mcomet for iphone User Guide for Release

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1 mcomet for iphone User Guide for Release

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3 Introduction About mcomet About mcomet Actsoft mcomet User Guide December 31, Actsoft, Inc. All rights reserved. Actsoft Confidential and Proprietary This document contains proprietary information subject to a non-disclosure agreement and is not to be released without prior written authorization from Actsoft, Inc. mcomet, Comet Tracker (CT) and the Comet Tracker logo are trademarks of Actsoft, Inc. Apple, the Apple logo, AirPlay, Apple TV, Cover Flow, FaceTime, ibooks, ical, iphone, iphoto, ipod, itunes, Keynote, Mac, Macintosh, Mac OS, Numbers, Pages, QuickTime, Safari, Spotlight, and the Works with iphone logo are trademarks of Apple Inc., registered in the U.S. and other countries. AT&T, the AT&T logo and all other AT&T marks contained herein are trademarks of AT&T Intellectual Property and/or AT&T affiliated companies. Copyright Notice Copyright laws of the United States and other countries protect the material contained in this document. It may not be reproduced, distributed, or altered in any fashion by any entity without the express written permission of Actsoft, Inc. Statement of Accuracy Every effort has been made to ensure that the information in this document is complete and accurate at the time of printing. However, the information in this document is subject to change without notice. Supported Devices Handsets mcomet for iphone Release should be used with the Apple iphone or Apple ipad only. Release December 31, 2011 i

4 mcomet for iphone User Guide Document Ordering To order a copy of this or any other document in the Actsoft documentation suite, contact your sales representative. Documentation will be supplied to clients of Actsoft, Inc. only. Technical Support and Training For technical support, contact Actsoft at: Phone: Fax: Mail: Actsoft, Inc N. Dale Mabry Hwy., Ste. 30 Tampa, FL For training on the Actsoft product suite, contact: Scheduling: ; then select menu option 3 Using mcomet The mcomet handset application used with the Comet Tracker workstation application allows workers in the field to communicate efficiently with the home office. Use mcomet to clock in and out of work shifts, enter information about jobs, and receive updated forms while in the field. Purpose and Audience This document is intended for users and administrators of the mcomet cellular application. It provides the following information: Installation and setup Configuration modification Navigation Working with customized forms Detailed information on the Comet Tracker software is not provided in this document. ii Actsoft, Inc. Rev. 3.0

5 Introduction About mcomet Application Requirements Web browser installed on the device Operating system: Minimum 4.x Unlimited data, or applicable service plan Comet Tracker installed on a workstation Please contact Actsoft Technical Support about additional requirements for your handset software version and/or handset model. Revision History Version Date Comments 1.0 January 1, 2009 Manual redesign 2.0 April 21, 2009 Manual redesign 3.0 February 22, 2010 Manual restructure Symbols Used Frequently in this Document Type What it Means: Important Note Warning action may adversely affect application or handset performance Release December 31, 2011 iii

6 Introduction Contents Contents About mcomet...i Installing mcomet...7 Uninstalling mcomet... 8 Handset Navigation...9 Getting to Know the Application Function Labels Submenus Required Fields and Lists Setting Up mcomet Suspending and Returning to mcomet Using the Application Worker Status Using Repeat Timer Alerts with Worker Statuses GPS Status Working with Time Entry Using the Supervisor Time Entry Feature Clocking In Clocking Out Clocking On and Off Break Clocking On and Off Lunch Working with Forms Adding Images Image Editing Capturing Signatures Creating Child Forms Advanced Forms Sample Service Call Workflow Working with Orders Receiving Orders and Order Alerts Refreshing Orders Reading Orders Release December 31, 2011 iv

7 Introduction About mcomet Searching Order Information Copying Order Information Updating Order Status Adding Forms to Orders Mapping Routes Using Forms with Orders Working with Messages Creating Landmarks Using the Barcode Scanner Index Glossary Release December 31, 2011 v

