Worksheets

Worksheet Administration

To create or edit worksheets, navigate: My Account → Administration → EITHER [quick links]  Manage Worksheets OR [side menu] Schedule → Worksheets

Worksheets can be allocated to different groups through the Group field and searched for via a  ‘Group’ filter, enabling speedy retrieval.

In the worksheet administration section you will be able to see/carry out the following actions:

1. View the name of the worksheet.
2. View the Group it belongs to
3. View the stage by which completion is required by ‘Back Office’ users.
4. View the stage by which completion is required by ‘Resources’.
5. Identify whether a worksheet is locked or not. If a worksheet is locked, changes cannot be made and the worksheet cannot be deleted. Only the user who locked it can unlock it to make changes.
6. Duplicate a worksheet including any questions and conditional branching – useful if you want the same Worksheet for a different Group or Job type.
7. Lock the worksheet so that it can be edited or deleted.
8. Open up the worksheet and edit it. Please note that if you edit a worksheet, it will be changed for all jobs which contain this worksheet, whether or not the job has been completed.
9. Delete the worksheet. Please note that if you delete the worksheet, it will be removed from any jobs it has been completed against as well as any jobs which are yet to be completed.

Creating New Worksheet

Clicking on the add button, you will be presented with the following dialogue box:

1. Enter the name of your worksheet.
2. The Resource Group that will be completing the Worksheet
3. Select the completion time for ‘Back Office’ you can select from:
   • ‘N/A’ – The worksheet will be visible to the Back Office but the answers cannot be edited or changed.
   • ‘At Any Time’ – The worksheet will be visible to the  Back Office, however, answers can be added and changed at any time. Mandatory questions will not be enforced for back office users as they can be completed ‘at any time’.
   • ‘Before Creating’ – Any mandatory questions need to be filled in before the job can be created, i.e saved for the first time.
   • ‘Before Scheduling’ – Any mandatory questions need to be filled in before the job can be assigned to a resource for a given day and time; however the job can be created.
   • ‘Before Sending’ – Any mandatory questions need to be filled in before the job will be sent to the tablet. This option should only be used in specific applications as advised by RoadCrew or Implementation.
   • ‘After Job Completion’ – The worksheet will be viewable by the Back Office, however, answers will only be editable after job completion. Mandatory questions will not be enforced since there is an infinite amount of time after job completion.
4. Select the completion time for ‘Resource’ you can select from:
   • ‘N/A’ – The worksheet will not be visible on the tablet for the resource to complete.
   • ‘At Any Time’ – The worksheet will be viewable on the tablet for resources to complete, however, any mandatory questions will not be enforced since there is no time constraint.
   • ‘Before Driving To The Job’ – The worksheet will be displayed on the tablet, and mandatory questions will need to be answered before the resource can drive to the job.
   • ‘Before Starting The Job’ – The worksheet will be displayed on the tablet, and mandatory questions will need to be answered before the resource can start the job, perfect for risk assessment based worksheets, on-site checklists or customer-specific Health & safety documents.
   • ‘Before Completing The Job’ – The worksheet will be displayed on the tablet after the job has started, and mandatory questions will be required to be answered before the job can be completed. This is the recommended completion time for resources for the vast majority of applications. Please note, if you have set up your job type so that ‘Negative job results removes mandatory function for worksheet questions’, a negative job result will not enforce answering of mandatory questions.
   • ‘After Completing the Job’ – If the worksheet contains no mandatory questions, the worksheet will be displayed after the job has been completed.
5. Select the completion time for ‘Booking Site’ you can select from:
   • ‘N/A’ – This worksheet will not be completed by the booking site.
   • ‘Before Scheduling’ – Before the job is scheduled to a resource on a given day/time, mandatory questions must be completed.
   • ‘Before Sending’ – Any mandatory questions need to be filled in before the job will be sent to the tablet. This option should only be used in specific applications as advised by RoadCrew or Implementation.
   • ‘After Job Completion’ – Booking site users can complete the worksheet after the job has been completed. Perfect for any feedback questionnaires.
6. If you wish to amend the header for ‘Answer’ on our standard JobCard, simply delete and replace.
7. If you wish to amend the header for ‘Notes’ on our standard JobCard, simply delete and replace.

Once you have selected your options, click save; locate your worksheet, click on it and select edit to start adding questions.

Adding Questions, Question Types and Question Options

When you open the worksheet, simply click on ‘Add’ to add a question. Note you can also amend the options selected previously.

