How-To Videos

How to Create a Form

1. Create a new form by clicking on either of the two highlighted buttons.
2. Start by entering a name and description for your form.
3. Then click on the Define Form button.
4. You are then taken to the Form Designer where you can begin constructing your form.
5. The Toolbox menu on the left of the Designer holds all of the field types ready to be dragged onto your form.
6. The Form-Field Properties menu on the right allows you to define each field on your form.
7. To start simply click on the desired field and drag-and-drop onto the phone.
8. Edit the properties in the right hand menu.
9. You can come back and edit your forms at any time and all of your properties can be modified.
10. You can make your form as big or small as you need.
11. Add the Calendar field to capture dates.
12. Add the Time field to record the time.
13. Min and max values can be applied to reduce inputting errors.
14. Add a Signature field if a signature is needed.
15. The Photo field can be added so the user can add a photograph to the form.
16. Once you have completed your form you will need to click the Save button on the left hand side.
17. To allow a mobile user to view the form on their device you need to publish the form.
18. To do this simply click on the form in the list…
19. …then click the ‘Form is Unpublished’ button to toggle the form to Published.
20. A form can be made Location Aware in the same manner.  Location Aware forms record a GPS reading of where the form was completed.
21. When you have published the form, click the Save button.

How to Create a New Mobile User

1. To add a new Mobile User click on the Mobile User icon from the website dashboard.
2. Click on one of the highlighted links to open the Add New Mobile User page.
3. Complete the form by entering the mobile users personal details into the required boxes.
4. The Username and Password entered here will be used by the Mobile User to access WorkMobile^® on their device.
5. Fields with an asterisk (*) are required.
6. You can modify these details at any time by editing the Mobile User.
7. When the form is complete, click on the Add User button.
8. Confirmation that you have successfully added a new Mobile User appears in the green box at the top of the page.
9. To send a free text message to your new Mobile User’s device click the link in the message.
10. The new Mobile User has been added to your Mobile Users list.

How to View Completed Form Data

1. You can access any completed records by selecting the Forms button.
2. Click on the form you would like to open.
3. You can view the records by selecting the ’Completed Records’ button from the ‘Form Dashboard’.
4. The red circle next to the icon represents the number of records available to be viewed.
5. Your Credit will be reduced when records are sent from the device to the website.  Remaining credits are shown in the top right corner.
6. Click on Completed Records.
7. The ‘View Form Data’ page displays the records completed by your Mobile Users.
8. Each record has a ‘Created By’ and a ‘Created Date’ field to show when the record was completed and by who.
9. Each field on your form will be shown in this list including signatures and photographs.
10. Signatures and photographs can be opened in a new window so they can be viewed in more detail.
11. If you have made the form ‘Location Aware’ then you can view the data using the ‘Map all Locations’ button.
12. The GPS reading of the user’s location when the record was completed is displayed on a Google Maps window.
13. To download the records simply click the ‘Download Data’ button.
14. WorkMobile^® allows you to mark previously downloaded records as old so only new records are downloaded by clicking the  tickbox.
15. Your WorkMobile^® data will now open in Microsoft Excel in CSV format.

How to Create a Job Type

1. Firstly, you need to produce the form that will  be used by your Mobile Users.  The Form above has been produced for this example.
2. Click on Jobs to start producing your job type.
3. Click on the New Job Type button highlighted above.
4. In the first section, add details for the job including the name and a description.
5. Fields with an asterisk (*) are required.
6. Select the form you wish to use from the dropdown menu.
7. Make sure the Live box is ticked so that you are ready to issue to your Mobile Users.
8. In the second section, you select which fields the operator will complete…
9. …and which fields the Mobile Users have to complete.
10. In the third section, you select what information to show as a summary of the job on the mobile users device.
11. You have successfully created a Job Type, click on the Submit button to save and continue.

How to Create a New Job

1. Firstly, make sure that your form has been published.
2. Open the Jobs tab to start creating your new job…
3. …then click on New Job in the left hand menu.
4. Select the job type from the drop down menu.
5. And input the date and time for the Job to be carried out.
6. Insert a brief description of what the job entails.
7. Click Next to continue.
8. Then enter the data the Mobile User needs to carry out the job.
9. When finished, click the Save and Allocate button to save the job and allocate it to a Mobile User.
10. Choose which of your mobile users to allocate the job to.
11. You will now see from the jobs list that the job is allocated.
12. Job details can be seen when the job is opened.
13. The mobile user will now be able to receive the job on their device and complete the job.

