Working a job on the handset

The job screen is where you work a single work order at the asset: you accept it, move it through its statuses, check in and out, take tools out, write notes, and close it with what you found. The checklist, items and parts are shown here as recorded, and worked on Correct this job. Open a job by tapping it on Today, Work, an asset’s Open jobs or a scan result. Tapping a notification about a job opens it directly.

The rule of this screen

Pressing a button changes the screen now. The job updates immediately, the change goes into the handset’s outbox, and a chip tells you the server has not agreed yet. Nothing waits for a network. Changes on the same job are sent in the order you made them — a completion queued after a start is applied after it, even if both go up together when signal returns.

The header

The top of the job is one card: who it is, where it stands and what is wrong with it, above the buttons you act with.

The permit

Where your organisation uses permits to work, the header shows one of three things:

Moving the job along

The action band offers the moves your organisation’s state model allows next from the job’s current status, and only those you are allowed to make. Each button carries your organisation’s own name for the move. The moves the handset knows by name are: Every other move your organisation’s state model allows from here — a finishing status it names differently, such as Resolve, or a hold it has added — gets its own button in a second band underneath, in your organisation’s order. A move that cannot be made yet stays on the screen, greyed, with the reason under it: for example No permit for this job yet, the number of mandatory steps still outstanding on a move that would complete or close the job, The person it is assigned to has to accept it first., or This one is made on the server rather than recorded here, so it needs a signal. Moves in this band are also offered in the Status field of Correct this job. Under each button is Queued for validation: the move is recorded now and sent straight away where there is signal — or as soon as there is — and the server decides whether it stands. Statuses and the moves between them are defaults your administrator configures under statuses and the work order lifecycle. Some moves ask questions first. A sheet titled Before this move — Moving to asks for these. — lists them; answer them and tap Answer and move. A question the handset cannot answer (for example one that needs a picker whose list is not on the device) says so, and that move has to be made from the web app. A move marked needs approval is signed off by somebody else first; the job stays where it is until it is.

Accepting or turning down a job

Where your organisation asks the person a job is assigned to for a yes or no, a job waiting on your answer shows Accept and Deny side by side. They take you to whichever statuses your organisation has marked as the assignee’s accept and deny moves, whatever those statuses are called. Some organisations keep a job where it is when it is accepted instead; the job is then held out of every active status until somebody has accepted it. Deny opens Turn this job down?, which says which status the job goes back to. Fill in Why are you turning it down? and tap Deny. The reason is required, so that whoever picks the job up next knows. The job comes off your list. While Accept or Deny is waiting, the pencil is hidden — you correct a job, and work its checklist, once you have taken it on.

Closing out

When Complete is offered, the area under it collects what the close-out needs: Where a due date was named when the job was raised, that date is the job’s deadline — the job is not late until it passes, whatever its priority would otherwise promise. If anything is still outstanding, Complete is greyed and a sentence says exactly what — for example 1 mandatory step and 1 required field outstanding. The server refuses a completion with any left, so the button waits rather than queueing something that would come back refused after you have packed up.

Who is on the job

The Assignment card, above the job’s details, lists everybody on the job: the crew holding it (the crew holding it), the supplier it was sent out to (the supplier it was sent out to), and each person with their part — primary, support, supervisor or observer, primary first. Each person shows Accepted or Not accepted yet. The card is left out on a job nobody holds. If you may assign work, or you may edit the job, Add more staff under the people adds somebody to the job: They join as support. Whoever holds the job keeps it. Choose a person from the list — people already on the job are left out — and press Add. With a signal, each technician shows how many open jobs they already have. The change is queued like any other and goes up on the next sync. Add more staff is offered only once somebody holds the job, never on a job sent out to a supplier, and not on a finished job or while a request for more time is waiting. To hand the job to somebody else, or to add somebody as supervisor or observer, use Give it to on Correct this job.

Time

The Time section clocks you on and off the job. Where the job’s status does not allow time to be booked, the section says Time cannot be booked to this job while it is where it is.