Worksheets can contain as many questions as you like. The question itself is entered in the first box ‘Question‘. Other options are as follows:

1. Type – This lays out the form of response you expect from the question you are asking.  Select from

• Yes/No: A simple yes/no based response.
• Cost: A description and amount will be entered as a line item against the job.
• Decimal: A number with a decimal place.
• Whole Number: A number without a decimal place.
• Text: A text based response which can be limited by characters if you wish, or left unconstrained.
• Statement: A text-based statement which can be read by either the resource, or presented to your customer.
• Date: Date-based response will be required using the date picker.
• Time: A time-based response.
• List: Resources can either select a single response or make a selection of multiple answers.
• Signature: A name and signature box will be presented.
• Photo: The resource will be asked to take a photo. If the resource is required to take several images, you can either ask multiple picture-based questions or use the picture section on the job detail page.
• Barcode: By either using the camera or typing the details in manually, the text contained within the barcode will be saved.
• Launch App: A separate application will be launched. (The name of the APK will need to be entered into the prompt provided when setting up the question. This will likely be formatted ‘com.companyname.applicationname’. Please contact RoadCrew if you require any assistance in finding this.)
• Icons list: Specify answer options from a predefined list of icons and they will be shown on the device, so the person filling the worksheet can very quickly pick an icon for their answer to the question.  There is a wide variety of icons to choose from, each available in blue, black, red, green and orange:
  
• Optical character recognition: OCR is the ability to convert different types of documents, for example, scans, business cards, letters or PDF files, into editable, searchable data. As an example, using OCR, the number plate on the image has been recognised and will now be searchable.
• View file: select the relevant file from the file library.  This could be used, for example, to ensure that site health and safety instructions have been read.

2. Mandatory: Selecting whether or not a question is mandatory. The stage by which an answer needs to be given is dependant on the completion time.
3. Visibility: If this box is ticked, both the question and response will be displayed on our standard job card. If unticked, neither the question, nor answer will be displayed. Custom build job cards will not be affected by this.
4. Default Answer: For all questions except; ‘Statement’, ‘Date’, ‘Signature’, ‘Photo’, ‘Barcode’ or ‘Launch App’ a default answer can be selected. If a default answer is added, any mandatory function set on the question will not be effective since an answer will be pre-filled.
5. Answer At Risk: For the question types; ‘Yes/No’, ‘Cost’, ‘Decimal’, ‘Whole Number’; ‘Text’, ‘Time’ and ‘List’, an ‘At Risk’ response can be selected. This allows you to set up an alert to be triggered when that response is given. Since matching ‘Yes/No’ is binary, this is the suggested method of triggering an at-risk question.  At-risk answers can be used to trigger an alert for the back office or a suitable recipient.  For example, if the question is ‘Is the equipment on site’ it would be a yes/no response, with ‘Yes’ being the default answer and ‘No’ being the answer at risk.  When ‘No’ is pressed by the engineer and saved, an alert will be sent so that the office/recipient will immediately know that there is a problem and can begin remedial action.

Where Worksheets are especially large, ie. 10 or more questions, an additional ‘add’ button can be found at the bottom of the worksheet for your convenience. 

Branch to Rating Table Symbol

The use of a Rating Table as a Worksheet answer is signposted by the appearance of a blue ‘$’ sign next to a worksheet question in a list.  This indicates that a Rating Table is a conditional branching response to this question. Navigate: My account → Administration → [side menu] Worksheets :

If you would like further information, please read the main article on Rating Tables.

Conditional Branching

Conditional Branching is the process by which you can Conditional branching allows you to use responses from one question to display or go to other questions or worksheets, based on the response which is received.  This can be a great time saver, allowing resources to skip questions that aren’t relevant to them whilst keeping them in place for those instances when they are needed.  They can also automate some financial processes, ensuring that your invoicing and stock system is kept up to date eg, adding stock items to a job or applying a rating table.

For example, you may only want to ask the question ‘Please describe the fault’ if the answer to the question which proceeds it is ‘Is the machine left in working order’ is ‘No’.

Before adding conditional branching to any question, it is recommended that you first map out the questions that you want to ask and the process you want the questions to flow.

Please note, you can set-up several conditional branches on the same question.

When editing either a WorkSheet or Workflow in Administration, users can view a flowchart which displays both the questions and their branches.  If you are unhappy with the flow, it is then simple to go back to each of the questions and edit/drag/drop until you are happy with the result.  The diagram will help you to see whether your changes still make logical sense.

