Table of Contents
- Basics of the iOS Mobile App
- Viewing Documents
- Utilizing the QR Code Scanner
- Preventative Maintenance (PM) Charting
- Viewing Reports
Basics of the iOS Mobile App
How to Download and update the iOS App
First review if your device is on mobile device management (MDM). If so please reach out to your company's MDM manager. They will be able to remotely update or download the app.
To download or update the iOS App select the App Store > Search > Search Redlist or MSAM > tap "Get" to download or tap "Update" to update. It is recommended to set up automatic updates to stay up to date on all iOS App fixes and features. Set these settings in Apple Settings > App Store > Automatic Downloads > toggle App Updates on.
Staying up to date on the iOS OS Software Updates is important to maintain security and functionality throughout the whole device. These should be regularly updated when available. Navigate to Apple Settings > General > Software Updates > Download and Install (If update available). These updates usually take several minutes and should ideally be done with a strong Wifi connection.
User Profile View
Once logged in click the circled initials on the top right of the screen. From here you can check your certifications and change your password. Selecting change your password will send an email to your username.
Offline mode is available to iOS App users when the internet is limited in your area. First, you must be logged in to the App before traveling to limited internet areas. This login instance will be available for three weeks. Please note that you will need to log in again after three weeks. Within offline mode, you may submit forms, service tickets, time, work orders, and tasks. These changes will be saved locally to your device until internet access is available. Once the internet is available all of the submissions and changes made to the App will sync up to the cloud. These syncing changes may take several minutes depending on the number of changes. With exceptionally large amounts of data, you may need to resync a few times for all the data to come through. Please review How to Sync Data for more information.
The Home Tab includes various shortcuts through the App, permissions allowing. Today's Schedule is a shortcut that highlights the Jobs to be done for today. Also selecting the shortcut will take you to that job on the Time Tab. Weekly Hours is a shortcut highlighting the weekly hours submitted and approved indicated by the circled checkmarks respectively. Selecting this shortcut also takes you to the Time Tab for the Week. Unfinished Jobs is a shortcut that highlights how many open jobs are currently on the device. Open jobs become closed when every service ticket line item is accounted for and submitted. Selecting this shortcut will take you to the Jobs Tab. Unfinished Work Orders this shortcut highlights all unfinished Work Orders. These are complete when all tasks within the Work Order are completed. Selecting this shortcut takes you to the Maintenance Tab. Unfinished Forms are all forms throughout the App that have been saved as a Draft. Selecting this shortcut will take you to the Recents page showcasing your drafts and recent submissions.
The Time tab is where to submit job costing time. This will not submit time on a service ticket which represents the billable time for the client. Please review Submitting a Service Ticket for more information on submitting billable time.
Submitting Job Costing Time
Time may be submitted on a job or as a time punch. Typically this time will be dispatched to your device already and will simply need to be submitted when the job is performed. Also, you may only submit time that is in the past. Timers may be viewed a few weeks in the past as well as future by swiping the weekdays left or right about the today and submit buttons. In some instances, you will need to add time and then submit.
To Add Time navigate to the day you would like to add time on and tap Add Time or tap the Timer Card to edit them. Optionally select a Job and Bill As line item. Next, add a Tag that commonly represents the timer job costing type. These may be required. Adjust the Start and End times to the appropriate time. This time will be linked to the time zone where your current device is found. If a form is attached to the timer, fill it out and add optional notes on the timer. Lastly, Submit at the top right of the Time tab screen. After submitting timers may display a few icons. These icons either indicate successful submission, approved time, or an error in submission. The circled checkmark indicates a successful submission and will update the cloud after syncing. The filled-in circled checkmark indicates the approved time from the office. The red check mark indicates rejected time from the office. A note indicating why is common with rejections. These are viewed by selecting the Timer Card. An attention triangle sign indicates that timers are overlapping. These first need to be adjusted before the App will accept the submission.
