Mobile Checklist Management

Source: This article refers to Mobile Checklist Management


Access and Login

To be able to log in, you need to first buy the Checklist and Service subscriptions in the Coresystems Store Once you have the subscriptions, you need to assign users to it. After you have set this up, you can download the Coresystems mobile application from the AppStore. To log in, you need to enter the following information:

  • Cloud Account
  • Cloud User
  • Password

Select the relevant company and choose Synchronize to load the available data into the app on the local device.

To view the list of checklists, tap on the Checklist module.


Using the Mobile Application

Thanks to the mobile application, the paper-based communication with the technicians will be replaced by electronic communication via a mobile device. Service assignments will be displayed and the checklist, time, material and expenses can be recorded. The technician can access related customer information.

Data recorded on the mobile device will be stored in the cloud and is available immediately in the ERP back-end for further process steps.


Creating Checklist Instances

There are two ways to create a checklist instance.

From the Checklists module

  1. Go to the Checklists module on the mobile application and tap on the create button (+).
  2. Select the responsible person (the current ERP user is always prefilled).
  3. Select the checklist template from the list.
  4. Select the object from the list. Currently, only service calls are supported.
  5. Tap on Save.

At this point, the service call will appear in the list. Tap on it and select the checklist you just created from the list. Using the Technician Permissions, the technician should be able to see only himself as the responsible person and only the service calls for which he is the responsible person.

From the Service Calls module

  1. Go to the Service Calls module and tap on a service call from the list.
  2. Tap on the function button and select Create Checklist.
  3. Select the responsible person (if only one available it is prefilled)
  4. Select the checklist template from the list.
  5. Tap on Save.

At this point, a Checklists entry will be added to that Service Call. Tap on it and you will be able to see the list of checklists (both opened and closed) available for that service call. From the list of opened checklists, choose the newly created checklist.


Editing Checklists

After creating a checklist, open the service call (either directly from the Service Calls module or through the Checklists module) In the checklists list, tap on the template name. This will open the checklist in Edit mode.

The technician taps on a chapter or subchapter (each will be displayed as a new page on iPad) and fills in the values for the elements added by the designer. If a certain element is required but has not been filled in, it is marked with a yellow mark and an exclamation mark.

Element Description
Checkboxes When you tap on a checkbox element, a pop-over with three options will open: No selection, Yes and No.
Text Input Text input elements allow the technician to add comments or to answer a question.
Number Input Number input elements allow the technician to enter numeric values according to the restrictions defined by the designer. For example, if the minimum value was set to 0 and the maximum to 10, only numbers in that range are accepted. Tapping on this element will open a numeric pop-over.
Drop-down Lists Drop-down elements display the values entered by the designer plus one which is No Selection. Only one option can be selected.
Status Status elements have predefined values from which the technician can select one. Tapping on the status element opens a new page with 2 fields: Action and comment. When you select an action, the comment field becomes mandatory (apart for the OK and No Value options). When you select the option Need spare parts, a third field (Spare Parts) will be added to the page. When you tap on the Spare Parts field, a new page opens. There, the technician can browse through the items list and select the ones he needs to replace. He can also change the quantity of the items.
Date/Time Date/time elements allow the technician to add the date/time, the date or the time, according to what the designer defined for the template. Tapping on the orange button will fill in the current date/time. The date/time elements can also have pre-filled values added by the designer.
Pickers Picker elements can be alone or in relation to other picker elements. When you tap on a picker element, a pop-over with data according to its type opens. For example, an item picker displays a list of items, while an address picker displays a list of addresses. Reverse picker relations are also supported. For example, if the technician first selects the address in the address picker, which is linked to a business partner picker, the business partner picker then only displays the business partners which have the chosen address. Also, if the business partner is linked to an item picker, the list of the available items will be narrowed to those for which the business partner is a vendor. The picker relations are set in the Coresystems checklist designer application.,To clear the value of a picker element, tap on the picker element, and then choose Clear in the top left corner of the pop-over that appears.,If you clear the value in a picker that is linked to another picker, the picker has other linked pickers, the value for the linked picker is automatically removed too.
Images Image elements display the picture which was added by the designer.
Series Series elements appear as a line with a + button. When he clicks on the + button, the technician can create as many series instances as he needs. The series may have a description, and each description can be updated when the technician fills in the values for the elements inside the series. To access a series element, just tap on the series instance line after it was created. After editing the content inside the series, tap on the Back button to return to the screen from the image below.
Labels Label elements require no action from the technician. It can be used to add title or static text and will be read only.
Tables Table elements combine other elements and operate as described.
Action Overview The action overview provides a quick overview over the statuses of the checked machines that are not OK.
Changing Checklist Language To change the checklist language, just tap on the language code button. A pop-over opens and displays the languages into which the designer translated the template. Tap on a language to select it.
Changing Checklist Version To change the checklist version, the technician taps on the version number button. This opens a pop-over with the available versions for the checklist. On the iPad, you cannot create new versions, only see the ones created in the checklist viewer.

Adding/Removing Images

Adding images

You can add images to elements. To do so, proceed as follows:

  1. Tap on the camera button on the navigation menu. The camera button will change the color to blue, and a camera icon will appear on the right side of each element.
  2. Tap on the image icon on the element line to which you want to add a picture. You are now in the Edit Attachment mode.
  3. Tap on the Add photo button. A pop-over opens, allowing you to add pictures from the camera roll, the photo library or any other folder where you have images. Alternatively, you can take a new picture by selecting the camera button in the upper right corner of the pop-over.
  4. After you add the image, it is displayed in the preview window. You can enter a name for the image.
  5. Tap Save. You will be returned to the previous page and a small preview icon will appear on the right side of the element line, instead of the initial grey camera icon.

Removing images

To remove an image attached to an element, tap on the X button on the image icon.


Additional Checklist Functions

Delete

You can delete checklists that are not yet synchronized with the cloud (i.e. which are opened or locked).To delete a checklist, tap on the Function button and select Delete. In the confirmation pop-up that appears next, choose Yes.

Reset Values

You can reset the values to the initial ones. To do so, tap on the Function button and choose Reset values. In the confirmation pop-up that appears next, choose Yes.

Attachments

You can view the attachments added to the checklist. To do so, tap on the function button and select Attachments. This opens a pop-up which shows the attachments added to this checklist.

If you have installed a program on your iPad for editing images, you can open the attachments directly from this page. Otherwise you will receive a message saying that no program for opening the images was found.

Lock Checklist

After the technician has finished editing the checklist, he has to lock it in order to synchronize it with the cloud.

There are two buttons for locking the checklist, one in the functions button menu and one on the bottom left side of the checklist.

ATTENTION: Open checklists cannot be synchronized to the cloud!

Lock Checklist

If you lock a checklist that has empty required fields, a pop-up appears which warns you that some required fields are empty. You can still lock the checklist but you need to enter a comment explaining why these fields are empty.

Unlocking a checklist

To unlock a locked checklist, tap on Edit checklist in the function button menu or on the bottom left side of the checklist.

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