Selecting A Trigger

After selecting ‘Add conditional branching’ you need to select a trigger. You have 5 options:

1. ‘Equal to’: This is an exact match. The answers in the worksheet will need to match exactly. Therefore it is recommended that this conditional branching is used for ‘Yes/No’ and ‘List’ question types.
2. ‘Different Than‘: ie if the response differs in any way from the answer given. It is also recommended that this conditional branching is used for ‘Yes/No’ and ‘List’ question types. There are however applications for number-based questions.
3. ‘Less Than’: A response less than a number value.
4. ‘Greater Than’: A response that is greater than a number value.
5. ‘Other Answers’: Once an answer of any kind has been given go to the result.

Type in the ‘answer’ in the box (6.).

Selecting An Action

After setting up the trigger, you can now set the Action:

1. ‘Go to Question’: This takes you to another question in the worksheet. Worksheet questions flow from top to bottom automatically, so use of this conditional branch setting is limited.
2. ‘Show Question’: This causes a question to be displayed if the trigger is met, or if you think of it in reverse terms, the question will be ‘hidden’ if the trigger is not met. Please note a question’s mandatory state is only valid if it is displayed and can be filled in.
3. ‘Go to Worksheet’: This will take the user to another worksheet, regardless of whether it is assigned to the job or not.
4. ‘View Worksheet’: This will display another worksheet on the job, regardless of whether it is assigned to the job or not.
5. ‘Go to result’: This will take the user to the job result page for them to select a result. Please note if any mandatory questions are visible and have been omitted, completing the job may not be possible.
6. ‘Go to stock’: This will take you to the job stock area on the tablet.
7. ‘Go to consignment’: This will take to you the job consignment area on the tablet.
8. ‘Force Result’: This will force the job to be completed with a specific result, the result must be available for the job type.
9. ‘Apply rating‘: Selecting this will allow you to apply a rating table from a dropdown list which will appear in the next field.

An example of how this might look when would be:

Note that since the conditional branching in this example leads to a stock item, the item of stock would be pulled through and removed from the van stock and added to the cost of the job/financial document.

Used thoughtfully, conditional branching can produce excellent, tailored results for your company.  They can make short work of really quite complex processes and reduce the worksheet seen by the mobile resource so that only relevant questions appear.

Remember that a conditional branching question can also lead you to a further Worksheet

The Worksheet Warning Banner

When a Worksheet displays an orange banner across the top when in the back office, (My Account → Administration → [side menu] Schedule → Worksheets → Add/Edit), you are being advised that there is an anomoly in your Worksheet, ie you are asking for mandatory answers to be completed at a stage where there are no mandatory questions:

This can be based on the selection of the completion time for any of:

• Completion time for back office
• Completion time for resource
• Completion time for booking site

and where

• the time when it is scheduled to take place occurs prior to the job ie ‘Before driving to the job’, ‘Before starting the job’ or ‘Before completing the job’
• there are no mandatory questions to answer.

The banner reads ‘You have defined phases that require mandatory answers to work but there isn’t any question with mandatory answer’:

Predefined Invoice Items with Linked Worksheets

Predefined invoice items are the ideal way of expressing a financial value for intangible items eg a service.  You can link a WorkSheet to them, adding them automatically to any job where the predefined invoice item is deployed.

Further information on Predefined Invoice Items in the Financials article.

Copying a Worksheet for Multiple Consignments/Stock Items

When carrying out a job where a number of items of stock or equipment are required but use the same worksheet, it is useful to be able to copy the answers for one item against the others in order to save time whilst at the job.  This can be achieved as follows:

Navigate: My Account ➔ Administration ➔ Schedule ➔ Jobs

1. Populate the fields with the appropriate job information if creating a new job type and click to Save.

2. Now move on to the Device tab and click on the tickbox “Allow copy of worksheet for multiple consignments/stock items”:

3.  Create worksheets by navigating My account ➔ Administration ➔ Schedule ➔ WorkSheets ➔ Add,  then create a Worksheet as desired, as in the example below where the WorkSheet is entitled ‘Bathroom Installation’:

4.  When a piece of stock/equipment is created in the Stock & Equipment side menu (and not consumable – untick the box), add the worksheet to be attributed to it when (1) the  movement is Ok and (2) the movement is not Ok. In the example shown below, the Bathroom Worksheet will be required to be completed for each Vanity Unit with a successful movement, and Bathroom Installation Worksheet will be required to be completed for each Vanity Unit assigned to the job without a successful movement:

