E21 Mobile Users Guide

Transcription

1 E21 Mobile Users Guide E21 Mobile is the Mobile CRM companion to TGI s Enterprise 21 ERP software. Designed with the mobile sales force in mind, E21 Mobile provides real-time access to numerous functions within the Enterprise 21 ERP system. Within E21 Mobile, users can: Lookup prospect & customer data w/integrated mobile device features ( , phone, maps, etc) View daily sales activities (current and future) Record activity results and schedule follow up activities Create new contacts and review / edit existing contact information Create new contact notes and review existing contact notes (both yours and others) Lookup product pricing and availability (customer specific when applicable) View customer and product specific analysis data via E21Analytics integration Create Travel & Expense Reports including item receipts via your device camera. Sync all data in real-time with Enterprise 21 (requires network or wifi connection) E21 Mobile also supports offline processing when a network or Wi-Fi Internet connection is unavailable. All information that is processed offline is immediately synced with Enterprise 21 once an Internet connection is available and the application is running. E21 Mobile is compatible with versions 8.0 and higher of Enterprise 21, and most Android devices running Gingerbread (version 2.3) and higher. E21 Mobile requires the installation of the TGI E21 Mobile back-office server application, available to all customers running Enterprise 21 ERP software. Existing TGI customers who wish to access our demo back-office server application may do so by contacting TGI directly at Back Office Installation Prior to initial use, E21 Mobile back-office software and supporting tables must be installed and configured by TGI personnel. If you do not have (or are unsure if you have) the E21 Mobile back office software installed, contact your system administrator. E21 Mobile back office System Requirements Hardware: 1 GHz or faster 32-bit (x86) or 64-bit (x64) processor; Min: 1GB RAM (32-bit) or 2GB RAM (64-bit), (4GB RAM suggested); 2+GB available disk space; Virtualization is permitted. Please refer to your applicable OS documentation for additional minimum and suggested hardware requirements.

2 OS: Windows Server 2012 / Windows Server 2008 R2 / Windows Server 2008 / Windows Server 2003 / Windows 7; Web Server Software: Microsoft IIS versions 7.0 / 7.5 / 8.0 with the latest service packs. Services for ISAPI extensions should be enabled; Secure Sockets (SSL) optional: The server should have network access to the E21 back-end database. Minimum suggested memory is 1GB; however maximizing memory is suggested for performance gains. The web server may be isolated in a DMZ for security purposes. The client portion of E21Analytics will run on any device running a modern browser including (but not limited to) PC s, Mac s, smart phone s and tablets. Use of IE10, Firefox, Chrome or Safari browsers is recommended. Due to bugs which affect the E21Analytics menus in some older builds of Internet Explorer, we suggest upgrading to the latest version of IE for your device before using E21Analytics in that environment. Mobile App Installation To download the E21 Mobile app to your mobile device, go to your standard app store. ios users use the App Store app, Android devices use your Google Play app. Once in your respective app store, use the search feature and search for E21 Mobile. Once you have located E21 Mobile, follow the respective app store instructions to complete your installation. Getting Started Prior to using E21 Mobile you should be login credentials from your system administrator. These will be required to enter the system. If you have not been supplied your credentials, contact your system administrator before continuing. Once you have installed the E21 Mobile app it will appear with the following Icon on your device desktop.

3 Sign-In Page Upon selecting the E21 Mobile icon you will initially see an E21 Mobile splash page while the program loads, and then the E21 Mobile Sign-In page. Once you have entered your sign-in credentials, click the Sign-In button to enter the app. The first time you open E21 Mobile you will need to enter the following 5 pieces of information: Username: This is your login ID into the E21 Mobile system. Note that this may be different than your login ID into standard E21. Your Username is maintained by your system administrator and is unique for each user in your company. Password: This is your password into the E21 Mobile system. Your Password is maintained by your system administrator and is unique for each user in your company. Data Source: This is the name of the production database you use when you connect to your standard E21 system. Your data source setting should rarely change and is the same for all users in your company. Secure Key: This is an additional 8-12 digit security code supplied by TGI. Your Secure Key setting should rarely change and is the same for all users in your company.

