User s Guide to Breeze Web Application Page 1
Contents Breeze Web Site Navigation Tips... 5 The Save Button... 5 The Cancel Button... 6 The New Button... 6 The Users, Databases and Email Users Tabs... 6 Images... 6 Drop Boxes... 7 Hyperlinks... 7 User Types and Roles... 8 Client Administrator: This is a function performed by the Client Data Administrator... 8 Function:... 8 Apparatus Needed:... 8 Roles Needed:... 8 Client User Full Access (has all Roles): All Functions except User/Data Setup... 8 Function:... 8 Apparatus Needed:... 8 Roles Needed:... 9 Mobile Inspector: Inspections only... 9 Function:... 9 Apparatus Needed:... 9 Page 2
Roles Needed:... 9 Inspection Report Manager: Views Reports Only... 9 Function:... 9 Apparatus Needed:... 9 Roles Needed:... 9 Work Order Manager: Creates/Views/Prints Work Orders Only... 10 Function:... 10 Apparatus Needed:... 10 Roles Needed:... 10 Username and Password Restrictions... 11 Usernames... 11 Passwords... 11 Sign In and Out of the Breeze Web Application... 12 Sign In to the Desktop Breeze Application with a Browser... 12 Login to the Breeze Mobile Inspection Application on an iphone, ipod Touch, or ipad... 13 Client Administrator: Users, Roles, Databases, Time Zone, Email Users... 15 Administration >> My Account >> Users >> Edit >> Edit Roles... 18 Administration >> My Account >> Databases >> Add/Edit Database... 19 Administration >> My Account >> Edit Database >> Edit Roles... 19 Administration >> My Account >> Email Users... 21 Database Sync... 22 Web Inspections with a Mobile Phone or Tablet... 25 Page 3
Sign In:... 26 Create an Inspection:... 27 Do the Inspection:... 33 View Inspection Reports:... 41 Web Inspections with a Desktop Browser... 42 Create Inspection... 43 Add Areas to Inspection... 45 Do an Inspection... 47 Inspect Areas / Items... 48 Select Corrective Actions... 52 Answer Yes or No to the Area... 53 Web Inspection Reports... 54 Web-Based Work Orders... 62 Create a Work Order... 62 Add Work Order Types, Action, Receivers and Requesters... 64 Assign Areas... 66 Assign Employees... 67 Additional Fields... 68 Change Field Labels... 69 Work Order Report... 70 Page 4
Breeze Web Site Navigation Tips 1. Tabs and hyperlinks enable you to navigate around the web site. The Save Button 2. The Save button creates the record or saves changes to the record. 3. YOU MUST SAVE EVERY RECORD ON EVERY FORM BEFORE CLOSING THE FORM. Page 5
The Cancel Button 4. The Cancel button does two things: a. Cancel prevents any changes to the record from being saved b. Cancel closes the form and returns back to the previous form The New Button 5. To add records, click the button that begins with New. The Users, Databases and Email Users Tabs 6. Click the tab that will take you to lists of Users or Databases. Images 7. The Pencil = edit 8. The Magnifying glass = view 9. Reports buttons: Page 6
10. Move between reports or records: 11. Work Order buttons Drop Boxes 12. Drop Boxes on the header bar. for selecting records. Hyperlinks 13. Hyperlinks on the header bar. for moving backwards Page 7
User Types and Roles Client Administrator: This is a function performed by the Client Data Administrator Function: 1. To Enter/View/Change Client Users, Roles, Databases, Email Users and Time Zone: 2. To create Inspections 3. To View and Print Inspection Reports 4. To Enter/ View/Print Work Orders and Work Order Reports Apparatus Needed: 5. iphone 6. ipod Touch 7. Web browser Roles Needed: 8. Client Administrator - inherits all other roles by default a. Mobile Inspector b. Work Order Manager c. Inspection Reporter Manager (required) Client User Full Access (has all Roles): All Functions except User/Data Setup Function: 1. To create Inspections 2. To View and Print Inspection Reports 3. To Enter/ View/Print Work Orders and Work Order Reports Apparatus Needed: 4. iphone 5. ipod Touch 6. Web browser Page 8
Roles Needed: 7. Mobile Inspector 8. Work Order Manager 9. Inspection Reporter Manager (required) Mobile Inspector: Inspections only Function: 1. To create Inspections 2. No permission to View and Print Inspection Reports Apparatus Needed: 3. iphone 4. ipod Touch Roles Needed: 5. Mobile Inspector Unless you also give this User the Role of Inspection Report Manager, he/she will have no access to reports! Inspection Report Manager: Views Reports Only Function: 10. To View and Print Inspection Reports Apparatus Needed: 11. web browser Roles Needed: 12. Inspection Reporter Manager (required) Page 9
Work Order Manager: Creates/Views/Prints Work Orders Only Function: 1. To Enter/ View/Print Work Orders and Work Order Reports Apparatus Needed: 2. web browser Roles Needed: 3. Work Order Manager 4. Inspection Reporter Manager (required) Page 10
