Admin User Manual
Contents
1. Total Workflow Solutions A gt WT JobStream Admin User Manual Index Glossary of Terms PART 1 0 PART 1 1 PART 1 2 PART 1 3 PART 1 4 PART 1 5 PART 2 0 PART 2 1 PART 2 2 PART 3 0 PART 3 1 PART 3 2 PART 4 0 PART 4 1 PART 4 2 PART 5 0 PART 5 1 The Admin Site Getting Started Selecting a User for a Device iPad Computer Adding a User Adding a New Customer to the Data Base Type of Job Status of the Job Viewing the Calendar Viewing the Calendar Jobs Completed Viewing the Calendar Post and Predate Adding a New Job to the Calendar Viewing Details of Jobs Scheduled for individual Users Viewing Jobs Scheduled for individual Customers Adding Materials to the Data Base Adding Materials to the Job From a Suppliers Invoice Category Materials an Advanced Feature Function Buttons Detailed Description Function Buttons on the Customer Home page Page No 10 11 12 15 15 16 17 18 19 20 Glossary of Terms Attachment Any uploaded document or attachment connected to a job For example Job Plans OHS Procedures Dial Before You Dig Plans Safe Work Method Statements etc Calendar The Calendar displaying Blocks of time representing the various Jobs Scheduled Category An advanced feature that may not always be needed by every User Tasks Work Items and Materials may be grouped by Category so that searchi2. Add and this screen appears Full Name Enter the Users Name e g Bob Then Full Name e g Bob Short Then touch Save 2 Now continue entering all Users by repeating the process remembering to touch Save after each entry 3 Once all users have been entered into this data base they can now be nominated as Device Users for their individual iPad or computer Important Note A User can be selected for more than one Device For Example Bob Green may be go using an iPad in the field but also use his office computer when back at base In this example Bob can be selected as the User on his iPad and also his office computer But only one User can be selected for each device You have now started building your Data Base PART 1 3 Adding a New Customer to the Data Base To add a New Customer the user needs to be on the Jobs List page So on the Admin Page simply touch Jobs List This can also be done from the Main Menu Page On the Jobs List Page touch the Add Button bottom RHS of page The Add New Job page appears Touch the Search button beside the Customer field The Searching for Existing Customer page appears Touch the Add button once again The New Job Add New Customer Page appears Touch Customer Type BLUE BOX and from the drop down menu select Company or Individual MoS a a 6 Now simply fill in all required fields using the screen keyboard and ensuring the email address is accurate This will enable the
3. List Calendar Options Ashley Connor Cameron Watt Jeremy Hodnik Peter Laurent Ryan Nolte Brad Laurent 08 00 08 30 a Weston 08 30 09 00 352 10 2154 Curtin Te ezn _ 952 10 2154 Curtin Hiaains 09 30 10 00 HOFOO 10130 451 2528 Belconnen 10 30 11 00 00 11 30 50 10 2684 00 13 30 49 14 2673 Torrens 00 15 30 calli 16 00 14 30 2 50 7 2681 52 12 2707 o 8G Fig 4 The Calendar Displaying Scheduled Jobs All time blocks on the Calendar in the above example are coloured charcoal This colouring informs the viewer that the jobs displayed are scheduled but not yet completed Part 2 1 Viewing the Calendar Jobs Completed The Calendar below Fig 5 shows Jobs displayed in Red A Job displaying in Red indicates that ALL aspects of the Job have been completed and an Invoice generated by the System VVliouule vy way ivi cuwver lt evig Ashley Connor Cameron Watt Jeremy Hodnik Peter Laurent Ryan Nolte Brad Laurent 08 00 08 30 ee Stirlina oj o Bi wj o oj 43 7 2618 Reid _ wo wo W i UJ Oo o o p Q oO 00 10 30 oO Ww Oo i fs l O ry pa o o _ p N i pa N UJ e me U e _ o Ww o o y N w oOo ray Ww o o m w w oO 46 5 2644 35 14 2533 Canberra City Phillip 30 14 00 UJ _ u
4. be Hang Door T The Work Item might be Decorative Front Door The Materials might be Hardy s Colonial Entrance Door O PLUMBER 2 Example 2 Assume the Category is Cisterns The Task might be Repair Cistern in Main Bathroom O The Work Item might be Repair leaking inlet a The Materials might be Fluid Master Side Inlet Valve 2 O So searching for a Task Work Item or Materials is much easier when the aforementioned headings have been linked to a Category as the user does not have to search the ENTIRE database for materials For example When the builder searches for the actual door in his Materials database under the Category DOORS there might only be six or seven doors in his list So searching for the door and adding it to the Job is quick and simple The same applies as he searches for his Task Work Item and Materials under the DOORS Category Setting up Categories is not an essential requirement of establishing the data base However in the event that a Materials data base might become very large over a period of time an early decision to employ a Category classification system for Materials Tasks and Work Items may assist Users at a later date JobStream Help will be pleased to assist with this feature 18 PART 5 0 Function Buttons Detailed Description The second tool bar displays the following buttons on the Jobs Details page e Schedule Touching the Schedule button opens the screen displ
