doForms Dispatch provides the platform needed to prepopulate a form with critical task related information and then dispatch that form in real-time to a specific mobile user.
The dispatcher is provided continuous real-time feedback throughout the process as devices automatically report when a form has been received, viewed and completed. In addition, form builders can incorporate actions into forms that will send back status updates in real-time while the form itself is being filled out by the mobile user. Dispatch customers may also select to turn GPS tracking on mobile devices. Based on settings each device will send its current location on a predefined basis back to the server. These tracks are plotted on a map providing a historical bread crumb trail of mobile activity.
Selecting Projects and Forms
To view forms that have been dispatched, first select a Project from the drop-down list and then select a Form. Next, enter a Date Range and then click on one of the two View buttons.
View Versus View Record Name
View will display all collected data fields that were in the selected form. These fields data can be viewed by either scrolling from left to right or by looking at the form in form mode using the edit or PDF options. View Record Name will only bring back those fields as defined by Record Name setup when the form was built. Record names allow the form builder to establish which fields in the form will be used to uniquely identify the record once the form has been submitted. This option is optimal as the results will return substantially faster. This is especially true when view large forms or forms with many images. Even though the system only returns the record name fields, the dispatcher can still view the form in its entirety in form mode. Note: Record names are highly recommended especially for Dispatch. The mobile device will display the Record Name versus the form name as long as one exists. In most cases the record name will consist of the data entered by the dispatcher such as customer name, address, etc..
Creating a New Dispatch - Mobile user
There are many ways in doForms to generate a dispatch for a mobile user.
Manual: Click the New button to open a form dispatch (shown below), and then click the Send to Mobile radio button. The dispatcher can populate the form and has the option to Save the form or Send the form. If sending the form, the dispatcher has the option to send the form immediately or to schedule when the form is sent to the mobile user.
Import: Read about importing dispatches.
Integrate: doForms provide two methods for integrating doForms with existing systems: Web Services are available for most dispatch functions and operate bi-directionally so that a programmer can send dispatch records to doForms while also receiving status updates and completed records.
doForms also offers Sync & Save which makes integration less cumbersome and requires no programming.
Creating a New Dispatch - Email
The following status indicators are available for each dispatch record sent to a mobile device:
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 by the mobile user.
Rejected – The dispatch record has been rejected by the mobile user.
Completed – The dispatch record has been completed by the mobile user and has been sent successfully and received by the system.
Note: You can change the colors of the various status indicators in the Settings option by selecting the status colors option.
Form Builders can insert action buttons into forms that will change the status based on custom text selected by the form builder. If the mobile user clicks on an action button configured to send a status to Dispatch, the status text of the record in the portal will reflect the Mobile user’s status. This feature can be used to set a status of Arrived or Made Safe right from within the form.
Display Settings – Whether using the View button or the View Record Name button, your data is displayed in columns. These settings allow you to remove columns, define how columns are named and even how certain data is presented if it is part of a container such as a Grid or Table. Status Colors – Allows you to change the colors of the standard status indicators. Report Settings – Controls the formatting of PDF and Excel reports. These settings are different from the setting assigned to email functions embedded in a form. Those settings will control the format of emails reports sent based on the automated reporting system which sends reports at the time the form is submitted. These setting will take affect when a web user views or prints a form on demand from the portal.
Show data filter – Data on your screen can be sorted by clicking on the column header and can be filtered by either selecting this option or by clicking on the Filter button.
Simply set the filter criteria and click on the apply button. Use the clear button to clear the filter criteria.
Delete all selected – Deletes all selected (checked) records.
PDF Report all selected – Generates a PDF report for each record that was selected.
Bulk Dispatch – Bulk dispatch allows a dispatcher to send multiple forms to a single person at one time based common elements in each form. Example, the company uses five different forms but each form has certain fields that are common and need to be filled out by the dispatcher prior to sending the forms to the mobile user. This feature allows a dispatcher to pick multiple forms, it then identifies the common fields and allows the dispatcher to enter data once. All forms are then sent to the mobile user containing the same prefilled out data.
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.
List View – Data is presented by row.
Tracking Map – doForms offers two methods for plotting information on a map. For user that configure mobile devices to send tracking data the tracking map will plot stops and moving arrows on the map. In addition, if a form contains a GPS location stamp then doForms is able to plot on the map the location associated with this form. Tracking and form mapping are described in greater detail in the Tracking section of this document.
Each data row in Dispatch contains a row menu accessed by clicking on the down arrow on the left side of each row.
Send – If a record is in pending status you can use send to send the record immediately. You can also resend a record to the same user.
Schedule – If a record is in pending status you can use schedule to send the record on a specific date and time. You can also resend a record to the same user on a specific date and time.
Add – Select add to fill out and dispatch a form in form mode.
Edit – Allows a dispatcher with edit rights to edit the form. Your form will appear in form mode and you will have the ability to edit data, save those changes, resend the form or schedule the form to be resent and you can email/print the form based on your report settings.
Copy – Select copy if you would like to use an existing form as the basis for your dispatch form.
Delete – Deletes the data row. 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.
PDF Report – Produces a PDF report based on your report settings.
Excel Report – Produces an Excel report based on your report settings.
Note: Add, Edit and Delete functions are only available to users with Edit, Manage or Admin privileges.
Auto-refresh – By checking Auto-refresh your screen will be updated as completed records are received and as status changes happen.
Page Navigation – Use the navigation bar below to navigate between pages and to determine how many records to display on a single page.