Username and Password Restrictions 14. Username and Password will usually be remembered on the device or computer you use. 15. Username must be a minimum of 6 digits long (no capital letters or number restrictions) 16. Password must be a minimum of 6 digits long (no capital letters or number restrictions) Usernames 17. Username recommendation #1 a. All small letters with an underscore between first and last name b. Example: linda_bier 18. Username recommendation #2 a. Identical to your e-mail address b. Example: Linda@breezesoftware.com 19. Username recommendation #3 - Something short a. linda123 b. linda123 Passwords 20. Password recommendation #1 a. Same as Username 21. Password recommendation #2 a. Something short Page 11
Sign In and Out of the Breeze Web Application Sign In to the Desktop Breeze Application with a Browser 22. Recommended Procedures a. Enter Username and Password b. Click the Remember me box. c. Click the Sign in button d. Use the application e. Sign Out before closing your browser f. To Sign out a User or change the Sign in User name, click the Sign Out link in the upper right corner Page 12
Login to the Breeze Mobile Inspection Application on an iphone, ipod Touch, or ipad 23. Recommended Procedures a. Enter Username and Password b. Click the Remember me box. c. Click the Sign in button d. Use the application e. Sign Out before closing your browser f. To Log Out a User or change the Login User name, click the Sign Out link at the bottom Page 13
24. It is best to Sign Out every time the web browser is closed. This will allow the same User to Sign In to multiple places without having to wait. 25. If a User does not Sign Out, the User must wait 10 minutes before signing in on another device. Page 14
Client Administrator: Users, Roles, Databases, Time Zone, Email Users Although Breeze personnel may enter Users, Roles and Databases for a Client, so may the Client Administrator Client Administrator Adding Users, Roles, Databases and Email Users 26. When editing a Client, the Users and Databases tabs do two things: a. Each tab displays the current information about the Clients Users and Databases b. Each tab has a button to add New Client Users or New Client Databases. 27. Add a User a. Users have unique Usernames and Passwords Page 15
b. No User can have the same Username and Password as any other User c. Any Username or Password that needs to be changed must be changed by a Site or Client Administrator. d. Each User has an Email Address e. Each User has a unique Time Zone which appears on inspection reports f. To make this user a Client Administrator, check the Client Administrator box. Breeze does not recommend there be more than One Client Administrator Page 16
Client Administrator: Add Users and Roles You must Save every record on every form before closing the form Each User has a unique Time Zone which appears on inspection reports. Page 17
Administration >> My Account >> Users >> Edit >> Edit Roles 28. You may continue setting up the Users: a. Users may perform any or all of these things: i. Do Inspections ii. Enter Work Orders iii. View Reports b. Users must have a Role set up for each of the things above that they have permission to do 29. When editing a User, you do two things: a. Add User Roles for Specific Databases i. Select the Database from the Drop Down Box ii. Select the Role for the User from the Drop Down Box iii. Click the Add Role button b. Delete User Roles for Specific Databases i. Click the X next to the Database and Role in the List 30. The Roles created here will also appear in the Edit Databases area. 31. Any Role changed here will also change in the Edit Databases area. Page 18
Administration >> My Account >> Databases >> Add/Edit Database 32. Databases: a. A client may have one or more databases b. Each database needs to be synced individually c. Data viewed on the local workstation and on the web will be identical after synchronization for each database synced. Client Administrator Adding Database Administration >> My Account >> Edit Database >> Edit Roles 33. When adding or editing a Database, you can do two things: a. Add User Roles for the Selected Database i. Select the User from the Drop Down Box ii. Select the Role for the User from the Drop Down Box iii. Click the Add Role button b. Delete User Roles for the Selected Database: Click the X next to the User and Role in the List c. The Roles created here will also appear in the Edit Users area. d. Any Role changed here will also change in the Edit Users area. Page 19
Client Administrator: Adding Users and Roles for a Database Page 20
