in which you want the processing tasks done 5 Click on the Save Changes button (No 5) Page 32 Master Business Systems Ltd Copyright 2017 All rights Reserved

39 GoGet Administration Version Delete a processing type 1 In the Processing Types area, click on the processing type to delete (No 1 below) 2 Click on the Delete Processing Type button (No 2) 3 Click on Yes at the confirmation prompt Send notifications to locations There are settings in the configuration file for sending notifications to processing location team members. You can have the choice of whether you send to the individual addresses of location team members or send to a team address where one has been set up. When processing locations are added on the Tracking tab in the Processing function panel, an can be sent either to the team address or to each individual member if you wish. If you wish to receive a notification when the processing path for a consent is created but the consent is not actually allocated to individuals, then please let MBS know and we will set this up for you. Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 33

40 GoGet Administration Version Please talk to a member of the MBS staff if you wish to discuss these settings. Checklists tab MBS has set up the checklist views. GoGet Office uses the codes you will see to pass data through to your organisation s back-end system. Checklists divide up all the information required for a consent. They are then split again into levels. GoGet refers to the different levels as nodes. MBS will enter the code and node data. If you add new items to checklists and the resulting data needs to be passed to your organisation's back-end system, please contact MBS so that we can ensure you have the correct set up for the codes. Use the Checklist Editor Edit a checklist Using the Checklist Editor is a critical step in GoGet. We strongly advise you to talk to staff at MBS before you undertake any activity relating to editing checklists. This feature will only be available to staff who have completed a Checklist training course with MBS. The information here does not cover all areas of working with checklists. Page 34 Master Business Systems Ltd Copyright 2017 All rights Reserved

41 GoGet Administration Version If you make an error in this area and data is being passed to your organisation's back-end system, you can potentially cause major problems with data. It may either be not being passed back or may be passed back incorrectly. 1 Click on the Checklists tab (No 1 below) 2 Click on the Checklist View (No 2) 3 Select the view 4 Expand the levels if you need to (No 3 below) 5 Click on the item (No 4) 6 Click on the Edit button (No 5) or Double click on the item Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 35

42 GoGet Administration Version Dates you can change the start and end dates (No 6) 8 Item Name you can edit the item name (No 7) You need to be aware that if you change the name You have changed the name for that particular checklist on all previous consents You are changing the name for all future consents You should do this with caution. 9 Prompt you can set prompt text that users will see when they are using a checklist (No 8) 10 Response Types use for documentation only to identify the columns required, eg Required, Received, Accepted, etc (No 9) 11 Response Labels use for identifying whether something passes, fails, is not applicable, etc You can make your own labels. Labels box (No 10 below) Click on the Where button at the end of the Response (See Response Labels for more details on page 40) 12 Notes indicate whether notes can be stored at this level (No 11below) 1 = notes can be stored 0 = notes cannot be stored Page 36 Master Business Systems Ltd Copyright 2017 All rights Reserved

43 GoGet Administration Version rd party export tick if the data needs to be exported to your organisation s back-end system (No 12) Checklists can be exported at either Level 1 or Level 2 but not both. However, this applies across the board. You cannot have some going back at Level 1 and others going back at Level 2. Level 1 inspections are normally [pushed back and therefore require a tick in the 3rd party export checkbox. 14 Read Only tick if this particular checklist is for historical purposes only (No 12) 15 SOC Check tick if this checklist relates to the statement of compliance conditions (No 12) If some conditions are not met, then the checklist is marked as a fail. 16 Document Ref this is not currently used so leave blank 17 Processing Team this is where you can specify which teams can use this checklist (No 13) 18 BC Clause and Subclause this is where you can relate the checklist item to the relevant Building Code clause and sub clause (No 14) There is a link button to the Department of Building and Housing website. 19 RFI Default Text enter any default text for requests for further information (No 15) This text will come through in the RFI dialogue box when you create a RFI on the checklist item. 20 Item Required Text enter any default text for items required (No 16) This text will come through beside the required inspections and will be used on the Required Items letter and report. 21 Reason for Change record the reasons for changing the checklist information (No 17) 22 Form, Version and Date you can specify the form, the version and the date to which the checklist relates to correlate with your quality control manual (No 18) 23 Click on Save (No 19) Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 37

44 GoGet Administration Version If you are in the checklist editor for an inspection checklist, there is also a Mapping field. This is where you enter the inspection code that will push the inspection result into your back-end system. Response types Response types relate to documentation only. Documentation checklists are split into 2 levels. There are certain types of responses for particular checklists. Select the response type that suits your checklist. These include: RRA Required Received Accepted RRALBP Required Notified Received Accepted AREA Added Removed Existing Accepted RRAX Required Received Accepted Follow Up Filed CS Existing New Altered Removed Description and Location Performance Standards USES Occupancy Level Description Page 38 Master Business Systems Ltd Copyright 2017 All rights Reserved