5. iPad that s being used will need to be identified for the System so a User needs to be nominated to use this Device Each time this device logs onto JobStream the system will recognise the device as the USER Therefore each different iPad will identified by a different USER On the second tool bar of the Admin Screen touch Device the following screen will appear Now touch the blue box marked Select User for this Device and from the drop down list that appears select the User who will be using this device 3 Touch Save at the bottom RHS of the screen i Telstra F 8 19 AM Back Admin Screens Set User For Device Keiran Laurent Categories Material Rates Tasks Work items GL List Procedures Users Reports Device Select User For this Device Keiran Laurent v In the above example the User for the Device is Keiran Laurent and each time this iPad logs on to JobStream it recognises Keiran Laurent Once a User has been Selected for the device commencement of building the various data bases can begin PART 1 2 Adding a User Users quite simply are the people who will be using JobStream in their daily routine They will generally be accessing the System with an iPad 1 Touch Users on the Second Tool Bar then touch Add il Telstra 1 35 PM Back Admin Screens Add New User Keiran Laurent Categories Material Rates Tasks Workltems GL List Procedures Users Reports Device User Name To add a User touch
6. Keiran Laurent Schedule Task Attayment Work items Materials Time Invoice View the Invoice generated for this ioh An Admin stomer 5 Function Button Start Time Tracking View See who Work Items and attachments such as SWMS OHS Docs Plans etc Materials used on the Job else other than you is Return at any time to scheduled for the Job view the Job List See the Job Tasks undertaken on the Job Type Assigned To Keiran Laurent wv Comments Posto Make full use of the comments box with a brief detail of the Job Requirements Cancel VY Save 20
7. Spotless HACS Touch the Exclude Date button 50 9 2683 Ryan Nolte Spotless HACS 52 7 2702 Ryan Nolte Spotless HACS to VIEN A Il Jobs of ANY date for 31 5 2490 Ryan Nolte PLUMBER OUT OF SERVICE TECH COLLEGE a selected Customer 52 4 2699 Ryan Nolte Spotless HACS 3 55 Novar Street 26 02 2013 08 00 00 52 5 2700 Ryan Nolte Spotless HACS 14 5 Beasley Street 26 02 2013 10 01 00 52 10 2705 Ryan Nolte Mrs Talberg 149 Lambriqq St 26 02 2013 15 01 00 V Add Fig 2 Job List Displayed for individual User for the same period PART 3 2 Viewing Jobs Scheduled for individual Customers 1 Touch Customer and select a customer from the drop down menu then touch Search 2 All jobs now displayed are now only those that have been scheduled for the selected customer 3 Generally the date of the job would need to be known when jobs for selecting specific customers However to view ALL jobs that have been carried out for a particular client select the Customer from the drop down menu then touch the Exclude Date button on the top RHS of the Jobs List Screen Then touch Search Now all jobs ever undertaken or jobs completed for a particular 4 This feature is handy to quickly view a jobs history for a client at a single glance Jobs undertaken for a Real Estate Agent for example where multiple addresses might be the case 15 PART 4 0 Adding Materials to the Data Base In the Admin Screen Materials can be added to the data base 1 On the second tool b
8. a User may purchase material s specifically for a client job that supplier invoice can be used to add the materials as the User is building the Invoice When viewing the Job details page Touch Materials on the second tool bar Then touch Add Supplier Invoice bottom RHS of screen The following screen appears and allows the user to enter the Supplier Invoice Number Enter cost of material in the Cust Amt Ex GST field IMPORTANT the material cost must reflect the cost to the Customer oe SP yn Finally indicate the number of items by changing the Quantity field 6 Then touch Save wil Telstra F 5 52 PM 94 mm Back Job Details Job 67 3 2846 Spotless HACS Add Supplier Invoice User Keiran Laurent JobList Calendar Options Schedule Task Attachment Work items Materials Time Invoice Category N a Code N a Invoice No Cust Amt Ex GST IMPORTANT Customer Cost Quantity 1 Ensure the quantity is correct before touching Save Cancel Save 17 PART 4 2 Category Materials an Advanced Feature Why Set up Categories Materials Tasks and Work Items can be designated a Category code The following examples illustrate the why a Category for Materials Tasks and Work Items might be helpful when establishing your data base so that the System links the Task Work Item and Materials with a common Category Code N BUILDER S Example 1 Assume the Category is Doors The Task might
