worksmart!-mobile User Guide 1 Copyright 2005 Mobile Workforce, Inc.
Copyright Notice Mobile Workforce, Inc. has copyright ownership of the Mobile Workforce-workSmart! applications and other software related materials. This manual may not, in whole or in part, be copied, photocopied, reproduced, translated, or reduced to any electronic medium or machine-readable form without prior consent, in writing, from Mobile Workforce, Inc. All Mobile Workforce, Inc. software is licensed in accordance with the terms and conditions of the purchase, lease, or license agreement by which this software product was acquired. No ownership of Mobile Workforce, Inc. software products is transferable. Law prohibits the use of this software beyond the terms of one or more of the aforementioned agreements, without the written consent of Mobile Workforce, Inc. Microsoft, Windows, and Internet Explorer are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. WorkSmart!, worksmart!-mobile, worksmart!, are registered trademarks of Mobile Workforce, Inc. 2 Copyright 2005 Mobile Workforce, Inc.
Table of Contents Copyright Notice...2 Setting Up worksmart!-mobile...4 Registering worksmart!-mobile...4 Opening worksmart!-mobile...4 Setting worksmart!-mobile Preferences...4 Viewing Software Information...5 Closing worksmart!-mobile...6 Synchronizing worksmart!-mobile...6 Orders...8 Creating Orders...8 Looking Up Products...9 Creating Orders - Continued...10 Reviewing and Submitting Orders...12 Saving Draft Orders...13 Printing Orders...13 Creating Quotes...15 Viewing Order Totals...18 Searching for Products...18 Inventory...19 Receiving Inventory...19 Transferring Inventory...20 Expired Inventory Report...21 Surgery Schedules...23 Creating Surgery Schedules...23 Surgeon Profile...26 Surgeon Profiles...26 FAQ...30 FAQ...30 Soft Reset...31 How to Perform a Soft Reset...31 Updating worksmart!-mobile...31 How Update/Install worksmart!-mobile from the web...31 Technical Support...32 3 Copyright 2005 Mobile Workforce, Inc.
Setting Up worksmart!-mobile Registering worksmart!-mobile Before you can use the worksmart!-mobile application on your mobile device, you and your device must be registered. Your administrator will register your device by creating a user name and password for you. Once the worksmart!-mobile software has been installed and you are registered, you can then begin to use your device. Opening worksmart!-mobile To open worksmart!-mobile, tap the Start menu and select Programs. Then find the worksmart! icon and tap it to open the application. By default it will open up in the Orders module. You can then enter the other modules by tapping on the appropriate function tabs if you have permissions for those functions. Setting worksmart!-mobile Preferences To set your username, password, service URL, timeout, and other preferences, tap the worksmart! menu and select Preferences. This will display the Preferences page. 4 Copyright 2005 Mobile Workforce, Inc.
Tap the Username field and enter your username. Next, tap the Password field and enter your password. Tap the Service URL field and if the URL is not there, enter the full URL in the format http://mobile.mobileworkforce.net:8080 /services. Unless you are receiving timeout errors during synchronization, leave the Timeout setting at its default 120 second value. To keep track of all operations you have executed, tap the Logging check box. The Logging function tells the system to keep a log of the operations that have been performed on your device. This option should remain unchecked unless otherwise directed by Mobile Workforce technical support. If you would like worksmart! to export your surgery schedules into your Outlook calendar, place a check in the Export surgeries into this Calendar category. Then from the drop down, choose which category you would like worksmart! to place the surgeries. The two radio buttons at the bottom of the preferences screen select where worksmart! will try to pull contacts from. If you select Use Outlook for surgeon fields it will use your handhelds Outlook contact list for your contact hot link button. If you select Use surgeon profiles for surgeon fields it will use your Surgeon Profile list for your contact hot link button Once you have entered all your preferences, tap OK to save the information on your device. Tap the Default button in the Preferences window to restore worksmart!-mobile s default settings. Finally, you can tap Cancel to return to exit without making any changes to your preferences. Viewing Software Information To determine the version of worksmart!-mobile software installed on your device, tap the worksmart! menu and select About. The about screen will also tell you on worksmart! s startup how many items in your inventory are about to or have already expired. (If you are running a version of worksmart! older then 3.5.1.1 please follow the upgrade instructions on page 26) 5 Copyright 2005 Mobile Workforce, Inc.