The maintenance tab is where you Complete Tasks and Work Orders. Also, create reactive Work Orders. To set up recurring Work Orders you must be on the Web App. Please review Administrative Team Boards (Maintenance, HSE, and Operation) Setup for more information.
Completing Work Orders and their Tasks
To Complete a Work Order navigate to Maintenance > Select a Board > Select Assigned to me, Assigned to My Role, or All Open > Search and Select a Work Order > Select and hold a Work Order Card > Complete. To Complete Multiple Work Orders at once Tap and Hold a Work Order Card > Select > Tap all Work Orders to complete > Complete.
To Complete a Task on a Work Order navigate to Maintenance > Select a Board > Select Assigned to me, Assigned to My Role, or All Open > Search and Select a Work Order > Tap the selected Work Order > Tap and Hold the Task Card > Complete. To complete multiple tasks on a Work Order Tap and Hold the Task > Select > Tap all Tasks to complete > Complete.
Optionally tap a Task within a Work Order for additional context. Optionally add comments to add context to the task or change the status from here. You may be required to fill out a form from this view as well. Select Start Working to punch time in and then the red circled square to punch out to record the time taken to perform the selected task.
Creating Reactive a Work Order and Task
Creating a reactive Work Order is typically created when one-off work needs to be recorded. These created Work Orders do not affect the recurring Work Orders already built within the system.
To Create a reactive Work Order navigate to Maintenance > Select A Board > Add Work Order. Fill out the following fields.
- Name*: Name your Work Order. This will display throughout the platform.
- Due Date*: Select the due date. You may optionally backdate due dates.
- Board*: Select the Board the Work Order is to display on. This defaults to the board you previously selected.
- Employee Role: Select the Employee Role. This will assign everyone within the platform with this employee role to the work order. This will notify everyone of the creation and completion of this work order.
- Assets: Assign the asset to the Work Order. This will record the work order completion on the asset profile page for the assigned asset.
- Region: Select a region for this Work Order. This is commonly used for reporting.
- Location: Select the location of the Work Order. This is commonly used for reporting.
- Priority: Assign a priority. You may filter on this tag when searching for Work Orders.
Once a Work Order is created. Create a Task. Navigate to Maintenance > Open the recently created Work Order > Select the circle ellipsis Icon on the top right of the screen. > Add Task. Created have the following fields.
- Description*: Describe the Task
- Estimated Duration: Include the estimated time the task will task.
- Asset: Assign an asset to a task. If the Work Order already has an asset assigned. This field should be ignored.
- Asset Section: Select an asset section if the further context for the task is needed.
- Component: Select the asset component if the further context for the task is needed.
- Assignee: Assign the task to an employee. They will be notified of the creation and completion of the task.
Once a Task is created. Optionally Create a Timer for it. These timers record the actual time it took to perform the selected task. To add a timer navigate to Maintenance > Select a Work Order > Select a Task > Select the "+" button > Add Timer. Fill out the following fields when creating a timer.
- Start and End Time*: This is the actual time recorded for the task
- Duration: This is the displayed time duration recorded for the task.
- Work Type: Select a Work Type to track against. Work Types are Bill as Types within the Platform. Permissions granting navigate to Settings > Billing > Billing Types > Select a Line Item > Mark the Setting Include with Task Timer. Utilize this process to add more Work Type options on Task Timers.
Submitting a Service Ticket
Submitting a Service Ticket tracks billable time on a Job. Each created Line Item must be accounted for on a service ticket for a Job to be marked as complete on the mobile app and moved out of open jobs. To Submit a Service Ticket navigate to Jobs > Select Today's Jobs or Open Jobs > Select the Job > Select the circled ellipsis on the top right of the screen > New Ticket. When a new ticket is selected all labor & equipment line items and parts line items are available to include on the service ticket. Tap all Parts and Labor & Equipment Line Items to be included on a service ticket > Tap Create Ticket > Fill out the billable time or service > Tap Next > optionally select show breakdown to highlight employees, time, and hours on the service ticket > optionally Attach photos, these are typically pictures of receipts > Tap Sign > Review summary then Print and Sign > Tap Submit.