9. ar of the Admin Screen touch Materials 2 Atthe bottom RHS of the Material List screen touch Add The following Screen will appear Telstra gt 8 14 AM Back Admin Screens Add Material Keiran Laurent Categories Material Rates Tasks Workltems GLList Procedures Users Reports Device Material Code Category Item Service Char v Description Ensure the Cost field reflects the Cost 0 Material SELLING price Cancel Save 3 Inthe Material Code field type in the code for the material item The code may be a Supplier Code from an invoice or the Users own internal coding system 4 Next touch Item Service Char and from the drop down menu select the relevant Item Service Charge 5 Next in the Description field type a brief description of the Material Item Next in the Cost field enter the SELLING cost of the Material item 7 The Active button is an advanced feature of JobStream where a Material item may be nominated either Active or Inactive for usage purposes When entering new materials to the data base for the first time ensure Active is selected 8 Now touch Save Repeat this process for all items to entered into the data base 16 PART 4 1 Adding Materials to the Job from a Supplier Invoice The flexibility of JobStream allows Materials to be added to the data base at any time One advantage of JobStream is that Materials can be added to the data base directly from a suppliers invoice On occasions
10. at the job Time keeping will stop by touching the Stop Time Tracking button This is usually done when all work and data entries have been completed and the job is considered finished e Invoice Touching the Invoice button will display a copy of the Invoice that has been generated by the System reflecting all chargeable Time and Materials consumed by the Jobe e Tasks touching the Tasks button allows entry for a description of the task to be undertaken e Work Items touching the Work Items may best be described as a subset of the Tasks button allows a more specific detail of the Job to be entered e g a specific task at a specific location on the job e GLList touching the GL List button allows Job Codes to be added to differentiate between Job Types e Procedures touching the Procedures button allows to upload a Procedure for later attachment to any Job e Users touching the Users button allows the adding of Users employees using the various iPads to the System e Reports touching the Reports button opens e Device touching the Device button allows pairing of a device iPad or computer to the System 19 PART 5 1 Function Buttons on the Customer Home page View this Your User Jobs Details System Allows you to return generated Name the Calendar and Job Number view at any time at__ Telstra 4 03 PM Back Job Details Workforce on tap Job Details User
11. aying the user s who ve been assigned to the JOB e Task Touching the Task button opens the Task screen where tasks relevant to the job can be selected from the drop down menu accessed by touching the All Category field and making a selection from the list e Attachment Touching the Attachment button opens the screen displaying any attachments pertinent to the individual job such as site plans dial before you dig plans official Customer Job Order etc These attachments are added by the System Administrator An attachment can be opened simply by touching the desired Attachment e Work Items Touching the Work Items button opens the screen displaying a further more detailed description of actual tasks carried out on the job Again by touching the All Category button on this page will display a list of Work Items which may be selected e Materials Touching the Materials button opens the screen displaying materials used ona job This screen also displays the material Item Code the Material Item Description and the price of the item This screen also allows the user to select such items as Service Call Charges After Hours Surcharge and the ability to select materials form a hard copy of a Suppliers Invoice These buttons are located at the bottom of the Materials page e Time Touching the Time button allows the commencement of the automatic time keeping feature by touching the Start Time Tracking button immediately the user arrives
12. emailing of an invoice later as soon as the job is completed il Telstra 57 gt Customer Type AGTEN v Contact First Name Email Last Name Comments Address Suburb State Postode Xx Cancel V Save New Job Add New Customer page Continue to add Customers following the above process remember to touch Save after each Customer entry PART 1 4 Type of Job JobStream allows the User to differentiate between Jobs to be scheduled On the Jobs List Page on the second tool bar the third button from the LHS of page is titled All Types by touching this button the following page appears 4 19 PM Jobs List Welcome Keiran Laurent All Types Do and charge 21 Broughton Cirt 4 03 2013 09 00 00 Quotation Quoted Job Recall This Feature of JobStream allows the User to classify the type of Job when scheduling Jobs The titles are self explanatory The Type classification will be used when adding or scheduling a Job into the system PART 1 5 Status of the Job By touching the Any Status button the following drop down menu appears Likewise the status of the Job is important When viewing a list of Jobs this feature allows the User to View ALL jobs or just Jobs that meet the criteria of the drop down menu This feature allows the user to follow up quotes to see why a job is not yet completed etc 4 19 PM Jobs List Welcome Keiran Laurent Any Statu