45 GoGet Administration Version Document checklist Examples of these include Automatic Backflow Certificate (SS7, G12) CCC application Form 6 (BA 04) Fire Fire Alarm System Installation Certificate (F7) PS3 These checklists will usually use RRA, ie documents are Required Received Accepted Compliance schedules Examples of these include SS1 Automatic Systems for Fire Suppression SS2 Automatic or Manual Emergency Warning Systems SS7 Automatic Backflow Preventers These checklists will usually use AREA, ie documents are Added Removed Existing Accepted Licensed building practitioners Where there is restricted building work requiring a licensed building practitioner to undertake or supervise work, the checklists usually use RRALBP. Documents are Required Notified Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 39

46 GoGet Administration Version Received Accepted Response labels GoGet is set up for responding Pass Fail N/A Clear There is an option to have a No Status response on an inspection checklist item. If you select this response, you can choose to not display the item on the site notice that GoGet generates at the end of the inspection. If you are thinking you might possibly use a No Status option and you want it not to appear on the site notice, please talk to a member of the MBS team so that we can provide you with further information. We need to change a file setting in the SiteNotice.settings file. If your organisation wants other label options on checklist items, you can create them using Custom text labels Drop-down list Text box New custom text response labels 1 Select the checklist item (No 1 below) 2 Click on the Edit button (No 2) or Double click on the item Page 40 Master Business Systems Ltd Copyright 2017 All rights Reserved

47 GoGet Administration Version Click on the Where button at the right-hand end of the Response Labels box (No 3 below) 4 Click on Custom Text Labels (No 4 below) 5 Enter the text you want for the different responses (No 5) Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 41

48 GoGet Administration Version Click on OK (No 6) 7 Click on Save to close the Checklist Item Editor New 'drop-down list' response labels 1 Select the checklist item (No 1 below) 2 Click on the Edit button (No 2) or Double click on the item 3 Click on the Where button at the right-hand end of the Response Labels box (No 3 below) Page 42 Master Business Systems Ltd Copyright 2017 All rights Reserved

49 GoGet Administration Version Click on Dropdown list (No 4 below) 5 Enter the details you want for the drop-down list (No 5) Status you will usually use a status of Pass Mandatory means that the user must select a response in order to complete the checklist item Caption is the name you want to appear above the list of values List of values are the options you are giving the user to select from Button Text is the name of the button to confirm the selection 6 Click on OK (No 6) 7 Click on Save to close the Checklist Item Editor New text box response labels 1 Select the checklist item (No 1 below) 2 Click on the Edit button (No 2) or Double click on the item Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 43

50 GoGet Administration Version Click on the Where button at the right-hand end of the Response Labels box (No 3 below) 4 Click on Text Box (No 4 below) 5 Enter the details you want for the text box (No 5) Status you will usually use a status of Pass Mandatory means that the user must select a response in order to complete the checklist item Caption is the name you want to appear above the list of values Button Text is the name of the button to confirm the selection Page 44 Master Business Systems Ltd Copyright 2017 All rights Reserved

51 GoGet Administration Version Click on OK (No 6) 7 Click on Save to close the Checklist Item Editor Checklist nodes Whilst the checklists are set up in the order that your organisation originally requested them, over time things will change. GoGet refers to each level as a node. You can change the order of nodes and you can make new nodes. You cannot delete a node if there are transactions/inspections against it. expire by changing the expiry date. But, you can set it to Change order of nodes (checklists) If you want to change the order of the Level 1 nodes, make sure you have everything collapsed so that you can only see Level 1 items. 1 Click your right mouse button on the node you want to move (No 1 below) Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 45

52 GoGet Administration Version Click your left mouse button on Move node up/down (No 2) 3 Repeat until you have the node where you want it. If you are working on a Level 2 node, expand the Level 1 node to show the Level 2 items. Select the item and follow the steps above. If you are working on a Level 3 node, expand both the Level 1 and Level 2 nodes. and follow the steps above. Select the item Create a new node (checklist) 1 Select the item at the level you want 2 Click your right mouse button on the selected item (No 1 below) 3 Click your left mouse button on Add node above/below (No 2) This will insert a new node. 4 To edit the name of the node, click on the Edit button or Page 46 Master Business Systems Ltd Copyright 2017 All rights Reserved