Administration >> My Account >> Email Users 34. The Client Administrator may add as many Email Users as needed for emailing reports from Breeze-Online. These Email Users will appear in the drop down box on every report. Add as many emails as you may need. They will all appear in the drop box on reports Page 21
Database Sync 35. The Client Administrator may sync one or more databases to the web application 36. Each database that will be used for Work Orders or Inspections must be synched initially for the Client Users to Inspect, Enter Work Orders and view reports. 37. Each synchronization will update the inspection and work order data on both the workstation and the web 38. Open the Breeze Sync Application on your desktop 39. Enter your Username and Password in the login box. 40. If you have more than one database, click the drop down box for the Remote Database and find the correct database to sync 41. Browse to select your local database (the database that syncs with the web database. 42. If you have synced before and have only one database, the Sync Application will remember the locations of these two files. 43. If you have more than one Client Account and the Sync Application will not allow you to sync the databases, you may click the Change Accounts button and enter the Administration Account that has permission to sync. Page 22
44. Click the Synchronize button Page 23
45. The Green Check icons indicate that the data has been synchronized. The Blue Exclamation icons have not yet synced. Page 24
46. When the sync is complete, Done will appear on the bottom of the window 47. Close the sync application and continue using the local desktop application and the web application. 48. The next time you run the sync application, the data will identify new and changed records and sync the most recent changed. 49. In this manner you may see and work with identical data on the web and your local desktop. Be aware that the Inspections synched from your desktop and showing in the web application include only inspections 365 days old or less. Web Inspections with a Mobile Phone or Tablet 50. From your Apple or Android Mobile device, you may do inspections using the Breeze-Online Inspection interface. 51. Client Users do not need to have the Custodial Solutions application on their workstation to use the web application 52. Go to: http://breeze-online.com/mobile Page 25
Login: 1. Login with your User Name and Password. 2. Click the Remember me checkbox and the device will Log you in automatically from now on. 3. Tap the Login button. Page 26
Create an Inspection: 4. If there is no database showing on the black bar under the Select a Database button, tap the button to choose the database that holds the Facilities you want to inspect. Tap the Select a Database button and choose a database. 5. Tap the Make this my default bar. 6. Tap the Home button 7. If the database is correct, continue to the next step. 8. The Inspector chooses to create a new inspection or open an existing inspection 9. To create a new inspection, tap on the Create Inspection button Page 27
Data Entry Items: 10. Date created (auto-fill) 11. Date Inspected (auto-fill) Change if you choose. 12. Inspector's Name (drop down box) 13. Select a Template for this inspection (if desired) 14. Report Name (inspector enters this using the ABCs) 15. Tap button: Save Process: 16. Enter items 2, 3, maybe 4 and 5, then 17. Tap the Create Save button 18. At any time, a user may tap the Home button to begin again. Page 28
Process to Begin the Inspection: 19. Tap the Inspection just created by its name and date. 20. The Inspection Details page will appear. 21. At any time, a user may tap the Home button to begin again. Process to Change the Date Created or Date Inspected: 22. Tap Change Dates Page 29
23. Change either date as needed. 24. Tap the Inspections button to return to the current inspection. 25. Tap the Home button to start over. Process to add more Areas: 26. Under the Actions heading, tap the Add Areas button. 27. At any time, a user may tap the Home button to begin again. 28. The user may also tap the Inspections button to return to the list of Inspections. Page 30
Process to Add Areas: 29. Tap to select the Customer for this inspection 30. At any time, a user may tap the Back button to return to the previous page. 31. Tap to select the Facility for this inspection 32. To go back to Customers, tap the Customers button 33. At any time, a user may tap the Exit button to return to the Inspections Page. 34. Tap to select the Section for this inspection 35. To go back to Facilities, tap the Facilities button 36. At any time, a user may tap the Exit button to return to the Inspections Page. Page 31