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9 Installing/Uninstalling mcomet Installing mcomet Install mcomet from iphone s App Store on your handset before using mcomet. 1. Choose Home. 2. From the Home screen, choose App Store. 3. In the search field, type Actsoft. 4. Select Install. The device will display the main menu and begin the mcomet installation process. 5. When the GPS tracking dialog displays, allow tracking by choosing OK. 6. If you have a user account already, you can launch mcomet. Enter the account number and user number, and press the Action button. Release December 31,

10 mcomet for iphone User Guide 7. Or, enter the handset telephone number in the Phone Number field. Uninstalling mcomet Uninstalling mcomet from Apple products is not required or recommended. However, you should Contact Actsoft Technical Support at if you have any difficulties with the install process. 8 Actsoft, Inc. Rev. 3.0

11 Navigating mcomet Handset Navigation mcomet uses your handset s navigation to move through screens and menus. In this document, the Apple iphone 3, shown below, is used for all illustrations. If you are using a different handset model, keys, screens and menus may be slightly different. For more detailed information on using your handset model, see your handset user guide. On/Off Sleep/Wake Front camera Volume buttons Home button Apple iphone 3 Front camera Home button To take a photo use the Front camera, or use the back camera. Touch to return to the Home screen, or to suspend mcomet. On/Off Sleep/Wake Volume buttons To power the handset on or off, press the On/Off Sleep/Wake button. Use this button to send the phone into sleep mode and save the battery. To adjust the handset volume, press the Volume up or down buttons. Release December 31,

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13 Getting to Know the Application Getting to Know the Application mcomet features the following functions: Forms (Standard and Advanced) - Add forms for any type of job function, such as a service call, delivery, etc. Landmark - Add a landmark for a specified location. Messaging Send and receive messages. Setup - Log on or change mcomet account/user number for the handset. Supervisor Time Entry - Supervisors can change worker time statuses remotely. Timekeeping - Manage your workday time events, such as clocking in, clocking out, or going on/off break. Status - Update worker availability, job or form resources. Navigate through mcomet using the function labels and icons at the bottom of the screen, submenus and lists. Function Labels Function labels and their icons typically display at the bottom of the screen. Depending on space constraints or screen type displayed, a subset of the available functions may display. Additionally, you can select More to view additional functions. When you choose More, additional functions display: Release December 31,

14 mcomet for iphone User Guide Choose Edit. The Configure screen displays, and you can drag and drop icons to your preferred placement on the bottom menu. When you are finished, choose Done. Submenus Submenu options change depending on where you are in the application. For example, when you are on a Forms screen, you can display the submenu to select Child Form or Camera. Or, on the Child Fields screen, you can display the submenu to select options for working with child records. Display the submenu for a screen by selecting Menu. Additionally, use the Action button to complete an action on the handset. 12 Actsoft, Inc. Rev. 3.0

15 Getting to Know the Application Required Fields and Lists Use lists to choose specific values in fields. Your system administrator creates these values in Comet Tracker. For example, in Timekeeping, you may have to choose certain values on clock in, such as Vehicle Number or Employee Number. Additionally, your administrator may allow you to enter unique data. Required fields and list fields are designated by asterisks and drop-down arrows. Asterisked fields will accept any combination of alphanumerical characters, or anything designated by your administrator. As shown on the form below, the Company and Location fields are required, as designated by the asterisk. The Company field features a drop-down arrow, while the Warranty area shows a checkbox, indicating available data choices. Asterisk required field Drop-down Home button arrow Checkbox Release December 31,

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17 mcomet Setup Setting Up mcomet On installation, mcomet will perform an automatic setup using your PTN (Personal Telephone Number) if it has been configured in Comet Tracker. If your PTN has not been configured, log in on the Setup screen. Complete the setup process while you are in network coverage. Your account and user number are then stored on the handset. Choose Setup to change this information. 1. Choose the mcomet icon from the handset s main menu. The mcomet Setup screen displays. 2. Enter your PTN up to fifteen (15) digits, or your company s Account Number (provided by Actsoft) and User Number. Complete this information the first time you run mcomet. 3. Choose the Action icon to save the information and continue. mcomet sends the account/user information and downloads the handset settings from the server. User setup is now complete. Menu options are determined by your Comet Tracker administrator. Suspending and Returning to mcomet Press the Home button to exit mcomet temporarily. You can then return to the handset menu and use all the handset features. Choose the mcomet icon the handset s main menu screen to resume mcomet. again from Release December 31,