53 GoGet Administration Version Double click on the node name You can now edit the name and set up all the details for the node. more details on page 34) (See Edit a Checklist for Remember to let MBS know that you are adding new nodes at the top level if you require data to be pushed to your organisation's back-end system. Its staff will need to code the new node so that GoGet can pass the data back. Using the Checklist Editor is a critical step in GoGet. We strongly advise you to talk to staff at MBS before you undertake any activity relating to creating checklists. If you make an error in this area and data is being passed to your organisation's back-end system, you can potentially cause major problems with data. It may either not be passed back or it may be passed back incorrectly. Fixing these errors is both time consuming and costly to your organisation. Delete a node (checklist) If you have made a new node and then find you don t need it, you can delete it. However, you cannot delete it if there are transactions or inspections against it. In this case, you will need to expire the node. 1 Select the item at the level you want 2 Click your right mouse button on the selected item (No 1 below) 3 Click your left mouse button on Delete this node (No 2) Expire a node (checklist) Nodes are set up with both a start and end date. are causing the node to expire. By bringing forward the end date, you 1 Select the item at the level you want Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 47

54 GoGet Administration Version Click your right mouse button on the selected item (No 1 below) 3 Click your left mouse button on Expire this node (No 2) If you expire a node at the top level (Level 1), you are also expiring all the nodes below it (Levels 2 and 3). By using the Effective Date and Expiry Date you can set up new checklists in advance to replace existing ones. The new checklist will come into force on the Effective Date and the old one will automatically expire on the Expiry Date. Standard responses You can set up standard responses that building inspectors can use when items pass or fail at inspection. You can also set up default text for required inspections. This text will appear against the inspection in the Inspections Required dialogue box. It will print on the Required Items letter and report which you will complete if you are processing in GoGet. Standard responses can save the inspector a great deal of time writing in the required details. also ensures you get the same wording from all your inspectors in a given situation. It The equivalent of this for processing checklists is the Prompt text. Create standard responses 1 Select the node (checklist) (No 1 below) Page 48 Master Business Systems Ltd Copyright 2017 All rights Reserved

55 GoGet Administration Version Click on the Standard Responses button (No 2) 3 Click on the Add Response button for the Reasons for Pass (No 3 below) 4 In the Edit Reason box, enter the response text (No 4) 5 Click on the tick button at the bottom of the Edit Reason box (No 5) 6 Repeat to add any other responses for a pass 7 Use the Move Up/Down buttons to change the order (No 6) 8 Use the Delete Response button to delete an unwanted entry (No 7) 9 Repeat the same steps under the Reasons for Fail 10 Click on the OK button when finished (No 8) The number of standard responses for a specific node (checklist) appears on the Standard Responses button. Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 49

56 GoGet Administration Version Export checklists You can export your checklists to Microsoft Excel if you wish to work collaboratively on them. Select the checklist view you want to export before you start, eg Inspections, Processing, etc. Export checklists to Excel 1 Click on the Checklists tab (No 1 below) 2 Select the Checklist View (No 2) 3 Click on the Export button (No 3) 4 Select if you want to export the standard responses 5 Click on OK 6 Click on Yes at the prompt All the checklists and their options display in an Excel worksheet. You will receive a prompt telling you that the export has been successful. Be patient until the task is complete. Page 50 Master Business Systems Ltd Copyright 2017 All rights Reserved

57 GoGet Administration Version Click on the Excel button on your taskbar if the window does not open automatically Import checklists If you have edited your checklists in Excel, you will then be able to import them back into GoGet Office. GoGet will compare the code information and only update those checklists where the code already exists. If there are new rows in the worksheet, then GoGet will generate a new code. Please remember that you should only be changing checklists if you have received the required training to undertake this task. This is a critical area in GoGet as this contains the links to your back-end system. If you have a need for changes, please feel free to speak to a member of staff at MBS. happily make the changes for you. We will Import checklists from Excel 1 Click on the Checklists tab (No 1 below) 2 Select the Checklist View (No 2) 3 Click on the Import button (No 3) Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 51

58 GoGet Administration Version Enter or navigate to the location of your Excel checklist file (No 4 below) 5 Select the type of checklist you are importing (No 5) 6 Click on Import (No 6) 7 Click on Yes to confirm 8 Click on Close when complete Competencies tab The Competencies tab allows you to set the different competencies for each inspector and/or processor. These will be for inspections and processing and relate to building codes and types of inspection/processing. You can identify those who are in training. For inspections, this will allow a scheduler to create a booking for an inspector who is in training. GoGet Office works on the principal of exception. You only have to identify those people who are not qualified or are in training. Page 52 Master Business Systems Ltd Copyright 2017 All rights Reserved

59 GoGet Administration Version In the GoGet settings file there is a flag for those clients wishing to check processing competencies at the building category level. When a processor starts to process a consent, GoGet will check that the processor has the competency to process that particular building category. If the processor is not competent for any processing checklist, then GoGet will not allow the processor to access the processing checklist. If your organisation uses the Processing Locations List to allocate consents for processing, then GoGet will perform the competency check at the time of allocating. If the processor is in training for that particular category and supervision memos are turned on, then GoGet will automatically generate a supervision memo when the processor saves his/her processing. Please talk to a member of the MBS staff if you would like this feature turned on. Identify competencies Use the Display by selection to make the setting up of competencies as easy as possible. In the illustration below, we have elected to display by Building Class and then by Inspector so we are looking at the competency of the inspector to undertake the Inspection Types. 1 Click on the Competencies tab (No 1 below) Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 53