Process to Add Areas: 37. Tap to select each Area to add to this inspection. Areas Selected will be checked and turn green. 38. To select Areas from a difference Section, tap the Section button 39. When done adding all the Areas for this inspection, tap the Exit button. Page 32
Do the Inspection: 40. After an Inspection has been created, the Inspector taps the Do Inspection button to open an existing inspection 41. From here, a user may also return to Home by tapping the Home button. 42. Or the user may return to the list of inspection already created by tapping the Inspections button Process to drill down to Areas: 43. Tap a Facility for this inspection or the Back button to return to the previous form. This will take user to the Sections form. 44. Tap a Section for this inspection or the Facilities button to return to the Facilities form. This will take user to the Areas form. 45. Tapping the Exit button will return user to the Inspections form. Page 33
Process to Select an Area to Inspect: 46. Uninspected Areas display by default (blue tab) 47. Uninspected Areas display N/A for Not Inspected. 48. When Inspected, an Area will only appear when All Areas is tapped. 49. Tap one Area to inspect it. 50. Tapping the Sections button will return user to the Sections form. 51. Tapping the Exit button will return user to the Inspections form. 52. After inspecting Areas, a user may tap the All Areas tab to display Area results. Page 34
Process of Inspecting One Area: 53. The Area Name is displayed on the black header. 54. Tap Items to begin the inspection. Page 35
Process of Inspecting Items: 55. Tap an Item the first time and it will turn green for Acceptable 56. Tap a second time to turn the Item pink for Not Acceptable 57. Tap a third time to turn the Item white (N/A) for Not Inspected 58. If you do not want to inspect an item, do not tap it. The N/A box will remain checked. All N/A Items will not be included in the reports. 59. The Uninspected Items and All Items tabs toggle between showing Uninspected Items (the default) and all the Items. 60. Tap these tabs to limit your Items list. 61. When done with Items, tap the Actions button to go to Corrective Actions. 62. If you do not want to select Corrective Actions, tap the Area button to select another Area to inspect. Page 36
Process of Selecting Corrective Actions: 63. The Area Name is displayed on the black bar. 64. Tap each Corrective Action for this Area. They will turn green and display a checkmark when selected. 65. Scroll down to find the Corrective Actions you need. 66. Tap the Selected Actions tab to display only the Corrective Actions you selected for this Area. 67. Tap the All Actions to display the whole list. 68. Should user need to see the Items list again, tap the Items button top right. 69. If not, tap the Area button top left. Page 37
Process of Completing the Inspection for this Area: 70. If the Employee showing is not the person who cleaned the Area, tap the Employee name and select the correct employee. 71. Click the Comment button to enter notes about the Area 72. Here is where you decide if the Area is Acceptable Yes or NO. 73. This decision will not affect the score for the Area. It is a decision based upon the inspector's view of the Area. 74. After checking "Yes" or "No", click the Areas button to select the next Area for Inspecting. 75. If user fails to select Yes or No for this Area, a reminder will display. 76. Tap Now to return the form for selecting Yes or No. This is most common because a User fails to check Yes or No. 77. Tap Later if selecting Yes or No is not appropriate at this time. 78. Tap X to return to the Areas to be inspected screen. Page 38
Process of Inspecting Additional Areas: 79. Uninspected Areas display by default (blue tab) 80. Uninspected Areas display N/A for Not Inspected. 81. When Inspected, an Area will only appear when All Areas is tapped. 82. After inspecting Areas, a user may tap the All Areas tab to display Area results. 83. When All Areas for this Section have been inspected, the user may tap the Sections button to select another Section with Areas not inspected. 84. If you do not want to inspect an Area, do nothing. The N/A box will remain checked and all N/A Areas and Items with not be included in the reports 85. When all Areas for all Facilities and Sections have been inspected, tap the Exit button to return to the Inspection form. Page 39
Process of Completing the Inspection: 86. When all Areas for all Facilities and Sections have been inspected, tap the Exit button to return to the Inspection form. 87. If user wants to perform another inspection, tap the Inspections button. 88. If user has completed all Inspections, tap the Home button. Page 40