The job’s details

Below the time section the job’s own fields are shown in the sections your organisation’s work order form uses. The defaults are: Each section is a card. The sections, their order and the help behind each ⓘ come from the Form Studio, so your organisation’s screen may differ. A field that holds a fixed list of choices shows the choice in words, in your language, rather than as a stored code. That includes your organisation’s own dropdown, radio and multiple-choice fields, which read as the option’s label — the same words the web app shows. An option added since the handset last synced shows its stored key until the next sync brings its label.

Before you can close this

Required fields that have not been answered yet are collected in Before you can close this · of , each with its own box and Save. Fields your organisation has added (custom fields) appear here as well as the standard ones. A required dropdown or radio field is answered by choosing one of its options from a list, never by typing. Three kinds cannot be answered on the handset and say so: a controlled document chosen from the library, a field signed on screen that the app has no pad for, and a field that takes several choices at once (This one takes several choices at once, which the app cannot offer yet. Answer it from a browser.). Answer those from a browser.

Files and photographs

Photographs and Files list what is attached to the job, with Nothing yet when empty. A photograph that has gone up but is still being virus-checked is shown as uploaded and waiting for its check; a checklist step that photograph answers goes up as soon as the check finishes. Where a field asks for a number of files, it shows asked for and held — still on the device until the uploads finish. Photographs travel separately from the rest of the queue, so a large image does not hold up a status change. Tapping a file that is not on the handset fetches it if there is a signal (Fetching it now) or says Not on this device.

Inspections on this job

Where the job has an inspection round attached, Inspection on this job links to it, marked Submitted or Ready to submit. See rounds.

The checklist

Checklist · of lists the job’s steps in order, with what was recorded against each and a tick on the finished ones. There are no buttons on it here: to answer a step, take its photograph or sign it, tap the pencil and use the checklist on Correct this job. Because the checklist, items and parts are worked behind the pencil, they need the permission to edit work orders. Mandatory steps must be answered before the job can be completed; a step marked not applicable counts as answered. Each finished step shows what was recorded: Answered for answers tapped, Recorded for a reading (with — out of band when it falls outside the band), Passed or Failed where somebody gave a verdict, and any note. What each kind of step asks for is described with the form.

Items

Items is a free list of things that print on the job’s document. Items are not taken from stock; for stock, use Parts. The job screen lists them; to add one, use Add item on Correct this job.

Parts

Parts lists the parts planned for the job with of fitted and held, or No parts are planned for this job. The job screen only lists them. Fitting, holding and putting back a part happen on Correct this job, where Add a part opens the part form described below. The button reads Record as fitted, Hold for this job or Put back in the store. Putting a part back returns it to the store it came out of, and cannot return more than went out (Only went out for this job.). Parts used feed reorder forecasts.

Tools

Tools shows instruments taken out against the job — out, with overdue back and calibration overdue where they apply — each with Put back beside it. A tool you take on the handset appears here straight away. Take one out opens the list of tools at the job’s site, with a Tool name or number box to narrow it and a scan button beside it that reads a tool’s label. Scanning narrows the list to that tool rather than taking it, so if it cannot go out, the reason stays on its row — calibration overdue, with , or the condition it was recorded in. No tool on this device matches that. when nothing fits. Done closes the list. Take one out is greyed where your organisation does not allow tool checkout from a handset without a connection. See tools.

Note

The Note box writes a note about the job. Where your organisation uses the knowledge base, it offers two kinds of note: Without the knowledge base there is only the note about this job. Add the note (or Write it down) queues it. Notes are Allowed offline.

Workflow log

Workflow log, at the foot of the job, opens the job’s history. It is read from the server when you tap it, so it needs a connection — without one it says The log is read from the server. Connect and try again. A change you have queued on the handset is not in it until the server has applied it. In the web app the same history is the Workflow tab of the work order.

When the job is not on the handset

If a job has been reassigned or closed by somebody else since the last sync, opening it shows This job is not on the device — It may have been reassigned. Sync when you have a signal.