60 GoGet Administration Version Select the Competency Type (No 2) The Display by box will populate automatically. display (No 3). You may find it easier to change the 3 Select the Building Class (No 4) 4 Select the Inspection Type or Processing Type (depending on whether you selected Inspection or Processing) (No 5) 5 Select the name in one of the columns (No 6) 6 Click on the appropriate Move Selected User button (No 7) You can use the appropriate Move All button if you need to move them all. Move inspectors the other way when they become competent. To move from the first column to the No Competency (second) column and vice versa, use the Move Selected User buttons between columns one and 2. To move from the first column to the In Training (third) column and vice versa, use the Move Selected User button between columns 2 and 3. If you need to move from the second column to the third column, you must first move the entry in column 2 back to column one and then move the entry from column one to column 3. Print competencies list You can print a list for each competency type, identifying the building class and competency type. In the illustration below, we are displaying by Building Class, Inspector. 1 Click on the Competencies tab (No 1 below) 2 Select the Competency Type (No 2) 3 Select the Display By (No 3) (in this case we have chosen Building Class, Inspector) 4 Select the Building Class (No 4) Page 54 Master Business Systems Ltd Copyright 2017 All rights Reserved

61 GoGet Administration Version Select the Inspector/Processor (No 5) 6 Click on the Print button (No 6) 7 Click on the Print button or Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 55

62 GoGet Administration Version Click on the PDF button and save the PDF file to a location of your choice or Click on the To button and send the print out as an attachment Export and import competencies When you first start using GoGet, MBS staff will have already set up the competencies for your staff for both inspecting and processing provided you have supplied that information. After the initial set up, you as the client are then responsible for keeping competencies up to date. This is a role for a GoGet administrator. Where there are a large number of updates required, it may be easier to handle these in an Excel worksheet rather than via the Competencies tab on the Administration function panel. You can export the current competencies, make the necessary changes and then import the updated competencies back into the GoGet system. Export competencies As a GoGet administrator 1 Click on the Administration function panel (No 1 below) 2 Click on the Competencies tab (No 2) 3 Click on the Export button (No 3) Page 56 Master Business Systems Ltd Copyright 2017 All rights Reserved

63 GoGet Administration Version Click on Yes to confirm the export The Excel workbook will either appear on your desktop or you will see it flashing in the taskbar at the bottom of your screen when the export is complete. The Competency Type reflects whether it is an Inspection checklist or a Processing checklist. Remember that GoGet works on the basis that everyone is competent to do everything, unless you tell it otherwise. Therefore, those people you see on this export are those that are either not competent or are in training for a specific checklist for a particular building class. In the example above, Andrew Winchcombe is not competent to process the Accessible Facilities checklist for a C1 building category and he is not in training to do so. Whereas, Anthony Johansen is in training for this same checklist and building category. So, if Andrew starts training, you will need to enter a 1 (one) in the In Training column. Anthony becomes competent, then you will need to delete row 4. And if Edit the Excel worksheet as required and save it so that you can use it for importing the changes. Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 57

64 GoGet Administration Version Import competencies As a GoGet administrator 1 Click on the Administration function panel (No 1 below) 2 Click on the Competencies tab (No 2) 3 Click on the Import button (No 3) 4 Select your Excel workbook (No 4) 5 Select the sheet and identify which row number contains the column headings (No 5) 6 Select the competency type if you only want to bring in the processing or the inspecting competencies (No 6) Page 58 Master Business Systems Ltd Copyright 2017 All rights Reserved

65 GoGet Administration Version Click on Import (No 7) 8 Click on Yes to confirm the prompt GoGet will import your changes and adjust the competencies table accordingly. Building Codes tab Your organisation will identify the number of different building classes under which building processors and inspectors will perform their tasks. MBS will enter the building code clauses and subclauses. Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 59

66 GoGet Administration Version These will relate to the projects for consents. building processors and inspectors. You will also use them to identify competencies of New building code To create a new building code 1 Click on the Building Codes tab (No 1 below) Page 60 Master Business Systems Ltd Copyright 2017 All rights Reserved

67 GoGet Administration Version Click on the New Building Class button (No 2) 3 Enter a new Building Class Code (No 3) 4 Enter a Building Class Name (No 4) 5 Enter a Building Class Category (No 5) 6 Click on the Save Changes button (No 6) New building code clause The Building Code Clauses will already be in place. the relevant subclauses. MBS will insert these together with To create a new building code clause 1 Click on the Building Codes tab Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 61