4 WS URL: This is the URL such as which allows your mobile device to communicate with E21 over the internet. Your WS URL setting should rarely change and is the same for all users in your company. Note: Once you have entered these values the first time they will be stored on your device for future use. Assuming you always log in as the same user, you will simply need to enter your password for each subsequent login. Local Mode E21 Mobile works by sending and receiving information from your device in real time over the internet to the E21 back-office (your standard E21 system). When no network connection is available however, most E21 Mobile features can also be used offline. Existing data can be viewed without real-time syncing and data can even be entered and updated offline and then synced later. E21 Mobile uses the standard phone settings (airplane mode for example) to determine if a network connection is available, but we have also included an app-specific option to disable syncing data in real-time. This comes in handy when you are not in a strong network area and you want to use the app without being delayed by a poor carrier signal or dropped connection. Simply click the Local Mode toggle to the On setting to work offline. Toggle it back on and your data will sync the next time you login. Warning: Do not forget to sync your data as soon as it becomes convenient. Data entered in E21 Mobile while offline will NOT get into the E21 back-office until it is synced. Data loss is possible if you keep the mobile device in offline mode for extended periods. TGI Contact Information Even if you don t have login credentials into the mobile app, use the integrated contact information at the bottom of the sign-in page to quickly and easily contact TGI from your mobile device. Available features include our mailing address with point-to-point point navigation using either Maps (ios) or Google Maps (Android), sales and tech support phone number with integrated dialing for phone enabled devices, and integrated sales and tech support . Mobile Data Sync Each time you enter the app, the system will perform a data sync with the E21 back-office (network connection required). During this time you will see a loading icon display as this data is retrieved and loaded into your app. This sync downloads/refreshes all of your company-specific base data and all of your user-specific transactional data guaranteeing that all data in your mobile app is up to date with your E21 system. The only data the sign-in does not load (assuming you have not changed the default sync settings) is your customer data which you can download via the E21 Mobile Setup page. The sync process may take some time depending on various factors such as your network connection speed and the amount of transactional information in your E21 back-office. You can adjust what information gets synced with each subsequent sign-in (thus potentially speeding up the process) via settings on the E21 Mobile Setup page. For more information on accessing the E21 Mobile Setup page, please read the section titled The E21 Mobile homepage, toolbars & program navigation.

5 The E21 Mobile homepage, toolbars & program navigation Upon signing in, you will be directed to the E21 Mobile homepage. The homepage includes our mailing address with point-to-point point navigation using either Maps (ios) or Google Maps (Android), sales and tech support phone number with integrated dialing for phone enabled devices, integrated sales and tech support , and links into our LinkedIn and Twitter feeds. The homepage also gives access to the E21 Mobile Main Toolbar which is used to navigate to all of the other features within the app. E21 Mobile Toolbars All navigation within the E21 Mobile app starts with the E21 Mobile Toolbars. There are 4 distinct toolbars you will see throughout the app providing slightly different functionality based on the features of active page. The toolbars and icons they contain are as follows: Each of the toolbar icons has the following functionality: Main Menu: Open the E21 Mobile Menu giving access to all other app pages and features Data Refresh: Syncs all transactional data with your E21 back-office database (network connection required). Transactional data includes things like daily activities, travel and expense reports, contacts

6 notes, etc. It does NOT include customer data or base data. Non-transactional data must be downloaded via the E21 Mobile Setup page. Previous Page: Returns you to the previous page without saving or syncing your current page Save Button: Select the Save Button anytime you add or edit new data into the app. When connected to a network, clicking the save button will instantly sync your page-specific data with the E21 backoffice. When offline, the save button will store your data on the device and will sync with the E21 backoffice the next time the app is brought back online. Close page: Closes the current Modal page. A modal page is a page which requires a specific action and offers no other functionality until that task is complete. Sign-Out: Logs you out of the app and returns you to the sign-in screen. E21 Mobile Main Menu Opening the E21 Mobile Main Menu allows access to all pages and functionality within E21 Mobile. To view the menu, select the Main Menu icon from the toolbar of the active page. The entire page will shift right and the menu will drop down on the left-hand portion of your device screen. The menu options are grouped by menu categories (gray background). Select any of the menu options (blue background) to navigate to the starting page for that applicable feature. Available options from the E21 Mobile Menu: Home: Return the user to the homepage Daily Activities: Takes the user to the current list of CRM daily activities. From the Daily Activities page users may also log result activity which includes entering notes and creating future activities.