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19 Using the Application Using the Application Worker Status Use Worker Status to communicate your availability to the office. Before you choose a status, your current status is highlighted in the status listing. After you choose a status, the updated status will also display on the Comet Tracker workstation. Administrators can link statuses to forms for additional information. For example, an Available or Unavailable status can be linked to a From Time/To Time form that you must complete before your status is accepted. 1. Select Status from the menu at the bottom. 2. Choose a status from the Worker Status screen. Statuses with arrows are linked to forms. You can also use the filter field at the top of the screen to search for a status. Enter the first few alphanumeric characters, and choose the Action button. 3. Complete any forms linked to the status you have chosen, if necessary. When you have finished, choose Update Status from the confirmation dialog. 4. If required, display the submenu to capture a signature or to add an image to the form. Release December 31,

20 mcomet for iphone User Guide 5. Choose the Action button. 6. Choose Update Status again. Now, your login is associated with your selected status until you change it. If you choose an incorrect status, repeat the process. Using Repeat Timer Alerts with Worker Statuses Repeat timer alerts can be linked to worker statuses to provide ongoing updates. With repeat timers, a time interval is associated with a status. For example, a 15-minute timer can be linked to a 'Started Route' status to estimate destination travel time. When repeat timer alerts are set up for your handset, it will: sound a single audible tone, if mcomet has been suspended display the message Worker Status Expired, Please check-in After you consent to check in, the following message displays onscreen: The top of the form displays the time remaining for the alert. Next to the status is the total allotted time. Additionally, the countdown timer will display next to the Worker Status icon along the bottom menu bar. Also, arrows at the end of the statuses indicate an associated form. 18 Actsoft, Inc. Rev. 3.0

21 Using the Application Choose Ok to confirm your status. The repeat timer continues to time your activity or status in the background. Each time the message is cleared, the updated status is sent to the CT workstation. To change the status when you have completed the conditions of the timer alert, return to Status change the status. See Worker Status on page 17 for more information. GPS Status mcomet automatically tracks the position of the handset. If you have allowed tracking on installation, the GPS indicator in the top right of the screen indicates that the handset is tracking. Release December 31,

22 mcomet for iphone User Guide Working with Time Entry Supervisor time entry allows supervisors to change time cycle statuses remotely. Time entry records are also available on the CT workstation and can be modified as necessary. Your CT administrator creates the fields on the time entry screens. Supervisor time entry must be activated for your account by Actsoft Comet Tracker Support. Using the Supervisor Time Entry Feature 1. Select Supervisor Time Entry from the menu. The Supervisor Time Entry screen displays. On the left, no workers are clocked in; on the right, three (3) workers are clocked in. 2. Click the plus symbol to display the form to add workers and complete any fields. 20 Actsoft, Inc. Rev. 3.0

23 Using the Application 3. Choose Clock In, as shown below. After you have entered and completed data for multiple workers, the Supervisor Time Entry screen will display a listing of worker- or supervisor-entered records. 4. To record the next event for one worker, select the worker. A checkmark displays next to the worker you select. Choose an event and select the Action button. 5. To advance multiple worker statuses, check multiple workers and then choose an event, such as Clock In/Out or Lunch On/Off. mcomet will perform the action on only the statuses logically affected by the change. 6. To delete a single time record, choose a worker and click the Trash icon. To delete all records, choose all worker records and click the Trash icon. Release December 31,

24 mcomet for iphone User Guide Clocking In Clock in when you are ready to begin work for the day. The time and date are recorded and displayed on the CT workstation. The Timekeeping screen will show your entire workday status by the following icons: Clocked out Clocked in On or off break/lunch 1. Select Timekeeping from the menu at the bottom. The Timekeeping screen displays with the date and your total clocked-in time of zero (00:00:00), until you clock in. 2. Choose Clock In. You may have to complete additional form fields to clock in. 3. Complete the Clock In fields by using the handset keypad, or with the scanner, if required. 22 Actsoft, Inc. Rev. 3.0