68 GoGet Administration Version Click on the New Clause button (No 1 below) 3 Enter a new Clause (No 2) 4 Enter a Description (No 3) 5 Click on the Save Changes button (No 4) Add sub clauses As with the Building Code Clauses, these will have been entered already by MBS. To create a new building code subclause 1 Select the clause in the Building Code Clauses list 2 Click on the plus button 3 Enter the new sub clause number in Subclauses table Page 62 Master Business Systems Ltd Copyright 2017 All rights Reserved

69 GoGet Administration Version Memo Types tab Memo types allow you to set up user-defined memos. Typically, these will be memos relating to matters that are not consent related, eg dogs, swimming pool fencing, potholes, etc. This allows building inspectors to make a note and/or take photos of other issues while out on an inspection. They can then pass this information back to the relevant people when they perform an update to GoGet Office. Add a memo type 1 Click on the Memo Types tab (No 1 below) 2 Click on the New memo button (No 2) 3 Enter a Description (No 3) 4 Enter a Subject (optional) (No 4) 5 Enter the addresses of recipients, each address separated by a semicolon (;) (No 5) 6 Tick the box to allow photos if appropriate (No 6) 7 Tick the box if you want the memo deleted once it has been sent (No 7) 8 Click on the Save Changes button (No 8) Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 63

70 GoGet Administration Version Delete a memo type If you no longer want a particular memo type, you can delete it. 1 Select the memo description (No 1 below) 2 Click on the Delete memo type button (No 2) Equipment tab The Equipment tab allows you to set up registers of all the equipment assigned to members of the GoGet team. For example, you may set up registers for inspectors' equipment. Members will receive a memo 14 days before the due date as a reminder of equipment checks they need to carry out. You can create a number of registers, eg vehicle equipment for each vehicle, personal equipment for each inspector, etc. Add equipment 1 Click on the Equipment tab (No 1 below) Page 64 Master Business Systems Ltd Copyright 2017 All rights Reserved

71 GoGet Administration Version Click on the New equipment button (No 2) 3 Enter the Equipment Name (No 3) 4 Enter a Register name (eg if you want to split equipment into different types or locations) (No 4) 5 Enter the details of the equipment (No 5) 6 Enter the Maintenance Description (No 6) 7 Select the person it is Assigned To (No 7) 8 Select the Frequency for maintenance (No 8) 9 Enter or select the Next Date Due (No 9) 10 Click on the Saved Changes button (No 10) You can obtain a printout of your equipment. When in the previewing window you can change how you look at the document: Click on the Page or Width buttons Set a particular percentage using the Zoom button Use the Previous/Next and First Page/Last Page buttons Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 65

72 GoGet Administration Version Click on the Close button when you have finished Print equipment register If you want a print out of all the equipment 1 Click on the Print button (No 1 below) 2 Click on the Print button or Click on the PDF button and save the PDF file to a location of your choice or Click on the To button and send the print out as an attachment Page 66 Master Business Systems Ltd Copyright 2017 All rights Reserved

73 GoGet Administration Version Maintenance history of equipment You can see the maintenance history of each item of equipment. 1 Click on the equipment name (No 1 below) The Maintenance History shows the date due, date completed and the name of the inspector (No 2). You can also see when and who performed the last check. Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 67

74 GoGet Administration Version If you want a printout of the history of all the equipment 2 Click on the History button (No 3 above) 3 Enter the date range 4 Click on the Print button or Click on the PDF button and save the PDF file to a location of your choice or Page 68 Master Business Systems Ltd Copyright 2017 All rights Reserved

75 GoGet Administration Version Click on the To button and send the print out as an attachment AutoText tab AutoText is stored text that building inspectors can use when out on inspections and processors can use during the course of processing. Being able to recall text already written can save you a great deal of time and energy. Moreover, you can ensure you are writing the same comments when there are standard comments for issues. GoGet users can create their own personal AutoText entries. but they cannot delete or modify them. Other people can use these entries Administrators can assign specific AutoText entries to certain GoGet members or to groups. Create an AutoText entry 1 Click on the AutoText tab (No 1 below) 2 Click on the New autotext entry button (No 2) 3 Enter an Abbreviation (do not use spaces and you have a maximum of 10 characters) (No 3 below) Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 69

76 GoGet Administration Version Select the AutoText Group you want to assign it to (No 4) or Key in a new group name 5 Click in the AutoText area and key in the relevant text (No 5) 6 Click on the Save Changes button (No 6) View different AutoText entries You can control the AutoText View. For example you may want to: See only AutoText entries for a particular GoGet user See items relating to a group 1 Click on the AutoText View box (No 1 below) 2 Select the view (No 2) Page 70 Master Business Systems Ltd Copyright 2017 All rights Reserved