Closing worksmart!-mobile Unlike Windows, the X in the top right corner of the open program does not actually close applications on the mobile device. It simply places them in the background like the minimize option in Windows. This leads to memory problems as you gradually accumulate more and more programs running in the background. So to close worksmart!-mobile to keep memory free for other tasks, tap the worksmart! menu and select Close. Synchronizing worksmart!-mobile To synchronize worksmart!-mobile, tap the Sync menu and select Sync With Office. This will display the Sync With Office page All synchronization activities are automatically stored in log folders. These folders are named with the date and time you synchronized your data. When you click Clear Log, all the folders, and their contents, are deleted. 6 Copyright 2005 Mobile Workforce, Inc.
Place a check in the boxes next to the items you wish to synchronize and tap Sync Now!. By default, all the boxes besides Replace All are checked. We recommend you use this default setting every time you sync to keep all your data up to date. If you think you are having problems with worksmart! s database or worksmart! informs you of data corruption then check the Replace All check box and worksmart! will download an entire fresh database from the web. (Please note that this operation can take up to an hour to rebuild the entire database!) 7 Copyright 2005 Mobile Workforce, Inc.
Orders Creating Orders To create an order, tap the Orders tab to enter the Orders module. Then tap the Orders menu and select New Bill Only to begin a new order. This will display the Select Customer page. To view detailed information about a customer, tap and hold on the customer s name. This will display the customer s details in the Customer Details page. To exit this page, tap the back button. To select a customer, tap on the customer, in the top part of the Select Customer window and then appropriate ship-to addresses will display in the lower part of the window. Select the ship-to and then tap Next. This will display the Select Manufacturer page if your company sells products from multiple manufacturers. 8 Copyright 2005 Mobile Workforce, Inc.
Tap on the manufacturer for this order and tap the Next button. This will display the Select Products page. There are three ways to enter products into worksmart!-mobile. If you know the product SKU, you can enter it manually in the SKU field and tap blue return arrow to continue entering the rest of the product info if worksmart!-mobile finds it to be a valid product in the catalog. Once all of the product s information has been entered tap the Add button to add it to the order. If you have a scanner card, simply plug in your scanner card and hit the scan button to begin entering products. After each product is completely entered, tap the Add button. If you don t know the SKU and don t have a scanner then you will want to use worksmart!-mobile s look up feature. Looking Up Products If you don t know the product number of an item you need to order, tap the Lookup button to see the Product Catalog page. 9 Copyright 2005 Mobile Workforce, Inc.
To view detailed information about a product, tap and hold on the product s name. This will display the product s details in the Product Details page. To exit this page, tap the back button. Select a product by tapping the desired product listed in the SKU column. Tap Select and the Select Products page s Item and Price fields are populated with that item s information. Creating Orders - Continued 10 Copyright 2005 Mobile Workforce, Inc.
If you want a different price then what worksmart!-mobile is displaying, tap the down arrow in the price scheme field and select the pricing scheme that applies to this product. You can then continue entering the items information. Once all the information for the product has been entered, tap the Add button to add the item to your order. If you don t want to add the selected item to your order, simply select, scan, or enter another. If you accidentally add an unwanted item to your order, tap the product you wish to remove and tap the Remove button. If you have any miscellaneous charges, products, taxes, and so on, you can add them by tapping on the blue Return arrow and enter the price and description. Be sure to hit the Add button when you have finished with the description and price. To continue with the order, tap Next to see the Miscellaneous page. 11 Copyright 2005 Mobile Workforce, Inc.
Enter the surgeon s name or if you have the surgeon in your contact list, hit the contact button next to the surgeon name field to open the contacts page and select the surgeon from your list of contacts. Then enter the patient s name, the purchase order number, surgery date, and any notes if applicable for this order and then tap Next. (Please note that if you do not check the surgery date check box, no date will be saved or uploaded to the web!) This will display the Review Your Order page. Reviewing and Submitting Orders If you need someone to sign for the order, have them sign in the light blue signature capture box. If they mess up or have problems tap the clear button to let them start over again. If you have a customer enabled to have a fax or email of the order sent to them, you may place a check in the Send copy to customer fax/email check box if you wish. Tap Submit to save and place the order in the Outgoing folder to be sent to the server the next time you synchronize your device. The order will appear in the Outgoing folder. 12 Copyright 2005 Mobile Workforce, Inc.