How to Create Sub Forms

1. To use the sub form field in your master form, firstly, you have to create the child form that will be used as the sub form.
2. Click on the Forms button on the WorkMobile^® dashboard.
3. Click New Form as highlighted above.
4. Enter a name and description for the form and then click the Define form button.
5. You can then start to construct your sub form.
6. Drop and drag fields from the toolbox onto the phone.
7. Edit the properties of the fields in the Form-Field Properties on the right hand side.
8. Add all the details you require and then click on the save button.
9. The parent form then needs to be created.
10. Create your form as usual by entering a name and description for the form and then clicking the Define form button.
11. Drag and drop the fields from the Toolbar, and edit the properties.
12. The Sub Form field can be dragged and dropped onto the phone at any stage.
13. On the Form-Field Properties select the Sub Form you wish to include from the SubForm drop down list.
14. Select the fields you wish to display in the summary on the Mobile Users device.
15. Once you have finished completing your form, click on the Save button.
16. You then need to publish the form.
17. Click on the form to open it…
18. …then click the Form is Unpublished button to toggle the form to Published.
19. This automatically amends the child form’s status to published too.
20. Viewing a sub form on a mobile device.
21. The mobile user will choose the form they wish to fill in.
22. On your Mobile Users device, the Subform appears as a field.  Click on the button to add  details.
23. Click on the Menu button, and then click Add.
24. Complete the subform and then click save.
25. To add more entries to the subform, click on Menu then Add.
26. Then complete the details for the next subform and save.
27. This process can be repeated as many times as neccessary.
28. The number of entries are displayed on the field.
29. To delete an entry, select it using the tickbox, then click Menu and Delete.
30. When all entries have been completed, click Menu then Done…
31. You will be returned to the master form to complete the remaining fields.
32. In the sub form field the number in the brackets will show how many entries were added.
33. Click save when finished…
34. …the form is saved to your Outbox ready to be uploaded.
35. When the form has been uploaded, the data can be viewed online.
36. Choose the master form you wish to view records for…
37. …then click on Completed Records.
38. The form data displays as normal.
39. To view the sub form data, scroll along and click View Records.
40. Alternatively, you can choose the sub form from the forms list, and view the completed records.

How to Use Skip Logic

1. It is possible to create a form that applies hidden logic to determine which pages are relevant for the user.
2. For example, if question 1 has a certain answer, you can skip straight to question 6.
3. Firstly, you create a form by clicking on the Forms button on the Dashboard.
4. Then click on New Form and type the form name and description.  Click on the Define form button to start designing your form.
5. Drag and drop fields from the Toolbar onto the phone and edit the properties.
6. Drag and drop the Page Break field to show where the form will be split into different pages.
7. Make sure you give each Page Break a name, either using text or a number.
8. In this example, Page Breaks are being added after each field…
9. …and the Page Breaks are being numbered from 1  to 8.
10. You can use as many fields and as many Page Breaks in your form as you require.
11. This example uses a variety of fields…
12. … text boxes, calendar, drop down lists, radio buttons, photographs and signatures are all included.
13. When you have completed adding all the fields and the form is laid out as you wish, you can apply the logic.
14. You apply logic within your page break properties.
15. Select your first page break.
16. Firstly, select which page you want the user to ’jump’; to.  This is the Target.  Choose the page from the drop down menu.
17. And then you need to enter a formula for what the dependancy of that data should be.
18. This is done using the same type of logic that you find in Microsoft Excel.
19. This formula means that if the Item field is left blank and has no data entered, then skip to the target page 8.
20. Select the next page break…
21. Again, using the drop down menu, choose the target page.
22. Then enter the logic you wish to use.
23. This expression means if the number entered in the ‘Value(s)’ field is less than 100, skip to page 6.
24. Select the next page break.
25. Choose the target page.
26. This formula means that if the date is within the next 10 days from today’s date, skip to page 7.
27. On the device, the logic is applied behind the scenes.
28. From the formula that was applied, if the user leaves the Item field blank, the logic states the user to be taken to the end of the form.
29. But, if the field contains data, then the form continues to the next page.
30. If a value less than £100 is entered into this field then the logic directs the user to page 6 (Known Damages – Photo field).
31. But if a figure greater than 100 is entered, the form continues to the next page.
32. The formula stated that if a date within the next 10 days was selected then the user would skip to page 7 to take a signature.
33. But if its more than 10 days, the form continues to the next page.
34. You may wish for the logic to be controlled by your Mobile User…
35. …this can be done by entering a formula NOT beginning with an equal sign (=).
36. Set up the Page Breaks as usual.
37. Add text instead of a formula that will be used as a tickbox on the device.
38. On the device, instead of the logic depending on the data that the user inputs into the fields…
39. …there is a tickbox that the user either agrees or disagrees with…
40. …which determines which page the Page Break directs the user to.