77 GoGet Administration Version All the items for that view display. Print a list of AutoText entries If you want a complete list of all the AutoText entries, a group s list or even an individual s list, you can print out the list or save it as a PDF file. Use the tools at the top of the Preview screen to change how the preview displays. Previewing Window) (See 1 Click on the Print button or Click on the PDF button and save the PDF file to a location of your choice or Click on the To button and send the print out as an attachment Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 71

78 GoGet Administration Version Delete an AutoText group You have a situation where someone has left your organisation and you do not wish to keep their auto text entries. A GoGet administrator can delete all the entries belonging to that person. Likewise, if you have set up a group of auto text entries, say for an inspection type that you no longer want, then a GoGet administrator can delete all the entries belonging to that inspection group. As a GoGet administrator 1 Click on the Administration function panel (No 1 below) 2 Click on the AutoText tab (No 2) 3 Select the group you want to delete from the AutoText View drop-down list (No 3) 4 Click on the Delete Group button (No 4) 5 Click on Yes at the prompt References tab You can maintain the reference library that inspectors see and can use in GoGet Mobile when they are out on inspections. Other GoGet users, eg processors can also refer to the reference library at any time. Page 72 Master Business Systems Ltd Copyright 2017 All rights Reserved

79 GoGet Administration Version You can add and remove publications. You can create folders in which to group related documents making it easy for users to find documents. Create a new folder 1 Click on the References tab (No 1 below) 2 Click on the New Folder button (No 2) 3 Enter a name for the folder (No 3) 4 Decide the level you want it (No 4) 5 Click on OK (No 5) If you made your new folder below the parent folder, you will have a plus button beside the parent folder. Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 73

80 GoGet Administration Version Click on the plus button to show the folders underneath Click the minus button to hide the folders underneath Add a document 1 Click on the folder for your new document (No 1 below) 2 Click on the Add File(s) button (No 2) 3 Navigate to your document and select it 4 Click on Open This will add your document to the list of documents in that folder. Delete a document If you have a document in your Reference library that you no longer want, you can delete it. will need to select it first. You 1 Click on the folder containing the document (No 1 below) Page 74 Master Business Systems Ltd Copyright 2017 All rights Reserved

81 GoGet Administration Version Tick the box beside the document you wish to delete (No 2) 3 Click on the Delete button (No 3) Delete a folder If you have a folder in your reference library that you no longer want, you can delete it. a folder must be empty before you can delete it. However, 1 Click on the folder 2 Click on the Delete button 3 Confirm you want to delete the folder Attachments tab The Attachments tab is where you can specify the type of attachments you will allow. You can add new types and you can delete existing types. Attachments folder of GoGet. These are folders within the Do not alter the following folders as these are used by GoGet automatically: Audit Reports DM Site Notices Talk to MBS if GoGet integrates into your document management system and you want files stored in these folders to be pushed into the document management system. Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 75

82 GoGet Administration Version If you have other documents created outside GoGet that you want to add to any of these folders except the ones listed above, you add them using the Consent panel in GoGet Office. Add a new attachment type 1 Click on the Attachments tab (No 1 below) 2 Click on the New Type button (No 2) 3 Enter a name for the type of attachment (No 3) 4 Click on OK (No 4) Delete an attachment type You cannot delete an attachment type if a document exists in that folder. You will need to delete any attachments first before you can can delete the attachment type. 1 Click on the Attachment Type (No 1 below) 2 Click on the Delete button (No 2) Page 76 Master Business Systems Ltd Copyright 2017 All rights Reserved

83 GoGet Administration Version Click on Yes at the prompt (No 3) Forms tab You can set up your own form letters using pre-formatted Word templates that you create. To insert fields from the consent, you can use the internal GoGet field names surrounded by << >> (double less than and double greater than symbols). You will be able to copy and paste these if you don't wish to key them in. Where identified blocks of text exist, eg documents required, inspections required, then the standard bookmarks for these can be used to insert this data into your form letters. Standard bookmarks for a consent advicenotes - inserts GoGet-generated advice note memos compliance - inserts the list of specified systems conditions - inserts GoGet-generated condition memos documents - inserts the list of required documents inspections - insert the list of required inspections lbpforms - inserts the list of LBPs required generalnotes - inserts any notes entered into the General Notes Editor during processing of the consent Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 77

