OfficeTrack Mobile User Guide (Android)

OfficeTrack Mobile User Guide (Android)

Contents 1 Preface... 3 1.1 Abstract... 3 1.2 Purpose of this document... 3 2 System Requirements and Settings... 4 2.1 Minimum System Requirements... 4 2.2 Recommended System Settings... 4 3 Installing OfficeTrack... 5 4 Using the Main Screen... 7 5 Reporting Attendance (for Workforce Attendance and Workforce Management)... 8 5.1 Reporting Your Attendance... 8 5.2 Reporting Your Employee's Attendance... 9 6 Working with Location (for Workforce Tracking and Workforce Management)... 10 6.1 Sending Your Current Location... 10 6.2 Viewing Your GPS Data... 10 6.3 Viewing your Location on the Map... 11 6.4 Viewing Active Devices... 11 7 Working with Tasks (for Workforce Management)... 13 7.1 Working with your Task List... 13 7.2 Receiving a New Task... 14 7.3 Reporting Task Start... 15 7.4 Reporting Task Completion... 15 7.5 Adding a New Task... 16 7.6 Reassigning a Task... 17 8 Working with Orders... 19 9 Working with the Catalog... 22 10 Working with Forms (for Workforce Management)... 23 11 Alerting an Emergency... 24 12 Adjusting your Setting... 25 13 Synchronizing your OfficeTrack Application... 27 14 Exiting OfficeTrack... 28 OfficeTrack Mobile User Guide (Android) Page 2

1 Preface 1.1 Abstract This document includes instructions on how to use the OfficeTrack application for Android. 1.2 Purpose of this document The purpose of this document is to guide users how to use the OfficeTrack application for Android. OfficeTrack Mobile User Guide (Android) Page 3

2 System Requirements and Settings 2.1 Minimum System Requirements The minimum system requirement to install OfficeTrack is: Android OS 2.2 or above. 2.2 Recommended System Settings The following system settings are recommended when working with OfficeTrack: From your mobile device, from Settings > Location services, select: Use wireless networks. Use GPS satellites. Figure 2-1 Location Services Settings OfficeTrack Mobile User Guide (Android) Page 4

3 Installing OfficeTrack To install OfficeTrack on your mobile device: 1. Click Play Store and install OfficeTrack. 2. Once the app has been installed, open OfficeTrack. 3. From the Providers List, select SingTel. 4. Click Yes. 5. Now you can use the app. OfficeTrack Mobile User Guide (Android) Page 5

Note: You need to perform steps 3-4 only when you open OfficeTrack the first time after installation. OfficeTrack Mobile User Guide (Android) Page 6

4 Using the Main Screen From the main screen you can tap an icon to perform the action or access a part of the application. Notes Some icons are displayed if you have the corresponding user permissions. You can use the device Back button, where applicable, to go back to the previous screen without saving the entered data or performing the action. Figure 4-1 Main Screen Upper Part Figure 4-2 Main Screen Lower Part OfficeTrack Mobile User Guide (Android) Page 7

5 Reporting Attendance (for Workforce Attendance and Workforce Management) You can report your attendance. Depending on your user permissions, you can also report your employee's attendance. (User Type = Manager) 5.1 Reporting Your Attendance To report your attendance: 1. From the main screen tap Attendance. 2. From Attendance Menu, in Report Type, tap Clock In and from the dropdown menu select your report type. 3. You can enter additional info and select a customer. 4. To send the report, tap the send icon. Figure 5-1 Attendance Menu OfficeTrack Mobile User Guide (Android) Page 8

5.2 Reporting Your Employee's Attendance Note: This feature is available if you have the corresponding user permissions. To report your employee's attendance: 1. From the main screen tap Attendance Others. 2. From Select Employees, select the employee(s) and click the confirmation icon. 3. From Attendance Menu, in Report Type, tap Clock In and from the dropdown menu select your report type. 4. You can enter additional info and select a customer. 5. To send the report, tap the send icon. OfficeTrack Mobile User Guide (Android) Page 9