13. endar Showing the Date Calculator 11 PART 3 0 Adding a New Job to the Calendar Important Note To add a new Job to the Calendar the Customer will need to have been created in the customer data base and the User doing the Job will need to have been selected as the User of a Device Scheduling Adding a New Job to the Calendar b c d Touch Calendar button top RHS of screen to open and select the desired date todays date will be currently on display From the bottom of the Calendar page touch Add On the Add New Job Page touch Search Contact Name Customer Phone Tenant il Site Emai Suburb Comments State Postode Type Assigned To Xx Cancel v Save On the Search Existing Customer page touch Search A list of Customers will be displayed touch Select LHS of page adjacent to the desired Customer on the customer list The customer will now be displayed on the Add New Job Page Select the type of job from the Type field popup menu Select a user for the Assigned To field popup menu Add comments to the Comments field if required NOW touch the Save button 12 Following these steps at the top of the displayed page a Job Number has now been created along with the Customer s Name and the name of the User assigned to the job t Telstra gt 1 00 PM Back Job Details Job 42 16 2609 Spotless HACS Job Details User Keiran Laurent Schedule Task Attachment Worklitems Mat
14. erials Time Invoice Contact Customer Spotless HACS Name Mrs Samundsett Phone 0401693504 Tenant Mrs Samundsett Email Site 11 112 Lambrigg Street Status Farrer Scheduled v State Comments Install Electric Boost Solar as per BER Work Order 6199011 Suburb Postode 2607 Type Ashley Connor v Cancel v Save From the second tool bar on this page touch the Schedule button then 1 Reconfirm the user in the Assigned To field popup menu and this point ensure that the Schedule Date is correct by setting with system Date Calculator Touch the Add button Reconfirm the user in the Assigned to field by touching Select Telstra gt 4 04 PM 43 Ea Back Job Details Job 54 1 2721 Workforce on tap Add Schedule Detail User Keiran Laurent JobList 3 Calendar Options Schedule Task Attachment Worklitems Materials Time Invoice Schedule Date 23 02 2013 Start Time 09 00 Comments Touch Set Time once Start and Finish Time has been set Comments can be added in the Comments Field if reauired lor Tate v Save 4 Set Start Time and End Time by touching the calculator buttons and selecting the desired times Touch Set Time on both calculators 5 Comments can be added in the Comments field if required Touch Save The Job will now appear in list view displaying the scheduled date start and end times Touching the Calendar button returns to the Calendar the job now appear
15. gt w Oo oO Scullin Wannilassa D gt W o oO Oo 00 15 30 PAra Holt mo an an w oOo oO Kinaston i d _ n wm Ww o oO Time Blocks appearing in Red 51 9 2693 Lyons indicate all aspects of the job have been completed and and an Invoice has been generated Fig 5 Screen Displaying Completed Jobs m j m E e o n vn 10 Part 2 2 Viewing the Calendar Post or Predate The Calendar can be viewed for the purpose of checking past Job Schedules or future dates for arranging schedules This is done by simply touching the Calculator logo in displayed date field Simply scroll forward by Month and then select the day by date or scroll backwards by month by and also selecting the day by date Fig 6 The button allows the user to scroll backwards through previous months and years to view jobs history atl Telstra 4 5 35 45 m Back Schedule by Day for 22 03 2013 Calendar Options Su Mo Tu We Th Fr Sa User Ashley Connor Cameron Watt Jeremy Hodnik Pi 08 00 08 30 RE 08 30 09 00 i E A A J pee ae Aae ae The button allows the user 09 30 10 00 24 25 26 27 y2 29 30 to scroll forwards to schedule 10 30 11 00 jobs in advance and also to eer one check user availibility 11 30 12 00 12 30 13 00 13 30 14 00 14 30 15 00 15 00 15 30 16 ON 14 3N Fig 6 Cal