Create and Edit a Job
Please review Field Services & Operations Administrative Setup to first set up Operations if needed. To create and edit a job on the mobile app navigate to the Dispatch Tab > Select the circle ellipsis on the top right of the screen > Create Job. Job creation requires two steps. 1) Filling out Job Details 2) Build the Job, 3) Dispatch the Job
1) Filling out General information
This is the preliminary information on a Job. This includes information prior to building the labor & equipment and parts line items. These are the following fields displayed when selecting Create Job.
- Status*: This field represents the position of a Job in relation to other Jobs. For example, Confirmed, Estimate, Ready for Quote, and Will Call are defaulted options. Job numbers are sequenced Jobs by status. Every job may also be sequenced together regardless of status if settings are marked as such
- Client Name*: Clients are required for every job. They may be a preset option within the client table or created at the time of job creation.
- Contacts*: Contacts are clients you assign to a job as the point of contact. Additionally, they may be Vendors. This contact information is available to employees when they are assigned to the job. Commonly these are simply created at the time of job creation.
- Location*: Job locations are required for every created job. These may be prebuilt into the system or applied at the time of job creation. A table records job locations into the system for present options if desired.
- Job Name*: This is the name of the job typically summarized with the client's name and description.
- Job Description: The job description is a summary of Job details. This information is viewed on quotes and service tickets.
- Job Details: Jobs details include particular information in order to gain full context for the given job. This information is commonly distinguished similar jobs from one another. This information is visible to both the client and employee to provide full context for everyone interested in the job.
- Start and End Date*: This is the estimated start and end time of the entire job.
- Travel Time: This is the estimated travel time for the entire job.
- Owner*: While this is typically the job creator, the owner may be assigned to any employee during job creation. The owner will automatically be dispatched to the job on their mobile device.
- Region*: The region is a required field to which employees may be assigned. If employees are assigned to a region they may be mass assigned to the assigned crew.
- Assigned Crew: The assigned crew field allows you to assign multiple employees. These employees will have this job populated on their job tab on their mobile devices. To populate a timer or job on the time tab of a mobile user, you must assign them to the individual assignment.
- Notes: These notes are only available to internal users and not the client.
- Special Conditions: Special conditions are instructions provided to the employees assigned to the job.
2) Building the Job Tap Next after filling out general information
Select Add Line Item. These represent the services performed on a Job. These services include Assets and Employees attached to them. Fill out the following fields to build out the line items. To learn more about creating these line items please review Field Services & Operations Administrative Setup
- Bill As Type*: This is the assignment that you assign to a job. These assignments flow through the entire platform from Job Creation, Quoting, Dispatching, Service Tickets, Approvals, and Invoicing.
- Rate*: This is the rate to be billed to the customer
- Quantity*: This is the quantity of the service to be billed to the customer.
- Job Phase: Optionally assign it to a Job Phase. A Job phase separates line items on a job by general time. These are commonly used in construction to separate foundation work from the rest of the job.
- Start and End Dates and Times: These fields are the start and end times of the line item. These will display on the Timers of employees who are assigned to the job.
3) Assigning Assets and Employees to line items
To dispatch line items. Navigate through the creation indicated above. Additionally, navigate to Dispatch > Download the Job with the circled down arrow > Selected the circled ellipsis on the top right of the screen > Tap Next > Select the Line Item > Show Advanced
- Employee: This is the employee assigned to the line item. Once assigned this line item will display on the employee's account.
- Asset: This is an asset assigned to the line item.
- Special Instructions: Special instructions are information provided to the employee assigned to the assignment collection or assignment. These instructions are only available to the job creator, dispatcher, and assigned employee.
Forms may be found and completed throughout the Mobile App. These areas include the Form Tab, Timer, Job, and Task. For full information on assigning forms on Jobs, Tasks, and Timers please review Form Management.