Saving Draft Orders If you don t want to send the order just yet, tap Save instead of Submit to save the order s information on your device. The order will not be sent when your device is synchronized until the order has been submitted using the Submit button. The order appears in the Drafts folder. Later on, you can edit this order by tapping the order in the Drafts folder list. The order s entry appears highlighted in the Select Customer page. You can then proceed to edit the order as required by paging through the order creation process. Printing Orders To print a copy of this order, specify the number of copies to print, with or without prices on the Review Your Order page. Next, tap the Print button to open up the Print page. 13 Copyright 2005 Mobile Workforce, Inc.
Change the settings for your printer by selecting the printer from the Printer drop down, the Port you are using to connect to it, whether it s Color/Mono, and Paper Size. You can select even more printing options by tapping the More Settings button. From here, select the other settings you wish to change and then hit the Ok button to return to the main print page. When you are ready to print, tap the Start Printing button to print the order. 14 Copyright 2005 Mobile Workforce, Inc.
Creating Quotes To create a quote, tap the Orders tab to enter the Orders module. Then tap the Orders menu and select New Quote to begin a new quote. This will display the Select Customer page. To select a customer, tap on the customer, select the appropriate ship-to address, and then tap Next. This will display the Select Manufacturer page if your company sells products from multiple manufacturers. 15 Copyright 2005 Mobile Workforce, Inc.
Tap on the manufacturer for this quote and tap the Next button. This will display the Select Products page. There are three ways to enter products into worksmart!-mobile. If you know the product SKU, you can enter it manually in the SKU field and tap blue return arrow to continue entering the rest of the product info if worksmart!-mobile finds it to be a valid product in the catalog. Once all of the product s information has been entered tap the Add button to add it to the quote. If you have a scanner card, simply plug in your scanner card and hit the scan button to begin entering products. After each product is completely entered, tap the Add button. If you don t know the SKU and don t have a scanner then you will want to use worksmart!-mobile s look up feature. If the pricing scheme is different then what worksmart!-mobile has selected by default, tap the down arrow in the price scheme field and select the pricing scheme that applies to this product. You can then continue entering the items information. Once all the information for the product has been entered, tap the Add button to add the item to your quote. If you don t want to add the selected item to your quote, simply select, scan, or enter another. If you accidentally add an unwanted item to your quote, tap the product you wish to remove and tap the Remove button. 16 Copyright 2005 Mobile Workforce, Inc.
If you have any miscellaneous charges, products, taxes, and so on, you can add them by tapping on the blue Return arrow and enter the price and description. Be sure to hit the Add button when you have finished with the description and price. To continue with the quote, tap Next to see the Miscellaneous page. Enter the surgeon s or if you have the surgeon in your contact list, hit the contact button next to the surgeon name field to open the contacts page and select the surgeon from your list of contacts. Then enter the valid until date and any notes if applicable for this quote and then tap Next. This will display the Review Your Quote page. 17 Copyright 2005 Mobile Workforce, Inc.
If you need to print a copy select how many copies to print and hit the print button. When you are finished hit the Save button to save the quote. If you would like to create a new Bill-Only order from your Quote, tap and hold on the Quote in the Orders module and select New Bill from Quote. Viewing Order Totals You can display totals for all orders displayed in the Orders module. To do so, tap Orders and then select Show Totals, the Orders module now shows the totals for all orders. You can tap the Show Totals item a second time to remove the totals from the window. Searching for Products If you would like to simply look through or search the Product Catalog without creating an order, you can do so by using the search feature. To search the Product Catalog for an item, tap the Search menu to enter the Product Catalog. Then just enter the text to find, and tap Search. If you would like to narrow down your search or expand it, tap on the Columns to search menu and select the fields in the Product Catalog you would like to search. When you find the item you wanted to view, tap and hold it to see its details. If you leave the search field blank you can browse the entire catalog. 18 Copyright 2005 Mobile Workforce, Inc.
Inventory Receiving Inventory You can receive your inventory by tapping the Inventory tab to enter the Inventory module. To receive inventory items, tap the Inventory menu and select New Receive. This will bring up the Select Location/Tracking page. Select the location to receive the inventory into, enter an Order Number, and then click Next. The Select Products page appears. Select the product(s) you want to receive using the lookup option, scanner, or manual input, add in the lot, expiration date, quantity, and click Add. Once you have added all the products you are receiving click Next. The Review Your Inventory page appears. 19 Copyright 2005 Mobile Workforce, Inc.