Completing a Job on a Mobile Device

1. When a Mobile User is sent a job, it will appear in their Inbox.
2. Click on the job and a summary will appear.
3. Click Next to continue.
4. The job form will then open.  The fields that are greyed out are uneditable by the Mobile User.
5. The remaining fields can be filled in as neccessary.
6. When the job form is finished click on the Save button.
7. The job form will then be saved in the Outbox ready to be sent.

How to Reject a Job on a Mobile Device

1. If the Mobile User is unable to complete a Job, they have the ability to reject it.
2. After looking at the details on the job summary screen, there may be a reason why it isn’t possible for the Mobile User to carry out the job.
3. Press the Menu button and then click on Reject.
4. The job can also be rejected during completion of the form….
5. Again, just press the Menu button and then click Reject.
6. After pressing reject, the Mobile User can provide an explanation of the reason they are unable to complete the job.
7. Click on the Reject button to confirm.
8. The job is then saved in the Outbox.
9. The Mobile User should press Send/Receive to send the rejected job back to the office.  The job can then be allocated to another Mobile User.
10. Viewing a Rejected Job on the website.
11. Click on Jobs on the dashboard.
12. The rejected Job appears in the Jobs List in red text.
13. Click on the job to see more details.
14. The reason why the job was rejected is shown next to Latest Rejection.
15. The Job details can be edited here if required.
16. As the job has been rejected the ‘Allocated to’ field indicates that the job is Unallocated.  Click on this link to allocate the job.
17. The job can then be re allocated either to a different mobile user or to the same user.
18. The job now shows as allocated and it will be sent to the Mobile Users device.

How to Save as Draft on a Mobile Device

1. Choose the form or job you wish to fill in.
2. Start to complete the fields.
3. If you need to stop filling in the form for any reason, you can save the information you have already entered…
4. …click on the Menu button at any point and select Save As Draft.
5. The form and any completed data so far are saved to the Drafts folder.
6. You can edit and continue completing the form by selecting it from this folder.

How to Create a Report

1. On the Reports section click on Design Report.  A new window will then open.
2. The first time you use the Report Builder, it will download for future use.  Click on the appropriate icon to start the download.  The Report Builder will then open.
3. Enter your WorkMobile^® Username and Password to connect to the system.  Use the tickbox if you want your details to be remembered.
4. Click on ‘Table or Matrix’ to choose the WorkMobile^® form you want to make a report for, then click Browse.
5. Select the folder Regxxx and a list of your forms will appear.  Select the form you wish to create a report for and click open.  Click on Next to continue.
6. From the left hand side choose the fields you want to include in the report.  Click and drag the fields.  In this example, all the fields have been selected.  Click ‘Next’ to continue.
7. We can now arrange the fields in the position they should display on the table.  Drag and drop the fields you want in the table into the ‘Values’ box and then click Next.
8. You can then choose the layout of your table.  See a preview in the preview box, if you are happy with the layout, click next to continue.
9. Choose a style from the left hand side that you would like to use for your table.  A preview is shown on the right.
10. Click on ‘Finish’ to end the wizard.
11. The main Report Builder screen will appear.  The data fields will appear in the Report Data list on the left.
12. The Report appears ready to be edited.  Give your report a title.
13. Then click on ‘Run’ at the top left to preview the report with the current data set.
14. The report is then generated.
15. We then need to ensure that the signature image appears on the report.
16. Click on the Design button in the top left.  Then click on the signature field and delete the text.
17. Select the field and click on the Insert tab at the top of the screen, then choose Image.
18. Use the first drop down menu to select the image source and choose ‘External’, then use the second drop down menu to select Signature.
19. The signature field will now contain an image icon…
20. …and the actual signature will appear on your finished report, as shown when we click Run.

How to Display One Record Per Page

1. Displaying one record per page replicates a paper form.
2. Firstly, remove the row that contains the  headers.  Left click and choose ‘Delete Rows’.
3. We will modify the table to be used as a form.
4. We insert rows to create the form structure.
5. Then remove all the fields. (Cut the signature so it can be pasted elsewhere.)
6. Add the names of the fields that you want to display on the form.
7. You can merge cells to make the form more readable and delete any unwanted rows or columns.
8. You can edit the form as in Excel, e.g. adding borders etc. and you can change the title if needed.
9. We can now input the required fields into the cells.  Click on the blue square in the top right corner of the cell to select the data field.
10. Choose the data you would like in each cell from the drop down menu.
11. Paste the signature that we copied previously.
12. Again we can apply borders and edit text type.
13. Click on ‘Run’ to preview the report.
14. The report is produced but both records appear.
15. Return to the Design screen to show one record per page.
16. Select all your rows, then left click and choose ‘Add Group’, then click ‘Parent Group’…
17. Use the drop down menu to select ‘ID’ (this is the unique identifier of a row of data).  Then click OK.
18. This set of data is now grouped.
19. Under ‘Row Groups’ double click on Details.
20. Select Page Breaks on the left and check the boxes as shown, then click OK.