84 GoGet Administration Version Create a form letter In Microsoft Word, create your form letter as you want it to appear leaving space for the fields you want to insert form the consent. Where you want to insert a field relating to the consent, eg the building consent number, you can use the GoGet field name to display the details. 1 Open the consent in GoGet Office 2 Click on the Consents function panel 3 Click on the Consents tab to display the consent details 4 Double click on the field names in the left column to display the field name GoGet uses Note: You can either type in the field name, surround by << >> or you can copy and paste the field name into your document The advantage of copying and pasting is that you don't have to type the << >>. 5 Type or copy and paste the field name where you want it 6 Repeat until you have all the fields you want in your document 7 Save your document as a template (either a.dot or.dotx file) anywhere you want on your PC If you want to insert a recognised list of items, eg inspections required, into a document, then you can create a pre-determined bookmark in your template. GoGet will then use this to deliver the appropriate list. Insert a list of required inspections into a letter In Microsoft Word, create your form letter as you want it to appear. the list of required inspections-- Where you want to insert 1 Click on the Insert tab of the ribbon (in Word) 2 Click on Bookmark in the Links group 3 Enter the bookmark name - inspections - and click on Add We recommend that your work with your bookmarks turned on in Microsoft Word. these in your Word options in the Advanced list. You will find Page 78 Master Business Systems Ltd Copyright 2017 All rights Reserved

85 GoGet Administration Version Recognised bookmarks advicenotestext inserts GoGet-generated advice note memos compliancetext inserts the list of specified systems conditionstext inserts GoGet-generated condition memos documentstext inserts the list of required documents inspectionstext inserts the list of required inspections lbpformstext inserts the list of LBPs required generalnotestext inserts any notes entered into the General Notes Editor during processing of the consent If you require GoGet to insert the heading and any preamble text before the information is inserted into the document, there are recognised bookmarks for the following: advicenotesheader inserts Advice Notes as a heading advicenotespreamble inserts any text identified as preamble text in the configuration file relating to the advice notes documentsheader inserts Documentation Required as a heading documentspreamble inserts any text identified as preamble text in the configuration file relating to documentation inspectionsheader inserts Inspections Required as a heading inspectionspreamble inserts any text identified as preamble text in the configuration file relating to inspections lbpformsheader inserts Licensed Building Practitioner Forms Required as a heading lbpformspreamble inserts any text identified as preamble text in the configuration file relating to LBP forms Add the template to GoGet Before you add the template to GoGet, you need to think about where you want to store your letters in the Attachments area. Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 79

86 GoGet Administration Version You have a number of folders within Attachments and you may want to create a new one for the type of documentation you are creating. If you are happy for it to go into an existing folder, then you don't need to do anything before you add the template. 1 Click on the Administration function panel 2 Click on the Forms tab 3 Click on the button 4 Enter a sequence number this determines the order in which the templates display (No 1 below) 5 Enter a category for your form letter (No 2) 6 Enter a name for your form letter (No 3) 7 Click on the Copy new file into Templates folder button (No 4) 8 Navigate to where you saved your template, select it and open it 9 Acknowledge the prompt to add the file to the templates folder Note: If you elect to put this type of letter into a specific folder in Attachments, you needed to have created this folder in advance. (See Add a new Attachment Type) 10 Click on the drop-down arrow and select the folder (No 5) Note: GoGet can generate a GoGet Consent memo to provide a record advising that the document was created. The memo is not addressed to anyone. It is stored in the Memos area of the consent. 11 Check the Generate a letter memo when generating a new form box if you want the GoGet consent memo (No 6) Page 80 Master Business Systems Ltd Copyright 2017 All rights Reserved

87 GoGet Administration Version Click on Save (No 7) A copy of your template is now stored in the Templates area of GoGet. If you need to edit it at any time in the future, edit the copy in the GoGet Runtime Templates folder. Create a document using your form letter In GoGet Office, ensure you have the consent open on your screen. 1 Click on the Consents function panel 2 Click on the Form Letters button in the toolbar area (No1 below) or Click on Reports in the menu bar (No 1 below) Click on Form Letters (No 2) 3 Select category for the form letter you want to use (No 3 below) Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 81

88 GoGet Administration Version Select the form letter you want to use (No 4) 5 Select the date you want on the document if you want something other than today's date If you asked for a GoGet memo when you created the new template, GoGet inserts default text into the Memo Details area (you can edit this text if you wish) 6 Click on Generate (No 5) The document is created in Microsoft Word. If it does not display on your screen, click on the Word button on your taskbar to bring it up onto the screen. GoGet has put a copy of the document in the Attachments area of your consent. a letter memo, a copy of the memo is in the Memos area of the consent. If you requested Site Specific tab This area is currently under constructions. Please check back later for any update. Extranet tab The Extranet is designed for outside users who wish to dial in and see the status of their consents. This is generally for large construction companies. information that is relevant to them. Outside users can only view consent Page 82 Master Business Systems Ltd Copyright 2017 All rights Reserved

89 GoGet Administration Version Create a new user 1 Click on the Extranet tab 2 Click on the New User button (No 1 below) 3 Enter a user name (No 2) 4 Enter a password and select an expiry date for the password (No 3) 5 Enter the full name (No 4) 6 Enter the search criteria 7 Click on the Save Changes button Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 83