Submitting a Form
Submitting a Form in the Form Tab does not assign the submission to a Job, Timer, or Task. These may be completed within the Form tab and later assigned with the Recents Submissions function available wherever adding a form is available.
To submit already assigned forms on a job select Jobs > Select the Job > Scroll down to the assigned Form > Submit the Form. Optionally you can add a form not assigned to the Job by Selecting Job > Select the Job > "+" button > Add a Form.
Typically you would only want to submit a form on a timer or task when they are assigned specifically to them. These are always indicated by a selectable red form icon. Select the red icon to fill the form out. Once completed the form icon will display with a green checkmark. You may submit a form within these areas as well without them being assigned or required. To submit a form on a Timer navigate to Time > Select and hold a Timer > Add Form. To submit a form on a Task navigate to Maintenance > Select a Work Order > Select and Hold a Task > Add Form.
Documents are utilized by companies to provide company-wide policies, manuals, instructions, etc. Review Documents see Document Management for full details.
Utilizing the Code Scanner
The Code Scanner is helpful when linked QR or Barcodes are applied to an Asset. When scanned the app will take you to one of two places at the discretion of the platform admin. Typically these scans display the Asset Profile found in Tools > Asset Profile which records and provides access to all open and historical Work Orders, Jobs, and Field Inspections (Forms). The Public Portal displays indicated forms commonly OSHA documents for public view. Review QR Code Management for full details. The Scanner is also available within the Maintenance Tab to quickly identify an Assets Work Order and complete it. This is commonly done for inspections or lubrication programs.
Preventative Maintenance (PM) Charting
PM Charting is a mobile solution for the Setup Tool within Maintenance > PM Programs. Creating Work Order Templates is not available within the PM Charting Tool. Please review Administrative Team Boards (Maintenance, HSE, and Operation) Setup for more information on the Web App.
Creating an Asset Template
An Asset Template is a list of tasks performed on the sections and components of a specific asset. These tasks once mapped may be applied to Work Order Templates within the Web App. This means you will not see any changes to the Maintenance Tab until these tasks are assigned to a Work Order on the Web App. See Administrative Team Boards (Maintenance, HSE, and Operation) Setup for more information on adding a task to a Work Order.
Creating a PM Template
PM Templates represent an exact group of tasks applied to many assets. These groups may further be categorized in sections and components on the template. Commonly these templates are named after a component type such as a gearbox or belt to be applied to entire assets within a plant or they may be named after equipment types such as 120T Grove Crane or Pick-Up Trucks. Keep in mind you may need to create multiple programs for Pick-Up Trucks if different models require a different set of exact tasks such as different oil for oil changes or different tires for tire changes. These templates may only be applied to a Work Order through the Web App. This means you will not see any of these tasks on the Maintenance Tab until assigned a Work Order on the Web App.
To Create a PM Template Navigate to Tools > PM Charting > Templates > New Template.
- Add Sections: Sections are Groups of Components
- Add Components*: Components are required on a template. These are what tasks are performed. Commonly named Motor or Gearbox.
- Add Tasks*: Once a Component is added adding tasks becomes available. Tap Add task and fill out the following fields. These tasks must first be added within a Work Order Template before they become available within the Maintenance Tab. See Administrative Team Boards (Maintenance, HSE, and Operation) Setup for more information on assigning these tasks to a Work Order Template.
- Task Type*: A task type is a specific category of task. Commonly this field is Add, Inspect, Change, Check, Clean, etc.
- Maintenance Method*: A Maintenance Method represents the method used to perform the task. Commonly these are By Hand, Automated, Grease Gun, Manually, Visually, etc.
- Product: This is the part or product used to perform the task. These parts will be removed from inventory once the task is marked as complete.
- Unit of Measure: This is how the product is measured. Commonly these are Each, Drum, Ounce, Liter, Mllilleter, Gallon, etc.
- Points Per Application: These are all the points that need to be applied for this specific task.