6 Working with Location (for Workforce Tracking and Workforce Management) You can send your current location and view your device's GPS data. Depending on your user permissions you can also view your location on the map and view current locations of your company's active mobile devices. (User Type = Manager) Figure 6-1 Location Menu 6.1 Sending Your Current Location To manually send your current location to the OfficeTrack Workforce Management platform: 1. From the main screen tap Location. 2. From Location Menu tap Send Current Location. 6.2 Viewing Your GPS Data To view your device's GPS data: 1. From the main screen tap Location. 2. From Location Menu tap GPS Data. OfficeTrack Mobile User Guide (Android) Page 10

Figure 6-2 GPS Data 6.3 Viewing your Location on the Map Note: This feature is available if you have the corresponding user permissions. To view the location of your device on the map: 1. From the main screen tap Location. 2. From Location Menu tap Show Location On Map. 6.4 Viewing Active Devices Note: This feature is available if you have the corresponding user permissions. To view the current locations of your company's active mobile devices and/or vehicle units: 1. From the main screen tap Location. 2. From Location Menu tap Active Devices. OfficeTrack Mobile User Guide (Android) Page 11

Figure 6-4 Active Devices List 2. You can view the locations on a map. Tap an entry from the list, then tap the globe icon. OfficeTrack Mobile User Guide (Android) Page 12

7 Working with Tasks (for Workforce Management) You can view your task list, receive a new task, and review its details. You can further report on the task's performance status and completion, and more. Depending on your user permissions you can also add a new task, reassign an existing task, and more. 7.1 Working with your Task List To view and work with your task list: 1. From the main screen tap Tasks. 2. From Tasks List All you can view your tasks. Figure 7-1 Tasks List 3. You can search a task. Click the search icon and enter the task's Customer Name or Description. OfficeTrack Mobile User Guide (Android) Page 13

4. You can filter the tasks by different day ranges. Click the device Options button and from the menu tap Filter by Date. 5. You can view the tasks whose status is closed and not done. Click the device Options button and from the menu tap Closed and Not Done. 7.2 Receiving a New Task To view your task details and report the task status: 1. From the main screen tap Tasks. 2. From Tasks List All tap the task. 3. From Task Information you can view the task details. 4. Click the task confirmation icon to confirm task receipt. OfficeTrack Mobile User Guide (Android) Page 14

Figure 7-2 Task Information 7.3 Reporting Task Start You can send a report that you are starting to work on the task: 1. From the main screen tap Tasks. 2. From Tasks List All tap the task. 3. From Task Information click the start icon. 7.4 Reporting Task Completion When you complete the task, you can send a task completion report with various details: 1. From the main screen tap Tasks. 2. From Tasks List All tap the task. 3. From Task Information click the device Options key and from the menu tap Close. If the close icon is displayed, you can optionally tap it. Note: You have the option to report that the task was not performed. Click the device Options key and from the menu tap Not Done. 4. From Task Report Close, enter the information. OfficeTrack Mobile User Guide (Android) Page 15

5. Depending on your user permissions, you may also be able or required to: Select a report template Enter free text additional information Add a photo Enter a catalog item Enter the customer's signature and more. Figure 7-3 Task Report - Close 6. To send the report, click the send icon. 7.5 Adding a New Task Note: This feature is available if you have the corresponding user permissions. You can create a new task for yourself. To add a new task: 1. From the main screen tap Tasks. 2. From Tasks List All click the device Options key and from the menu tap Add Task. OfficeTrack Mobile User Guide (Android) Page 16

3. From Add Task tap Customer Name. 4. From Layers you can either: In Enter text here enter the customer's name and tap My Search Tap the layer and tap the customer. 5. Enter the other required details. 6. To confirm the task, tap the send icon. Figure 7-4 Adding a Task 7.6 Reassigning a Task Note: This feature is available if you have the corresponding user permissions. You can reassign a task to another employee. To reassign a task: 1. From the main screen tap Tasks. 2. From Tasks List All tap the task. 3. From Task Information click the device Options key and from the menu tap Reassign. 4. From Select Employees tap the employee. OfficeTrack Mobile User Guide (Android) Page 17