25 Using the Application Clock In screen fields are specified by your CT administrator. For information on completing Clock In fields using a barcode scanner, see Using the Barcode Scanner on page 58. The Forms option is available only if it has been set up by your system administrator. Additionally, the Landmarks option must be enabled by Actsoft Technical Support. 4. Choose Clock In again. The Timekeeping screen begins to clock your workday. Clocking Out Clock out at the end your work shift. The time and date are recorded and displayed on the CT workstation. Clock Out data fields are created by your CT administrator. Release December 31,

26 mcomet for iphone User Guide Administrators can also set automatic clock out. Do not clock out if your handset is set to clock out automatically. 1. Select Timekeeping from the menu at the bottom. The Timekeeping screen displays with your current status and time. 2. Choose Clock Out. 3. Complete Clock Out fields using the keypad or by scanning, if required. For information on completing fields with a barcode scanner, see Using the Barcode Scanner on page Choose Clock Out again. The clocked out icon on your status listing indicates that you are currently clocked out. Clocking On and Off Break Use mcomet to indicate when you are on or off break. Break status, time, and date are automatically sent to the CT workstation. mcomet uses the following icon to indicate on/off break status: You cannot use any mcomet functions outside Timekeeping while on break. However, you may use the handset functions. 1. Select Timekeeping from the menu at the bottom of the screen. 2. Choose Start Break. The screen records the start and length of your break. 24 Actsoft, Inc. Rev. 3.0

27 Using the Application 3. To end your break, slide the circle rightward on the bar. Clocking On and Off Lunch Use Timekeeping to indicate when you are on or off lunch. Lunch status, time and date are automatically recorded and displayed on the CT workstation. mcomet shows your on or off lunch status using the following icon: 1. Select Timekeeping from the menu at the bottom of the screen. 2. Choose Start Lunch. The screen indicates that you are on lunch, and starts recording your lunch break. 3. To end your lunch, slide the circle rightward on the slide bar. Release December 31,

28 mcomet for iphone User Guide Working with Forms Use the Forms feature to record information on the handset. A form can be set up for any type of job function (service call, delivery, customer visit, etc.). Forms is available only if it has been configured by your system administrator. Your CT administrator creates the customized fields for data capture. When you send completed form information from the handset, Comet Tracker records the date and time of completion. You can also create child records to enter more information about a main form. automatically You can also enter and save form data, retrieve it later and edit it. The number of archived forms that can be stored is limited to the handset s memory. To begin working with forms: 1. Select Forms from the menu at the bottom. Forms archived on the handset will display in a red circle next to the Forms icon. 2. Select a form from the Form Selection screen. The Form Selection screen lists advanced forms, blank (default) forms and archived forms. Also, if your CT administrator has configured it, you can choose New Form to create a new form. Additionally, the Forms icon at the bottom will display a number indicating the number of archived forms on the handset. 3. Use the handset keypad to complete the form. Fields with asterisks are required. The Health Care screen is shown below. 26 Actsoft, Inc. Rev. 3.0

29 Using the Application Fields with camera icons will invoke the camera for image capture. Drop-down arrow fields feature data input choices. 4. Choose the Action button to send the information to the server. For information on completing form fields using the barcode scanner, see Using the Barcode Scanner on page Choose the Action button, and confirm the action by choosing Submit. 6. Or, you can choose Return to Form and choose Archive Form to complete the form later. 7. You can also view all the data you have entered into your form. Choose Preview. Release December 31,