16. ng the data base is streamlined Comments The field where Job Comments may be entered A very useful tool when using JobStream Customer The customer is the client for whom a job is scheduled Customer List A list view off all Customers Device refers to the iPad Laptop or Computer working with JobStream Invoice The Invoice generated by the System after Job Completion Job Any Job entered into the System and Scheduled on the Calendar Jobs List A list view of scheduled Jobs Job Number A Job Number generated by the System during the Scheduling process Materials Materials that have been entered into the data base or inserted by the user from a Suppliers Invoice that will be booked out on a Job Schedule The time allocated for Jobs in the scheduling stage will arrange Jobs in blocks of time on the Calendar Task A brief description of the Job to be undertaken by the User E g Repair Inspection Service Call Check Leaks etc Time The Start and Finish Time scheduled for a Job Time Tracking The function enabling a User to start the automatic Time Keeping once on the Job Tool Bars First Tool Bar When viewing a Job Detail Screen there are two tool bars at the top of the screen Referring to the First Toolbar in this manual means the Tool Bar at the TOP of the page Second Tool Bar Referring to the Second Toolbar in this manual means the Tool Bar below the First Toolbar Type The t
17. s New Quoted Scheduled In progress On hold Complete Complete amp paid vV Add Again the Status titles are self explanatory and this feature helps when classifying jobs and maybe setting priority levels etc Part 2 0 Viewing the Calendar This section jumps little ahead but provides some idea of what JobStream offers in way of a visual tool once Jobs have been scheduled The Calendar in the JobStream Total Workflow Solutions package is in itself a powerful visual aid that gives the user an instant snapshot of scheduled jobs for all users including location Job Number and times scheduled At any time the user may view today s scheduled jobs and at any date in the future or any Job that has been completed in the past By touching the Calendar button top RHS of screen all jobs scheduled for all users will be displayed on today s calendar Each job will be represented by a solid block of blanked out time Within this block is displayed the System generated Job Number and the Suburb location of the job The next two working days of the week may be accessed to view the schedule simply by touching one of the other two dates displayed By touching a block of time on the Calendar the Customers Home Page details of that particular Scheduled Job are displayed again and allows viewing of the Job Details with the Function Buttons as in Part 1 3 all Telstra gt 7 02 AM a 100 mm Back Schedule by Day for 22 02 2013 Job
18. s as a Block of Time coinciding with the scheduled time settings in the nominated user s column 13 This job can now be accessed at any time from the Calendar simply by touching the block of time on the Calendar Important Notes It is necessary that when creating a new Job in the User must be continually re confirmed because it is possible to invite other users to join a job at any time The Comments Field The Comments field should not be underestimated as a useful tool when using JobStream The comments entered into this field are referred to by the Users when a Job order has been scheduled prepared by someone else Also when viewing historical jobs jobs completed previously the comments can be used to refresh memory in the event of a customer inquiry etc 14 PART 3 1 Viewing Details of Jobs Scheduled for individual Users 1 Touch All Users and select a single User from the drop down menu then touch Search 2 All jobs now displayed for the week are now only for the selected user See Fig 2 All aspects of the job can be now viewed by navigating through the job with the use of the Function Buttons displayed on the second tool bar see part 1 2 t Telstra 7 26 AM 100 i Back Jobs List Welcome Keiran Laurent Exclude SU et hh en a nm 22 02 2013 O 27 02 2013 ED ae 49 10 2669 Ryan Nolte Spotless HACS 52 11 2706 Ryan Nolte Spotless HACS 50 6 2680 Ryan Nolte
19. ype of Job E g Do and Charge Quotation Quoted Job Recall Status The Status of the Job New Quoted Scheduled In Progress On Hold Complete Complete and Paid User all employees accessing JobStream with an iPad and included on the Calendar are referred to as Users Work Items Advanced Feature an expanded description of the Task Work to be carried out on the Job E g the Task is be Check Leaks The Work Item then might be nvestigate leak under Laundry Sink RHS Right hand side of the screen LHS Left hand side of the screen PART 1 0 The Admin Site Getting Started So as to immediately start using JobStream it will be necessary to first launch the Admin Site 1 On the Main Menu Page touch Launch Admin Site 2 Touch the Options button or Launch Admin Site and the following screen appears Authentication Required ep imsx com au mranma Cancel 3 Inthe Authentication Required Box enter the User Name and Password and then touch Log In The following screen then appears You are now in the Admin Site where you can start building the Data Bases for the system very quickly and with relative ease st at Telstra 3 3 11 AM 3 1 Tool Ba r Back Admin Screens Keiran Laurent 2nd Tool Bar Categories Material Rates Tasks Workitems GL List Procedures Users Reports Device Jobs Tracking System Release 1 0 0 9 PART1 1 Selecting a User for a Device Once the Admin Screen has been accessed the
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