Click Save to save your receive to be edited and submitted at a later date or Submit to be sent to the server on the next synchronization. Transferring Inventory You can transfer your inventory by tapping the Inventory tab to enter the Inventory module. To transfer inventory items, tap the Inventory menu and select New Transfer. This will bring up the Select Location/Tracking page. Select the location to transfer from, the location to transfer inventory to, and then click Next. The Select Products page appears. 20 Copyright 2005 Mobile Workforce, Inc.
Select the product(s) you want to transfer using the lookup option, scanner, or manual input, add in the lot, expiration date, quantity, and click Add. Once you have added all the products you are transferring click Next. The Review Your Inventory page appears. Enter a reason for the transfer in the Reason field and have the person receiving the transfer, if present, sign off for the transfer in the Signature box. Click Save to save your receive to be edited and submitted at a later date or Submit to be sent to the server on the next synchronization. Expired Inventory Report You can view items in your inventory locations that are about to expire or have already expired by opening the Expired Inventory Report. To do so, tap the Inventory menu and select Exp. Report. 21 Copyright 2005 Mobile Workforce, Inc.
This will display the Expired Inv Report page. From here you can view the SKU, Lot, Location, Quantity, Expiration Date, and Description of the parts that are expiring or have expired. 22 Copyright 2005 Mobile Workforce, Inc.
Surgery Schedules Creating Surgery Schedules You can create a new surgery schedule by tapping the Surgery tab to enter the Surgery Scheduler module. To create a schedule, tap the Surgery menu and select New. This will display the Surgery Schedule creation page. From here you will specify the Start time, Duration, Customer, Contact, Location, Patient, Age, Gender, Surgeon, and whether Attendance is Required or not. If you do not enter a start time, the case will appear in Outlook as an all day event and be labeled Unspecified on the worksmart! website. If the contact for the case, surgeon, or patient is in your contact list on your device, tap the contact button next to the appropriate field to display the contact list and select the contact. This will automatically populate the name in the field. To select a Procedure, click the Procedure tab and pick one from the drop down. 23 Copyright 2005 Mobile Workforce, Inc.
Once you have picked a Procedure from the drop down, there may be attributes that you can select in the screen just below the procedure drop down. Simply check what you require. If your surgery has any notes, click the Notes tab and enter them. Once you are finished tap the OK button in the upper right hand corner of the screen. You will notice that a new case appears in the Surgery Scheduler module. Schedules that have either been changed by you or are new and have not been synced are denoted by the two arrows in a circular pattern. 24 Copyright 2005 Mobile Workforce, Inc.
This shows that they need to be synced with the server. Schedules that are denoted in Bold Print are schedules that have not been viewed yet. Schedules that have been crossed out are schedules to be deleted and usually appear with the sync arrows next to them as well. Schedules that are a light gray color indicate they are past surgeries and schedules that are normal looking darker text are upcoming and already viewed. 25 Copyright 2005 Mobile Workforce, Inc.
Surgeon Profile Surgeon Profiles You can create a Surgeon Profile by tapping on the Sur. Profile tab to enter the Surgeon Profile module. It allows you to store contact details, places of work, insurance companies accepted, hobbies, family, and any custom information generated by your company to keep track of your surgeons. To create a new Surgeon Profile tap the Sur. Profile menu and select New. Enter your surgeon s contact information on the Surgeon page. Once you have filled out the information, tap the next arrow at the top right corner of the screen to continue to the Hospital/Clinic page. 26 Copyright 2005 Mobile Workforce, Inc.
Enter the Hospital/Clinic s information and then tap the next arrow when you are ready to continue to the next Hospital/Clinic page. Once you have finished with the Hospital/Clinic information, you ll have the option to enter the surgeon s business information. When you are finished, tap the next arrow to proceed to the Training page. 27 Copyright 2005 Mobile Workforce, Inc.
If you know any of your Surgeon s training information you can enter it on the Training page. To continue, tap the next arrow to go to the Insurance page. If any of the insurance companies that the surgeon is accepted by are known, you can list them on this page. When you are ready to continue, tap the next arrow to go to the Personal page. If you desire to list any personal information for the surgeon, you may enter it on the Personal page. To continue to the Miscellaneous page, tap the next arrow. 28 Copyright 2005 Mobile Workforce, Inc.