30 mcomet for iphone User Guide 8. If you have connected a printer to your handset wirelessly, you can choose Print to print out the onscreen form preview. Adding Images Add images to form data to include more detail. Forms with images must include a data value. Add images to forms in either of 2 ways: With a form or child form onscreen, display the submenu and select Take Picture. Navigate to a camera field to invoke the camera automatically. Camera-activated fields are marked with a camera icon. 1. Choose Accept to keep the image, or choose the Reject to retake the image. 2. Choose the Action button when you have finished entering all form data. Image Editing With image editing, you can capture and alter images attached to a form. Workers can use it to highlight areas on images captured in the field. For example, a claims adjuster can take a picture on the property of a claimant, and highlight area(s) of damage. Image editing is available when you are using the Forms or Advanced Forms features only. Also, image editing operates only in your device s Portrait mode. If you are working with an image taken in landscape orientation, your device will convert it to portrait orientation. You can either capture a new image or use an existing image for editing. 28 Actsoft, Inc. Rev. 3.0

31 Using the Application To capture a new image: 1. Touch the Menu button, and choose Take Picture. 2. When the shutter interface displays, touch the camera icon to take the image. 3. If the image is okay, touch Use. If you want to try again, touch Retake. When you finish, your image is attached to the form. To use an image already captured, retrieve an image from the device s Camera Roll. 1. Navigate to a form field that will accept images. 2. Press and hold the field s camera icon for three (3) seconds. 3. When the Camera Roll opens, select an image. The image is now associated with the form, and is available for editing. When you modify an image taken from the Camera Roll, the original image is unchanged. It is changed in the form only. Release December 31,

32 mcomet for iphone User Guide 4. To edit your image, touch the Menu button on the form, and choose Attached Data. 5. Choose Edit when the image displays. 6. Touch the Image Edit button to begin editing. 7. Choose OK to continue when the device displays the confirmation message, Editing Mode Enabled. Pick a color from the color palette below. 30 Actsoft, Inc. Rev. 3.0

33 Using the Application 8. Touch the Image Edit icon again to move the image around to focus on a certain part if necessary. 9. Choose OK to continue at the confirmation message, Pan Mode Enabled. Now, you can move the image around and use the colors to edit the image. When you are satisfied with your edits, touch the Action button. The device will display the Edit Complete? confirmation dialog. Three options will display: Accept - return to the form, Discard - delete the image and edits, or Back - return to the image and continue editing. You can also touch Undo to redo your edits. Then select Yes to clear the canvas. Release December 31,

34 mcomet for iphone User Guide Capturing Signatures You may be required to add a signature to a form. Signature capture fields are indicated by the pen icon. To add a signature to form data: 1. Inside a form field, display the submenu, and select Capture Signature. Or, navigate to a form field that allows signature input. 2. Sign in the signature area with your finger. 3. Choose Accept to keep the signature, or Reject to sign again. 4. Choose the Action button to send the form to the server, or Archive Form when you are finished. Creating Child Forms Create a child form to enter additional information for a main form. 1. From a Form screen, display the submenu and choose Child Form. The Child Form screen displays. The title bar shows the number of the current record and the total number of child forms created. Fields with cameras on the ends activate the handset camera. 32 Actsoft, Inc. Rev. 3.0

35 Using the Application 2. Complete the fields, entering up to thirty (30) characters in each field. For information on how to complete fields using an optional barcode scanner, see Using the Barcode Scanner on page To add another child form, choose the plus sign, or display the submenu for more child form options. 4. Choose Done when you are finished with the Child Form(s). 5. Choose Submit when you are finished with both forms. Release December 31,

36 mcomet for iphone User Guide Advanced Forms Advanced Forms are an mcomet additional feature. Depending on your company s software agreement, you may not have access to Advanced Forms. Advanced forms allow companies to customize new forms, or recreate paper forms for completion on the handset. The form structure is created in Comet Tracker, and the corresponding forms display on your handset. You can also save or archive forms on the handset to edit later. The handset s memory determines how many forms you can archive. Anatomy of an Advanced Form In Comet Tracker, your administrator creates forms that include various screen elements, such as buttons, drop-down lists and checkboxes. A main form is created, and then conditional sections are added based on the data to be gathered. Repeatable forms are also created to list multiple items of the same type. These conditional sections display on the handset based on your entries and choices as you complete the form. The following scenario illustrates how advanced forms can be used. 34 Actsoft, Inc. Rev. 3.0