View Inspection Reports: 89. If user would like to view the results of this inspection or any other inspection on the web, you may do so by tapping the View Inspection Reports button. 90. If you want this inspection to be synced back to the database on your local computer or server, you must have the Database Administrator do a Breeze Database Synchronization. 91. After the synchronization is complete, all inspections will be identical in the Web database and the Local Database. 92. When user is finished with the breeze-online.com application, user must Sign Out by tapping the Sign Out button. By doing this you may sign in on the web to view reports or inspections. If User does not Sign out, User will have to wait for 10 minutes before signing in again on the web. This prevents duplicate Sign Ins by a single User. Page 41
Web Inspections with a Desktop Browser 53. Go to: https://www.breeze-online.com 54. Enter your Username and Password: 55. The following Start Page will appear: 56. To start inspecting, click the Do Inspection tab 57. Select the database from the drop down box if you have more than one database. 58. Click the Create Inspection button. Page 42
Create Inspection 59. Change your dates if necessary 60. Enter the name of the Inspector 61. If you will use an Inspection Template, select it from the drop box 62. Enter a Report Name (required) 63. Click the Create Inspection button Page 43
93. The following form will open 94. If you are ready to begin Inspecting, click the Do Inspection magnifying glass. 95. Click the Assign Areas pencil if you want to add more Areas to your inspection (in addition to those automatically entered from your template. Page 44
Add Areas to Inspection 64. The Assign Areas form will open 65. Select the Customer, Facility and Section for your New Areas 66. Click the Plus sign button on the right next to each Area to add. 67. The Areas added will appear in the bottom list. 68. If you make a mistake and do not want an Area selected, click the Minus button next the Area in the bottom box. The Area will be removed. 69. Make sure to click the Assign Areas button to add the Areas to your Inspection. 70. If you click Cancel, no Areas will be added. 71. ipad specific instructions for scrolling: a. the scroll bar will not appear on an ipad b. to scroll either the upper box (Area) or lower box (Areas for this inspection), two fingers, touching together, placed inside the Areas or Areas for this inspection boxes, when moved either up or down, will scroll the list box. Page 45
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Do an Inspection 72. To begin inspecting, click the Do Inspection Magnifying Glass. 73. If you have more than one Facility or Section, select the appropriate one from the drop down boxes. Page 47
74. The first Area will be ready to inspect. 75. If the Employee showing is incorrect, select a new Employee from the drop down box. 76. Notice that the Uninspected Areas radial button is selected. This means that only the Areas you have not inspected will appear in the lists. If you want all Areas to appear whether or not you have already inspected them, click the All Areas radial button. 77. Notice that the Uninspected Items radial button is selected. This means that only the Items you have not inspected will appear in the lists. If you want all Items to appear whether or not you have already inspected them, click the All Items radial button. Inspect Areas / Items 78. As you answer Yes or No to each Item in the list, it will disappear. 79. If you want to see all the Items as you answer Yes or No, you may click the All Items radial button at any time to see them. Page 48
Make sure to enter Comments before clicking the Done Area button Page 49
Example: Items already inspected have been hidden. Example: Items already inspected are showing Page 50
80. Before clicking the Done Area button, make sure to enter your Comments in the Comments box. 81. Then click Done Area 82. Corrective Actions will display. 83. To select a Corrective Action, click on the words, not the checkbox. 84. The Corrective Action will be highlighted and the checkbox will display a check mark. Page 51
Select Corrective Actions Page 52
Answer Yes or No to the Area 85. After entering corrective actions, make sure to check the Area as Acceptable Yes or No. 86. Then Click the Done button 87. The next Area in your inspection is automatically selected and ready to inspect. 88. If you have the Uninspected Radial button selected, those Areas already inspected will not appear in the list box. 89. If you click the All Areas radial button, they will all appear whether inspected or not. 90. Continue through all the areas until you are finished inspecting. 91. Any Area or Item that has not been answered Yes or No (left at N/A) will not appear in your reports. Page 53
