Mobile311: Beyond Basic. Kasey Culler Client Implementation Specialist

Transcription

1 Mobile311: Beyond Basic Kasey Culler Client Implementation Specialist

2 Logging In»Web Portal Access» Map.Mobile311.com»Log In» Use your Mobile311 Username & Password» Click on Admin Site in the top, right-hand corner

3 Objectives»Admin Site:» User Access» Alerts» Statuses»Custom Forms»Reporting»Suggestions on tracking FEMA related events

4 User Access» Adding in Users is typically a 2-step process. You have Logins and Employees.» Logins are needed when a user needs access to the system (creating/editing work items, viewing work items, running reports, etc.)» Employees are needed for tracking labor hours and receiving s for work item assignments.» You can add in an Employee without giving them a Login and you can also add in a Login without adding them in as an Employee.» For example, if you have an employee who does not have a mobile device or access to a computer they might not need a Login but you still want to track labor hours for them. You would only need to add them in as an Employee.» It should be noted that another user with a Login has to add in labor hours for them.» Adding in Logins (Link)» Adding in Employees (Link)

5 User Access Continued»Login Groups» Login Groups allow you to give each user access to specific work types.» You might have multiple departments using the same Mobile311 account but you don t want everyone to see what everyone else is doing or it just might not be relevant to them.» In order to keep each user account clean and not clogged down with work items irrelevant to them you can assign each user a specific Login Group.»Adding/Editing Login Groups (Link)» *User Tip*: You can also edit a users login group from the Login page.

6 Alerts» Adding a Login and an Employee allows you to give that user an notification when a work item is assigned to them.» Alerts allows you to send notifications to a user regardless of who the work item is assigned to.» Alerts are based on the User, Work Type and Status.» This means that you can receive notifications for a particular work type each time a work item goes into a particular status.» Example: Your office staff needs to be notified every time a Meter Read work item is completed. Set up an alert for each office staff based on the Meter Read work type and Complete status.» Before setting up an Alert you must enter in the users .» Adding a New (Link)» Adding a New Alert (Link)

7 Alerts for Citizens» Do you have the Citizen Portal set up?» If no, proceed to the next slide» If yes, see below for steps on setting up alerts for your citizens» Your citizens can also receive alerts for their specific requests.» You would set up the alert as discussed in the previous slide except instead of choosing an employee you would choose Citizen Status Update Citizen Work Type.» The system knows the difference between a citizen enabled work type vs. a non-citizen enabled work type.» You can also use alerts to inform your citizens if they are creating work requests for the wrong department.» Use the Custom Message section to create a specific message you would like sent to the citizen informing them of who to contact, based on the work type and status selected.» We recommend setting up specific statuses for these situations.» Example: A citizen submits a request for an area outside the city/town that you serve. Create a specific status for Outside of City/Town so that when a citizen request comes in for that situation, all you have to do is put that work item in that particular status and it will automatically send the citizen an with your custom message.» See next slide on how to create statuses.

8 Statuses»When your account was created we automatically set it up to contain 4 Statuses: New Request, In Progress, Complete & Void.»You might have certain situations where you need to create additional statuses.» Examples: Parts on Hold, Duplicate, Citizen Related Statuses, etc.»each status is tied to the Work Type so you can essentially have different statuses for each work type.»adding/editing Statuses (Link)

9 Custom Forms» Each work item created in the system begins with standard fields: Work Group, Work Type, Address, Priority, GIS Asset, Description, & Comments.» Custom Forms allow you to add in additional fields that are specific to your work flow and are based on each individual Work Type.» Meaning, you can have different custom forms for each Work Type.» You can also add more than one custom form to a Work Type.» Creating a Custom Form (Link)» If you want to view your Custom Forms, be sure you have attached it to the appropriate Work Type.» Once you do this, navigate to the map and create a Work Item.» After you choose the Work Type, you will see the corresponding Custom Form listed on the Work Item form.

10 Reports» Mobile311 reports offer an organized way to view large amounts of data in a single window.» The most important piece to remember when running a non-custom report is adjusting your filters and zooming out on your map.» The filters you have turned on/off will determine what data shows up in your report.» The report will only contain work items that you can visibly see on your map. You will need to zoom out enough so that you can see each work item displayed on your map. If you are not zoomed out enough your report could be skewed due to missing work items.» Different Types of Reports and What They Contain (Link)» Custom Reports» Custom Reports allow you to select the filters you want along with a frequency that will automatically update each time you run that report.» Example: You need to see all work items that were completed last month. Change the Date Type to Finalized Date and the Report Date to Prev. Month.» By choosing Prev. Month you will be able to run the report month after month and always see the previous months data.

11 Tracking FEMA» Most likely you need to keep your FEMA related work items separate from your daily tasks.» There are a couple of ways you can do this within Mobile311.» Create a specific Work Group for FEMA and add in FEMA related Work Types for that group. When you need to run your reports you can simply choose the Work Types from the FEMA Work Group.» Not interested in duplicating your Work Types? Create specific FEMA statuses such as FEMA New and FEMA Complete. Your Work Types will be the same but the status the work item is in will decipher between what is FEMA related and what is not. Statuses can also be used as a filter when running reports.» Have specific employee and equipment rates? For this, you will need to do some duplicating. Add in your employee/equipment a 2 nd time but ensure you state that it is for FEMA and associate the FEMA rate.

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