37 Using the Application Below is the process flow of the preceding scenario. Sample Service Call Workflow Legend Conditional Section: Non-Conditional Data/Action: Repeatable Fields: Start Customer Name Under Warranty Estimate Performed Yes No Description of Work End Svc Call Estimated Cost Customer Accept Estimate Yes No Perform Work End Svc Call A A Parts Used Job Completed Yes End Svc Call Parts Needed Parts Used Pt No Pt Name No Reason Pt No. Pt Name Escalation Return Date Contact Phone End Svc Call End The following pages illustrate the handset screens and steps that correspond to the preceding service call flow and scenario. Release December 31,

38 mcomet for iphone User Guide 1. Select a form type from the Form Selection screen. 2. Begin the form, entering any required information. Drop-down arrows indicate that there are data choices for a field. Fields with asterisks are required, and camera-activated fields display a camera icon. Conditional sections are shaded note that additional information will display based on the choice you make for Estimate Performed. On the form above, the Estimate Performed section is complete. When you choose Yes, another section displays in which you can describe the work to be performed. 36 Actsoft, Inc. Rev. 3.0

39 Using the Application 3. Enter the estimated dollar value in the Estimated Cost field and select an answer to Customer Accept Estimate. Note that the Customer Accept Estimate section are shaded, indicating that it is conditional. Repeatable form 4. When you select Yes to Customer Accept Estimate, the Parts Used repeatable form displays for completion. The Parts Used section is a repeatable form, as indicated by the multiple page icon. Release December 31,

40 mcomet for iphone User Guide 5. Click on the Parts Used section and the repeatable form displays, as shown below. Choose More to create and complete this form as many times as needed to list all parts used. 6. Add more information about the part type(s) used on the repeatable screens that follow, and choose Done. After you complete all necessary repeatable forms, the main form will redisplay for completion. 7. Continue to the next conditional section of the form, Job Completed. Select No. 38 Actsoft, Inc. Rev. 3.0

41 Using the Application 8. Enter the reason for the job status, and go to the Parts Needed repeatable forms. Repeatable form 9. Enter the parts needed in the repeatable form. Select More to add more repeatable forms, and Done when you are finished. Release December 31,

42 mcomet for iphone User Guide 10. On the main form, continue with the next portion, the Return Date and the Contact Phone. The handset default format for dates is used for date entry. 11. Choose the Action button, and confirm the action by choosing Submit. 12. Or, you can choose Archive Form to complete the form later. 13. You can also view all the data you have entered into your form. Choose Preview. 40 Actsoft, Inc. Rev. 3.0

43 Using the Application 14. If you have connected a printer to your handset wirelessly, you can choose Print to print out a preview of the onscreen form. Release December 31,

44 mcomet for iphone User Guide Working with Orders Use Orders to: Receive and view detailed information about dispatched orders Update order status Enter additional information about dispatched and completed orders The number of new, unread orders will display on top of the Orders icon at the bottom of the screen. Sort orders in ascending or descending order, map order directions, or add forms to the orders to include additional information. Receiving Orders and Order Alerts If you are in the network coverage area, you may receive an order alert on your handset to inform you when a new order has been dispatched or if an order has changed. If you have mcomet in the background when an order is received, the following dialog displays: Choose Close or View. If mcomet is running when an order is received, the following dialog displays: 42 Actsoft, Inc. Rev. 3.0

45 Using the Application Choose OK from the alert message to refresh the orders automatically. Refreshing Orders To refresh orders, choose the Refresh icon on the Order Screen. Any new orders assigned to you are displayed with an asterisk on the left. The asterisk indicates that the order has not been read. Reading Orders When you select Orders, all orders assigned to you are displayed. An asterisk precedes new, unread orders. Up to 200 orders can be displayed on the handset. When you reach the limit, purge viewed orders to receive new orders. 1. Choose Orders from the main menu. 2. Select an order from the Order screen. 3. Review the order information. Click on hyperlinked text in the order information and send s, map address routes or dial phone numbers. Release December 31,

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