Web Inspection Reports 92. Go to: http://www.breeze-online.com/ 93. Client Users do not need to have the Custodial Solutions application on their workstation to use the web application 94. Make sure you are looking at the correct database by checking the bar at the top. 95. Click on the magnifying glass next to the report you want to view or print. 96. This form will appear. 97. Select any of the buttons to view a report. Page 54
98. Click the Next button to move to the next inspection report in sequence 99. Click the Previous button to move to the previous inspection report in sequence 100. Two sample reports follow Page 55
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101. To Email any report to a User in your Email User List, Click the Email Button and select the recipient from the list. \ 102. Then click the Send Button 103. On the Main page, there are buttons for graph reports for selected Employees, Facilities and Supervisors by Date Range 104. Select the Employees or Facilities to include in the report by holding the CTRL key and clicking on the Facilities you want or holding the Shift key to select a range. Page 58
105. The Start and End Dates reflect those dates between the first and last inspection for this Database. You may select any date range you choose within those dates. Page 59
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Web-Based Work Orders 106. Work Orders may be entered either on the desktop or on the web. 107. On the desktop, Work Orders will sync with the web Work Orders when the sync application is run 108. Client Users do not need to have the Custodial Solutions application on their workstation to use the web application 109. Click the New Work Order button to start a new Work Order 110. Every Work Order has a unique sequential number and date, sorted in descending order. Create a Work Order All New or Changed Work Orders must be Saved upon completion, or Save and Start New Work Order Page 62
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111. There are many fields for data in a Work Order. Next to the Drop Down Boxes Received by, Requested By, Work Order Type and Work Order Action are small buttons with Plus signs. Click the Plus sign button next to a drop down box if you do not find the drop down item needed in the list. 112. All the forms for entering new data into a Drop Down Box function the same way. 113. For Example: To Add a Work Order Type, click the Plus sign button, then click the Add Row button at the bottom. 114. Enter a new item into the new space provided. (Details are not required) 115. Click the Save Changes Button this will Save and Exit this form 116. To Delete a Work Order Type, click the button with the Minus sign. A Work Order Type that is being used may not be deleted. 117. Click the Save Changes Button this will Save and Exit this form 118. When you click the Cancel button, all additions, deletions or changes made to the Work Order Types will be cancelled, even though they may appear to have been changed on the form. 119. Cancel will prevent any additions, deletions and changes and Exit this form Add Work Order Types, Action, Receivers and Requesters Page 64
120. To Assign Areas and Employees to this Work Order, Click the Assign Areas or Assign Employees buttons. Page 65
Assign Areas 121. Select the Customer, Facility and Section from the Drop Boxes to display the list of Areas from which to choose. Page 66
122. Click the Plus sign next to each Area you want on the Work Order, they will appear in the lower box. 123. Click the Assign Areas Button to Save the form will close and the Areas will appear on your Work order 124. When you click the Assign Employees button, this form will open Assign Employees 125. Click the Plus sign next to each Employee you want on the Work Order and they will appear in the lower box. 126. Click the Assign Employees Button to Save the form will close and the Employees will appear on your Work order Page 67
Additional Fields 127. There are optional additional fields on your Work Order. Click this button to show them. Page 68
128. This optional additional data will appear on your reports if you choose to use it. 129. Some of the Label Names for the additional fields are changeable by you. Click the Change Fields button to change the names. Change Field Labels Enter the changes in the My Label Name column and click the Save Changes Button Page 69
Work Order Report 130. The Work Order Details button previews a report for this work order 131. Click Back or Print to continue Page 70