7 Customer Lookup: Lookup specific customer information by name or customer code. From the customer page users may view/add/update contact information, view all customer notes (both yours and others), add new notes, create new activities, view customer specific product pricing, and even link into customer filtered E21 Analytics pages when applicable. Product Lookup: Lookup specific product information by name or product code. From the product page users may view product information including real-time pricing and inventory availability, and even link into product filtered E21 Analytics pages when applicable. Expense Reports: Takes the user to their current list of open expense reports. From the Expense Reports page users may also create new expense reports including integration with the mobile device camera (when available) to capture receipt documentation directly from your mobile device. Contact TGI: Similar to the information available on the Homepage, however, when the customer code associated with TGI from your main system is entered in the TGI Code of your E21 Mobile Setup page, the Contact TGI page will also display all TGI Contacts including integrated phone numbers and addresses. Help: Opens the E21 Mobile Help page. Setup: Opens the E21 Mobile Setup page which allows you to setup default sync options, and to manually download any data which does not download automatically during a standard system sync (Customer data for example). Sign Out: Logs you out of the app and returns you to the sign-in screen.

8 The E21 Mobile Setup page Use the E21 Mobile Setup page to setup your default sync options, and to manually download any data which does not download automatically during standard system sync (Customer data for example). Open the E21 Mobile Setup page by selecting the Setup option Menu. from your E21 Mobile Main Setting your sync options Each time you sign into E21 Mobile, the system will perform a data sync with the E21 back-office (network connection required). This sync downloads/refreshes all of your company-specific base data and all of your user-specific transactional data guaranteeing that all data in your mobile app is up to date with your E21 system. The sync process may take some time depending on various factors such as your network connection speed and the amount of transactional information in your E21 back-office. You can adjust what information gets synced with each subsequent sign-in (thus potentially speeding up the process) via toggling the following settings on the E21 Mobile Setup page. Sync Activities on Login: This setting determines whether or not you sync CRM daily activity data each time you enter the system. It is strongly recommended that you keep this setting ON, however, for some users who have a large number of activities, keeping this setting ON will cause a delay upon sign-in while the activity data loads. If this setting is turned off, activity data still syncs in real time as you log

9 results and new activities into the system. Use the Data Refresh Activities page to sync the data manually. icon in the toolbar of the Daily Sync T&E s on Login: This setting determines whether or not you sync open Travel and Expense Report data each time you enter the system. It is strongly recommended that you keep this setting ON, however, for some users who have a large number of open T&E reports (or a few T&E Reports with many line items), keeping this setting ON will cause a delay upon sign-in while the T&E data loads. If this setting is turned off, T&E data still syncs in real time as you save new information into the system. Use the Data Refresh manually. icon in the toolbar of the Travel & Expense Reports page to sync the data Sync Base Data on Login: This setting determines whether or not you reload all base data used throughout the app each time you sign into the system. Base data includes things such as available cost centers, E21 users, customer step codes, activity & result codes, T&E charge codes, etc. If your E21 base data changes often it is recommended that this setting be left ON. If your base data does not change often, toggling this setting OFF will improve the performance of your app at sign-in. My notes on Sync: In addition to the settings which effect the sync options at sign-in, this option is used everywhere throughout the app each time contact sync occurs. Every time a contact is synced within the system, that contacts last system note is also retrieved and displayed on the E21 Mobile Contact Info page. Use this setting to specify whether you wish to review the actual last note entered (by anyone), or rather to display the last note that was entered by you. This setting will NOT effect performance of the app and regardless of which option you choose, you will still have the ability to review all notes for a given contact or customer via the applicable Review All Notes options on the Customer Info and Contact Info pages. Downloading Base Data Base data is created with the E21 back-office and must be downloaded to your mobile device before most E21 Mobile functionality can be performed. Base data includes things such as available cost centers, E21 users, customer step codes, activity & result codes, T&E charge codes, etc. In previous releases of E21 Mobile, base data always needed to be downloaded and refreshed manually, however that process is now automated within the sign-in process. Assuming you keep the Sync Base Data on Login toggle turned ON, you should never have to use this. If you toggle Sync Base Data on Login OFF, use this option to manually refresh your base data. Downloading Customer Data (Customers, Prospects, Vendors) Most data within E21 Mobile is synced automatically without any additional work required. That said, due to network transfer speeds and mobile device database size limitations, only those customers who have open daily activities will automatically be downloaded to your mobile device. Any other customers that you wish to download to your device needs to be filtered and downloaded manually via the Download Customers setup option.