5. Tap OK. Figure 7-5 Reassigning a Task OfficeTrack Mobile User Guide (Android) Page 18

8 Working with Orders Note: This feature is available if you have the corresponding user permissions. 1. From the main screen tap Orders. 2. From Layers you can act in one of the following ways: In Enter text here enter the customer's name and tap My Search Tap the layer and tap the customer Tap the new order icon. Figure 8-1 Layers 3. From Order Report fill out the details. OfficeTrack Mobile User Guide (Android) Page 19

Figure 8-2 Order Report Upper Part 4. You can add a catalog item to your order. Optionally: a. Tap the catalog icon, or b. Tap Tap here to add an item. Figure 8-3 Order Report Lower Part 5. From Selected Catalog... tap the select icon. 6. From the catalog, select the item. 7. From Catalog Item Details, in Quantity, enter the quantity. OfficeTrack Mobile User Guide (Android) Page 20

Figure 8-4 Catalog Items - Quantity 8. Then tap the confirmation icon. 9. From Selected Catalog tap Finish. 10. From Order Report, tap the send icon. OfficeTrack Mobile User Guide (Android) Page 21

9 Working with the Catalog Note: This feature is available if you have the corresponding user permissions. 1. From the main screen tap Catalog. 2. From Categories List: or Tap the category and scroll to the item In Enter text here enter the item name and tap: Global Search: To search the global stock My Search: To search your personal stock. 3. Tap the item to view its details. Figure 9-1 Categories List OfficeTrack Mobile User Guide (Android) Page 22

10 Working with Forms (for Workforce Management) Note: This feature is available if you have the corresponding user permissions. You can fill out a form, for example to report on an activity, a project and so on. To fill out a form: 1. From the main screen tap Forms. 2. From Forms select the form you want to fill out. 3. Fill out the form. 4. To send the form, tap the send icon. OfficeTrack Mobile User Guide (Android) Page 23

11 Alerting an Emergency You can send an emergency alert to a representative of your company. The alert is received, depending on your company's OfficeTrack system settings, in one or more of the following forms: A message in the platform An email. To send an emergency alert: 1. From the main screen tap Emergency. OfficeTrack Mobile User Guide (Android) Page 24

12 Adjusting your Setting You can adjust a variety of setting such as your privacy, startup screen, and more. To adjust one or more settings: 1. From the main screen tap Settings. 2. To adjust: Privacy: Tap the select icon to set your device to a privacy mode. When your device is in privacy mode the system does not display its updated location. Startup Screen: Tap the selected item and from the dropdown menu select the screen to be displayed when you open OfficeTrack Workforce Management. Send Task Warning: Tap the select icon to get a warning message: "Are you sure you want to send the report?" when you tap the send icon to send a task completion report. Cat items to display: Tap the selected item and from the dropdown menu select the number of catalog items to be displayed on your device. This does not affect search results, i.e. if your required catalog item is not displayed on the list, it will still come up in a search. Map Size: Tap the selected item and from the dropdown menu select the map size to be displayed. 3. To save your settings, tap the confirmation icon. OfficeTrack Mobile User Guide (Android) Page 25

Figure 12-1 Settings OfficeTrack Mobile User Guide (Android) Page 26

13 Synchronizing your OfficeTrack Application You can synchronize your OfficeTrack Application with the OfficeTrack web system, for example to download a new published form, or to allow a new permission allocated to you to come into effect. To perform data synchronization: 1. From the main screen tap Settings. 2. Tap Full data sync. Figure 13-1 Full Data Sync OfficeTrack Mobile User Guide (Android) Page 27

14 Exiting OfficeTrack To exit OfficeTrack Workforce Management: 1. From the main screen tap Exit. 2. Tap OK. OfficeTrack Mobile User Guide (Android) Page 28