- Frequency*: This is the recommendation of how often this task should be performed. This does not represent how often it will recur just when it is recommended. Please note Work Order frequencies override this recommendation.
- Estimated Duration*: This is the estimated duration of how long this task will take to perform.
- Once a task is added Select Product on the task line item to add a product to the task. These products will be removed from inventory once the task is marked as complete.
Reports are built by the platform Admins. These reports are widely configurable. Select Reports to view these built dashboards. These are commonly compliance or completion reports, job costing, dispatch aids, etc. For full information on reports review Reports Management
Asset Profiles are found in Tools > Assets. Within these profiles you can add a New Asset, assign them to a Map, and review and access Inspections (Forms), Jobs, and Work Orders to the asset are assigned.
Add a New Asset
To add a new asset select the top right New Asset button. The following fields are available when creating a new asset.
- Image: Select the image icon to take a photo or select an image from the photo library.
- Unit ID*: This required field is the unique identifier of the asset displayed throughout the platform.
- Description*: This required description further describes the asset beyond the Unit ID and is displayed in most areas the Unit ID is displayed throughout the platform.
- Type: This field distinguishes Assets by their common characteristics. Such as Forklift, Crane, Truck, Semi, Debarker, Feeder, Blast Furnance, Bar Mill, Etc. Note that the Asset type will also determine the custom fields applied to an Asset. To create custom fields and view the asset type table navigate to Settings > Equipment > Asset Types. See Custom Fields for more information
- Make: This is the brand of the asset.
- Model: This is the specific model of the asset's brand.
- Year Manufactured
- Notes: These are notes specific to the asset selected or created.
- Class: This field distinguishes Asset Types by their most important unique characteristics. Such as capacity (100 Ton, 18 Wheeler).
- Asset Group: This field represents the direct parent an Asset is assigned to within Asset Groups.
- Region: This field assigns an Asset to a specific company region where applicable. Regions are typically other branches within a company.
- Location: This field represents the physical location of an Asset either by GPS, Address, or a plant's grid system. This field may be auto-updated by a form if configured on a Form Template.
- Serial No.: This is the number showing the position this asset was created within a series. This is a unique identifier.
- VIN: This is the Vehicle Identification Number which is the code for the specific vehicle.
- License: Record the license number within this field. This is a permit that allows the company to operate the Asset.
- Registration Month
- Mileage: This is the specific mileage the asset has operated.
- Hours: This is the number of hours this asset has operated.
- Operational Days per Year: Typical working days in a year are 261. This tends to change by country, region, and company. Record the typical Operational Days Per Year to track downtime on a Report.
- Operational Hours Per Day: Operational hours per day vary by company. Record the Operational Hours Per Day on this asset to track downtime on a Report.
- Responsible Individual: Optionally record the responsible individual for this asset.
- Supervisor: Optionally record the supervisor to this asset.
- Client: Assign a Client to an Asset. This commonly limits this asset to display only when the assigned Client is first selected on a form. Additionally, this will limit the asset to display when dispatching a Job Assignment for the selected Client.
- Purchase Price: This is the purchase cost of the Asset.
- Production Value: This is how much the asset costs to operate by the hour.
- Fuel Consumption: This is the cost of gallons of fuel by the hour.
Assign an Asset to a Map
To assign an asset to a map navigate to Tools > Assets > Map Icon. If already assigned you can view the GPS location. If not assigned select Add 'Pin" then drop it on the map to assign the Assets location. This is helpful when identifying where this asset is.
Adding a Part to Inventory
Parts and products in the inventory table are utilized on Jobs and Work Orders. Track the quantity of these parts to stay up to date on costs. Track parts on Jobs and Work Orders assigned to employees to stay up to date on where assigned parts are located. To add a part to the inventory navigate to Tools > Inventory > New Part. Once selected fill out the following information.
- Part #*: This required field is the unique identifier of the part displayed throughout the platform.
- Name*: This required field further describes the part beyond the Part # and is displayed in most areas Part # is displayed throughout the platform.
- Quantity*: This required field tracks the number of parts within the inventory.