If any custom questions have been generated by your company you will find them on the Miscellaneous page. When you are finished creating the Surgeon Profile, tap the OK button in the upper right hand corner of the screen to save the profile. If you would like to export your Surgeon Profiles to your handheld s contact list, tap the Sur. Profile menu and select Export. (Please note that this operation will export ALL your surgeon profiles and may take a few minutes depending on how many you have) If you have updated or created new profiles since the last export and export again, it will only create/update the new or missing profiles. 29 Copyright 2005 Mobile Workforce, Inc.
FAQ FAQ Q. My ipaq died and there is nothing on it. What do I do? A. From your computer, you will need to download worksmart! from the Mobile Workforce web site. The site address is http://www.mobileworkforce.net:8080 You will need to enter you username and password and log in. Once you have logged in you will need to click on the help tab and locate the software section. When you have done so you will need to click on the worksmart! PocketPC application link. This will start the download. You will need to decide whether to save the installer file locally by clicking save or open it remotely by clicking open. If you click the save option you will need to chose a location to save the file. Once you have saved the file you will need to open it. Find the installer program and double click it. Then follow the on screen instructions. Once you have finished the install you will need to set the preferences in worksmart! Q. worksmart! won t open. What do I do? A. Press the itask button on the ipaq (the far right button) and in the itask popup window that appears tap and hold on one of the running programs. When the menu pops up, chose the close all tasks option. This should enable you to open worksmart! now. If not you may need to perform a soft-reset. Q. worksmart! keeps saying that I don t have a valid internet connection. What do I do? A. Make sure you are connected to the internet and ActiveSync is running. If you are and it is running you will need to try giving the ipaq a soft reset. If this doesn t help, try rebooting both the ipaq and the computer itself. Q. My scanner isn t working. What do I do? A. Make sure that the scanner is properly seated in the expansion slot. If it is and it s still not working you will need to perform a soft-reset. If that still fails to fix the problem you will need to call Mobile Workforce Technical Support. Q. When I print from the ipaq, the printer prints strange characters. What do I do? A. Make sure that you have the correct printer selected from the printer drop down in worksmart!. Q. My ipaq won t sync with my computer. What do I do? A. First, make sure that you have your ipaq on and properly seated in its cradle. If it is on and in the cradle and still not working you may need to restart your computer and your device. Q. My ipaq crashed and is frozen. What do I do? A. You will need to perform a soft-reset. To do so, take your stylus and momentarily press it into the small hole located on the back or bottom of the ipaq. 30 Copyright 2005 Mobile Workforce, Inc.
Soft Reset How to Perform a Soft Reset To perform a soft reset of your device to close all open programs and recover from a program freezing, take your stylus and momentarily press it into the small hole located on the back or bottom of the ipaq. Updating worksmart!-mobile How Update/Install worksmart!-mobile from the web To upgrade the version of worksmart! on your Pocket PC, you must perform the following steps: 1. Remove your scanner from the Pocket PC. 2. Make sure you are connected to the Internet (usually done by using ActiveSync with your computer that has Internet access or is using a wireless modem). 3. In worksmart! do a Sync with Office, and sync all orders and surgeries. 4. Then close worksmart! by tapping on the worksmart! button on the bottom control bar, and then tap Close. Do not use the X in the upper right hand corner, this only hides worksmart!, it does not close it. 5. Launch your internet browser (commonly Internet Explorer) on your desktop computer, and enter the worksmart! web site http://www.mobileworkforce.net:8080 in the Address line and click the Go button. The worksmart! login screen will be shown. 6. Enter your username and password. 7. Click on the Help Tab, and locate the software section at the bottom of the page. 8. Click on worksmart! PocketPC Application, then click on RUN on the next window. 9. Click on I Agree to the license agreement. 10. Click on Install. 11. Click Yes to all the questions shown on the computer. 12. On the Pocket PC Tap OK to reinstall the worksmart! applications. 13. When the installation is complete, launch worksmart! on your Pocket PC. 14. worksmart! will automatically update the catalog. You must then do a Sync with Office to obtain your surgery schedules. 31 Copyright 2005 Mobile Workforce, Inc.
Technical Support If you need help using the Mobile Workforce worksmart!-mobile application, visit our website at http://www.mobile-workforce.com, or contact us by mail, email, FAX, or telephone: Mobile Workforce, Inc. 2501 SE Mile Hill Drive, Suite A-104 P.O. Box 633 Port Orchard, WA 98366 USA Email: support@mobile-workforce.com Tel: (360) 874-2424 FAX: (360) 874-2690 32 Copyright 2005 Mobile Workforce, Inc.