Dispatch Basics - Creating, Viewing, Deleting, Menus

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doForms Dispatch provides powerful dispatch forms and work order forms functionality. These special purpose forms contain important information to tell mobile workers where to go (dispatch) and what to do when they get there (work order). As your mobile workers complete their assigned tasks, doForms lets them fill out data fields in the form, take pictures, capture GPS locations and collect signatures. The completed data records are then sent back to you. In addition to sending and receiving forms from your workers, doForms Dispatch also tracks their current and past GPS locations, and these locations are plotted on an interactive Tracking Map. You can select which workers to view, as well as the time interval. The map also shows the locations where forms were filled out.

http://www.doforms.com/support/how-to-videos/how-to-use-dispatch.htm

Selecting Projects and Forms

To view data, first Select a Project from the drop-down list. Next, Select a Form.  Next, enter a Date Range. These will narrow down the volume of data that will be displayed. Finally, click the View button.

Deleting Projects and Forms

In order to delete all the data corresponding to a form from your account, you must (1) delete the form in the Build Forms tab, and (2) remove the form from any projects in your account.

See the Build Forms section for information on deleting forms from your account.

See the Manage > Projects section for information on removing forms from projects in your account.

Deleting Data Records

  • In order to delete any or all records from your doForms website:
  • Select a project/form in the View Data tab.
  • Select the record that you wish to delete using the check-boxes on the left side of each record (or check the box above all the records to “select all”).
  • Click the “Delete all selected” button.

Creating a New Dispatch Record

To create a new dispatch record:

  • Click the Data menu and select “Add Record”. Select the Mobile_Number or Nickname of the mobile device to which this record will be sent.
  • Fill out any other desired fields in the form.
  • Click on one of the Save options.

The Save options include:

Save  – The record will be saved and listed as Pending.

Save & Send – The record will be saved, sent and listed as Sent.

Save & Schedule – The record will be saved, scheduled for future sending and listed as Scheduled.

Shown above is the form that was dispatched in the example after it is received by the doForms mobile app (Sent and Received).

Status Indicators

The Dispatch tab provides to following status indicators for each dispatch record:

Pending – The dispatch record has not been sent to the mobile device.

Scheduled – The dispatch record has been scheduled for sending.

Sent – The dispatch record has been sent to the mobile device.

Received – The dispatch record has been received by the mobile device.

Viewed – The dispatch record has been viewed on the mobile device.

Rejected – The dispatch record has been rejected by the mobile user.

Completed – The dispatch record has been completed by the mobile user.

Note that you can change the colors of the various status indicators in the Options menu.

IMPORTANT: 

  • Be sure that the dispatch interval on each mobile device is set to a non-zero value (Settings).
  • The dispatch receiving function on the mobile device will continue to receive dispatches when doForms Dispatch is running in the background (e.g., you open another program without “exiting doForms”).
  • The dispatch receiving function will be suspended if the mobile device goes to sleep (screen turns off).

File Menu

The File menu provides the following functions:

Import Data – The Import Data function allows you to import data from an external table into the Dispatch tab. External files can be CSV or Excel 97-2003 format only and the first row of the file must contain field names for each column (no spaces or special characters). The corresponding data types (number, text, date etc.) must match the data types in the Dispatch tab exactly. The Import Data function will allow you the option of “mapping fields” in the event that the column names in the file and the data_names in the Dispatch tab do not match.

Options Menu

The Options menu provides the following functions:

Display Settings – Use to specify which questions will be displayed as answer columns in the List View. Use these setting to declutter the List View. You may also specify if the “caption” or “data_name” property of the question widget will be displayed as the heading for the corresponding column. These settings are “per user”. This means that each web user can change the setting for a specific project/form without affecting other users.

Bulk Dispatch – Schedules all records that have a Pending status to be Sent at a future time (see “Bulk Dispatch” article).

Schedule All Pending – Schedules all records that have a Pending status to be Sent at a future time.

Send All Pending – Immediately Sends all records that have a Pending status.

Status Colors – Allows you to change the colors of the various status indicators. These setting are “per account”. This means that any changes to these settings for a particular project/form affect all website users.

Report Settings – Use to control the format of PDF and Excel reports. These settings are “per account”. This means that any changes to these settings for a particular project/form affect all website users.

Data Menu

The Data menu provides the following functions for managing data in the View Data tab:

Add Record – Adds a new blank record into the data table in Edit mode.

Show Data Filter – Displays the data filter options. See “Sorting and Filtering Data” below.

Delete All Selected – Deletes all selected (checked) records.

View Menu

The View menu provides the following functions:

Tracking Map – Toggles from List View to the Tracking Map (See Tracking Map View section below).

List View – Toggles from Tracking Map to List View.

Row Menu

 

Each data row in the Dispatch tab contains a “Row Menu” (little boxes with down-arrow). The Row Menus in the View Data tab provide the following functionality:

Send – Use to send the dispatch record to the designated mobile device.

Schedule – Use to schedule the Send function for a future date and time.

Edit – Allows you to edit the data. To make changes to data in a row, select Edit from the Row Menu. The selected row will expand. Make the desired edits and press the Save when done.

Add – Allows you to add a new  dispatch record (see the “Creating a New Dispatch Record” section above).

PDF Report – Produces a PDF report of the selected record. For more information, see the “Reports” chapter. PDF reports can be downloaded, emailed or printed.

Excel Report – Produces an Excel report of the selected record. For more information, see the “Reports” chapter. Excel reports can be downloaded, emailed or printed.

Delete – Deletes the data row. To delete a row of data, select Delete from the Row Action Menu. A message will be displayed asking you to confirm the delete. Click the Ok button to permanently delete the row of data from your doForms website (Dispatch tab and View Data tab). Otherwise, press Cancel.

Task – Use to send an email to one or more doForms website users, instructing them to complete a task(s) pertaining to the data row. The email will contain a direct link back to the data record.

IMPORTANT: Edit, Add and Delete functions are only available to users with Edit, Manage or Admin privileges. Also, please make sure that your web browser is set to “Allow Pop-ups” from your doForms website in order to use the Print, Email PDF and Task functions above.

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