Adding a Logo

1. Move your form table to make space for where you would like to position your logo.
2. Select the Insert tab at the top and click on Image.  Now draw a square where you would like the logo to be.
3. The Image Properties window opens.  Choose ‘Embedded’ as the image source.
4. Click on Import to select your logo file from your documents.
5. Click on Run to see the report.
6. The logo and title only displays on the first page – above the first record.  This is because they are located outside the table.
7. To show the logo and title on all pages for each record, click on Design.
8. Insert a row at the top that will contain the logo and title.
9. Remove columns that are not needed.  Merge cells to create more space.
10. Drag your logo into the table, where you would like it to be located.
11. Move the title into the table.
12. Resize the table as needed.  Insert columns or rows and merge cells to create space in the table.
13. Delete the title from outside the table so that it doesn’t appear on the report page.
14. We will now save the report.  Click on Save at the top left.
15. Save the report in your Regxxx folder.  Name it as required.
16. Now minimise the Report Builder and re-login to your WorkMobile^® Account.
17. Click Forms on the toolbar to select your form.
18. Click Completed Records.
19. There is now an icon on the left of your data.  Click on this to open the report.
20. You can now select the format (PDF, Word etc.) you require the form to be exported into.   Choose the format and click Export.
21. The PDF file or Word doc will open.  Your reports are now complete.

Embedding a Sub Form into your Report

1. Once you have opened the Report Builder, click ’Table or Matrix’.
2. Then click Browse and open your Regxxx folder.
3. Select the form you wish to open.  Click on Next to continue.
4. Select the fields from the box on the left and click Next.
5. Drag any field into the box as shown to build your dataset, then click Next.
6. Chose the layout and click Next.
7. The dataset fields appear on the left.  Clear the report page to start designing your own layout.
8. Click View at the top and tick Properties.
9. Click Insert, then Table, and choose ‘Insert Table’.
10. Click and drag to create your table.
11. Choose ‘DataSet1’ from DataSetName in the properties window on the right.
12. Edit the table by inserting and deleting rows or columns.  Add a title etc.
13. Add your WorkMobile^® fields into the relevent cells by clicking on the blue icon on the top right of the cell.
14. Add the signature image.
15. Select External.
16. Place the image icon into the correct position.
17. All records are shown on the same page.
18. To show 1 record per page follow these steps:
19. Firstly, group the data.  Left click, hover over Add Group, and choose Add Group under RowGroup.
20. Choose to group by ID.
21. This column can be deleted – the orange vertical line showns the data has been grouped.
22. Click on Details.
23. On the Page Break section tick ‘Between each instance of a group’ and ‘Also at the end of a group’.
24. The reports now have a page break between them, so are shown one record per page.
25. Save your Report in your Regxxx folder.
26. Now the main form report has been created – the  sub form needs to be created as a new report.
27. Open the sub form relating to your main form.
28. Drag and drop the fields you require.
29. The report can now be edited.
30. Click Insert, then Table, and choose ‘Insert  Table’.
31. Edit the table by inserting and deleting rows or  columns.
32. Add the column and row title.
33. Insert the fields into the relevant cells.
34. Edit the appearance of your form by changing  fonts, colours and style.
35. To add a subtotal as a calculated field…
36. …right click on the cell and go to Expression.
37. Expand Common Functions and select Math, then select ‘Sum’ from the Item box.
38. Click on Fields to select the field you want to summate.
39. Click on DataSet1 on the left, and then right click and select DataSet properties.
40. Click on Query Designer.
41. Click on the ‘filter’ button.
42. Choose ParentLink1, click ParentLink1 in the main window, then right click Prompt.  Press Ok to get back to the report screen.
43. Save the sub form report in your Regxxx folder.
44. Open your main form report.
45. Insert your subform report into your main report.
46. Insert a SubReport control by clicking the Subreport button.
47. Click on Subreportname in the Properties window and type the subreport name saved earlier.
48. Then click on Parameters and click on the [...]  button.
49. Click Add and select ‘ParentLinkId’ from the dropdown box.
50. Then, select ‘UploadId’ from the dropdown box on the right.
51. Click on the Run button to see your report with the subform embedded into it.
52. To setup page margins and page orientation -  click on the blue area under the report page – until Report is shown on the  right.
53. Click on Margins and set as required.
54. To add a MAP link in your report representing your geo-tag follow these steps…
55. Right click on cell – and select Textbox Properties.
56. Then Select Action.
57. Select Go to URL and select Location URL from the field list.