10 Note: Although we refer to these records as customers throughout the app and docs, these processes actually refer to customers, prospects and even vendors as all three types of contacts are stored in the E21 CRM system. Once you select the Download Customers option you will first be required to read and acknowledge the following warning message: The Download Customers procedure retrieves customer and contact records from the E21 database over the internet. Depending on the speed of your network and the number of customer records to retrieve, this procedure may take a while to complete. Do not interrupt this procedure while it is operating. Check the I have read this message and wish to continue checkbox to start filtering the customers to download. Once you have entered all of you customer filter criteria, select the Download Customers button to find the matching customers & download them to your mobile device. Once the customers have been downloads, use the Lookup Customer option from the E21 Mobile Main Menu to view specific customer information.

11 Customer download filters: Date: Download only those prospects, customers or vendors that have been added or edited, or who have posted sales (customers) or AP invoices (vendors) in the E21 back-office within the selected time period. Choose All to ignore this filter. Status: Download only those customers, prospects or vendors with a status of Active or Active & Calling. Choose All to ignore this filter. Type: Download filtering by any of the following options: Customers Only, Prospects Only, Vendors Only, Customers & Prospects, Customers & Vendors. Choose All to ignore this filter. Sale Type: Download only those customers, prospects or vendors with the customer defined sales type you select from this filter. Choose All to ignore this filter. Filter + Filter String: Download only those customers, prospects or vendors which match one of the following filter criteria. Note that these filters must be used in conjunction with the Filter String input. Choose N/A to ignore this filter. Cust Code (Exact Match): Select this option and enter a specific customer code from within the E21 back-office system to download just this customer and its associated contacts. Cust Name (Starts With String): Select this option and enter a minimum of 3 characters to download all customers whose business name starts with the input string. For example: The input string TECH would return Technology Group, but not ABC Tech Co. Cust Name (Contains String): Select this option and enter a minimum of 3 characters to download all customers whose business name contains the input string. For example: The input string TECH would return both Technology Group and ABC Tech Co. Note: Depending on the size of your E21 back-office CRM database, this option may be very slow. Please allow the process to complete. Note: There is no limitation (other than the database limit of 50MB) as to how many customers you can store on your mobile device, however you are limited to a total of 5000 customers per download. If your selection criteria results in more than 5000 customer records, an error message will occur asking you to refine your filter. Setting your TGI Customer Code In addition to giving access to general TGI contact information from the E21 Mobile homepage, E21 Mobile also has an option for displaying additional TGI Contact information for TGI employees ( address, phone numbers, etc). To enable this option, first you must identify the customer code or vendor code used by your company for TGI in our E21 back-office. Once you have identified this code, enter it in the TGI Code field on the E21 Mobile Setup page and select the Save button from the E21 Mobile Toolbar. Once this code is saved on your device, all TGI contact information stored in your E21 back-office will also be available within the Contact TGI option from your E21 Mobile Main Menu.