90 GoGet Administration Version Log Files tab Log files help MBS to track down errors. You are recording all your activities in GoGet Office. If something goes wrong, a staff member of MBS may ask to see the log file to help identify the problem. The log file is a text file that records your actions. Open a log file 1 Click on the Logfiles tab (No 1 below) 2 Click on the plus button beside the Office folder to expand the list of users (No 2) 3 Click on the user (No 3) The list of log files for that user displays. 4 Click on the Search for Errors button (No 4) This will identify log files that contain errors. 5 Double click on a log file to open it If you need help in resolving an error, talk with a member of the MBS support team. Licensing tab The Licensing tab summarises the licences your organisation has currently. shows their current usage. It also Page 84 Master Business Systems Ltd Copyright 2017 All rights Reserved

91 GoGet Administration Version Review licensing 1 Click on the Licensing tab (No 1 below) 2 Click on the Refresh button (No 2) The number of licences and type of licences displays at the top of the user name list. The number of licences currently in use displays at the bottom of the user name list. Messages tab The Messages tab shows the message journal queue from the local server. This will allow a member of the Building Administration team to see if there are any problems. Generally, these messages will be dealt with my MBS staff. A problem with a status of 99 will generate a ToSupport message. identifies the problem for the user to correct. The ToSupport message For example, you may get a message where the address for a site notice is incorrect. A member of the Building Administration team can then try to resolve the problem. Check for messages As the Messages tab is the last tab in the Administration function, you may need to click on the drop-down arrow at the far right of the tabs to select any that are not currently visible. 1 Click on the Messages tab (No 1 below) Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 85

92 GoGet Administration Version Click on the Refresh button (No 2) Page 86 Master Business Systems Ltd Copyright 2017 All rights Reserved

93 GoGet Administration Version Transfer inspections Mistakes, unfortunately, do happen. An inspector completes an inspection on the wrong consent number. As a GoGet Administrator, you can transfer the inspection to the correct consent number. Tasks to transfer an inspection to a different consent number Transfer the inspection Reprocess the site notice for the correct consent number Reprocess the audit report for the correct consent number Ensure the site notice for the correct consent number is sent out Ensure GoGet updates your organisation's back-end system to identify the inspection on the correct consent number Delete the site notice and audit report from the file system on the GoGet server for the incorrect consent number Advise the appropriate person that the inspection recorded in your organisation's back-end system for the incorrect consent number needs to be deleted Arrange for the site notice and audit report in the document management system to be deleted Transfer the inspection In GoGet Office, open the consent that has the incorrect inspection recorded on it 1 Click on the Inspections function panel (No 1 below) Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 87

94 GoGet Administration Version With your right mouse button, click on the inspection to transfer (No 2) 3 Click on Transfer this inspection to another consent (No 3) 4 Enter the correct consent number (No 4) 5 Tick the box to Send an update to the building control system (No 5) This will ensure the inspection is now recorded against the correct consent number in organisation's back-end system. your Page 88 Master Business Systems Ltd Copyright 2017 All rights Reserved

95 GoGet Administration Version Reprocess documentation In GoGet Office, open the consent with the inspection 1 Click on the Inspections function panel (No 1 below) 2 With your right mouse button, click on the inspection (No 2) 3 Click on Reprocess Site Notice (No 3) 4 Tick Regenerate the Site Notice (No 4 above) 5 Tick Send Site Notice s if you want to send the site notice to the contacts for site notices for this consent number (No 4) 6 Tick Register document in the DM if you want to put the site notice into your organisation's document management system (No 4) Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 89

96 GoGet Administration Version Click on OK (No 5) Reprocess the audit report 1 With your right mouse button, click on the inspection 2 Click on Reprocess Audit Report 3 Tick Regenerate the Audit Report (No 4) 4 Click on OK (No 5) Page 90 Master Business Systems Ltd Copyright 2017 All rights Reserved

97 GoGet Administration Version Support MBS contact details MBS provides technical support 24 hours, 7 days a week. If you encounter problems, or are unsure about any part of the MBS GoGet system, then contact us using one of the methods below. Mail Master Business Systems Ltd PO Box 467 Feilding 4740 Telephone Mobile Anthony Johansen Ron Hanson Laurence Bevan Fax support@goget.co.nz GoGet QuickSupport GoGet QuickSupport is an internet-based support facility used by MBS staff to provide online support. This is the preferred method of support. 1 Click on the Help menu (No 1 below) 2 Click on GoGet QuickSupport (No 2) 3 Give the ID number to the MBS support person to allow remote connection Master Business Systems Ltd Copyright 13/12/ :40:00 All rights Reserved Page 91