- Cost: This is the purchase cost of this part. This field may be utilized to track the costs of all purchased parts.
- Add Photo: Add a photo to visually identify the part.
- Type: The type is a categorization utilized for accounting purposes
- Family: The family is a subtype categorization utilized for accounting purposes
- Package Style: The package style describes how the unit is packaged when receiving them.
Checking Parts In and Out
Checking inventory in and out is helpful when assigning company tools or parts to employees for Jobs or Work Orders. Track these parts by Navigating to Tools > Inventory. Find a Part allows you to view which parts are attached to a Job or Work Order as well as check them in or out and create a purchase request for them. Select Check Out to check parts or tools out on a Work Order or Job. Conversely, select Check-In to check parts or tools back in.
Purchase Requests are helpful when requesting more parts to be utilized. To create a Purchase Request navigate to Find Parts > Select a Part > Create Purchase Request. Fill out the following fields and tap Create to notify management.
- Requested Qty*: This required field identified how many parts are requested
- Association*: This association links this request to a Job, Work Order, Employee, or Stock
- Comment: Optionally add a comment to this request to communicate to management context on this request.
The people's option allows you to quickly identify any employee within the platform and email them. Navigate to Tools > People to access the company employee list.
How to Sync Data
There are two may considerations when syncing data. This is syncing data from your device to the cloud or Web App. Another is syncing data from the cloud or Web App to the device. There are a few areas within the App you can sync data and each needs to be reviewed carefully to best understand its function.
- Tools > Sync Now Syncing the iOS App in this way will first attempt to sync all the data from the device to the cloud and then download additional changes to the device. This sync typically occurs after every change in the device.
- Tools > Settings > Support > Full Sync Syncing the iOS App this way will skip uploading data to the cloud and download data to the device. This will not lose any saved data local to the device such as drafts or offline submissions. This sync is helpful in a few troubleshooting instances where data appears to be incorrect on the device.
- Tools > Settings > Support > Advanced > Reset Data Syncing the iOS App this way will clear all local data from the device and then download data to the device. Pending Changes will be deleted such as drafts offline form submissions, and syncing changes that are stuck. If data is stuck in eternal sync it is recommended to first attempt steps 1 and 2. If these steps do not work it is recommended to contact support and follow step 4.
- Tools > Settings > Support > Advanced > Backup App Data This function will simply download all pending changes and data from the device to our developers. This tool is sometimes utilized for advanced support needs when syncing data is stuck eternally. It is recommended to attempt steps 1 and 2 before contacting support for eternal syncing issues.
How to Contact Support
Please follow this link to contact support on the Web App. For assistance on the iOS Mobile device navigate to Tools > Settings > Support > Contact Support. From here you may submit an email directly to our support team. This email also provides context on the installation ID and pending changes in JSON for further context on potential syncing issues.
Connecting Realware Devices
A Realware device is a hands-free optical tool used during PM Charting. See PM Charting. It is used to apply PM Templates to assets and required the iOS App. Connect a Realware device to a hard hat for a hands-free experience.
To connect a Realware device first log in to the proprietary ForeSight MDM that Realware utilizes. Next within the MSAM or Redlist App Navigate to Tools > Settings > Connect a Device. Through Bluetooth discover and link devices. Please note that there are currently no Web App or Android App connections to Realware.
Menu Settings adjust navigation tabs. You may adjust these in Tools > Menu Settings. You may have up to 4 or fewer tabs on your navigation bar. The tools tab is always available. Utilize these to improve efficiency and access to areas within the App.
Other settings included in the iOS App include the following.
- Save to camera roll allows you to save every photo taken within the platform to be saved to the device locally. This is recommended but optional.
- Camera flash allows you to utilize flash when taking a photograph within the platform.
- PM Charting Data When first downloading data on login PM Charting (iPad Only) is not available to improve login speeds. Download this data to access PM Charting after login.
- Logout when desired. This setting also displays your username utilized when logging into the