5.  Now create a job in the usual way Schedule➔ New job.  Please note that the worksheets added in the field below (and default worksheets on job types), is for the overall job and therefore refers Worksheet(s) that will be raised against the entire job, as opposed to the stock/equipment Worksheet(s) which are attributed (in stage 4 above) against each item:

6.  Next, move onto the add Stock and Equipment tab to add items to be used in this job, item by item, as required:

7. The job will appear on the remote worker’s device and can be processed as usual but upon completion, they will now be able to click on any of the stock or equipment items and a checkbox will appear against all of them, as seen in the example below:

Please note that this will only be the case for the main resource and will not be available on an assistant’s device.

8.  Ticking the checkboxes against all of the items will now mean that completing a              worksheet for one will result in a completed worksheet being registered against all.

Adding Worksheets to a Timesheet (Timesheet Worksheets)

This feature is incredibly useful, allowing you to ensure your resources complete a Worksheet prior to starting their working day.  Unlike other Worksheets, Timesheet Worksheets are found under Forms, rather than Schedule.

Creating a Timesheet Worksheet

Navigate: My account → Administration → [side menu] Forms → Timesheet Worksheet  → Add:

Name the Worksheet on the popup; we’ll begin with a start of day checklist.  We want this to be completed as soon as the resource logs in to work and before they set off for their first job so will take care to select ‘Before starting the activity‘ from the Completion time for Resource field.

Save and re-open it in order to add questions.  Press Add:

When adding questions, consider what is the best way of answering them eg icon, list, yes/no, etc.

So for the question ‘Have you got your PPE equipment?‘, a list might be the best response format if resources need to ensure that they have all items but yes/no would be better if they only need to confirm that they have a single item, eg a face mask:

Click to Save.

Add any additional questions in the same way and then click to Save.

Now go to Timesheet Activities and select first the Resource Group …

… and then the activity you wish to add the Worksheet to.  In our example, it would be Start Work:

Use the dropdown menu to select the required Worksheet.  Multiple Worksheets may be selected if desired.

Then click to Save, followed by Send.

Failure to press Send will mean that the Worksheet will not be applied to the Timesheet on your resources' devices.

How it Translates Onto a Device

When a resource from the group now opens their Timesheet to start work, the Worksheet will automatically open with the message ‘You need to fill the mandatory worksheet answers before starting work.’  As well as the * next to the questions showing that they are mandatory, any default answer will also show.  Where the default response is not given, you will be asked for additional details or further action:

Once all questions are answered, a resource will be able to sign in as usual.  You will notice that a green icon is displayed next to their sign in to show that the Worksheet(s) was completed:

Additional Settings

If you are using Timesheets, it is recommended that you also make a few changes to your settings.

Navigate:  My account → Administration → [Quick links] General account Settings → [section] Other device settings:

1. A ‘Yes’ here means that a resource must have a Timesheet open before a job can be started.
2. A ‘Yes’ prevents a resource from signing out of work whilst a Timesheet is still in progress ie has not been completed.
3. A ‘Yes’ allows resources to amend the time when an activity is carried out.  If the answer here is ‘No’ then the devices current time will always be the default time shown.

Viewing Completed Timesheets in the Back Office

To view completed Timesheets and their associated Worksheets, navigate: Fleet & resources → [side menu] Resources → select Resource

Details can be found by pressing the Timesheet tab and then clicking on the relevant Timesheet entry:

View Stock & Equipment Worksheets on the Web

Where Worksheets have been attributed to Stock or Equipment in the back office, these can be viewed on the website once a job is completed.

Navigate: CRM → [side menu] Contacts → [tab] Contacts → select contact → view → [tab] Jobs → [subtab] Jobs → select job → View → [tab] Job result → [subtab] Worksheets

From the Job result Worksheets subtab, the spanner icon will advise if stock worksheets are attached.  Click actual job stock to view the items

Items with a blue icon to the left of their description have a Worksheet attached.  Pressing on the icon will display a View worksheets popup.  Click on it to display the Worksheet.

Creating a 3rd Party Worksheet or Workflow

3rd Party Worksheets

3^rd party worksheets are those created for completion by people outside of your organisation, for example, a customer survey which is sent out after a job has been completed.

Using the Customer Satisfaction Survey as our example, you can create one as follows:

Step 1

Navigate: My account > Administration > [Quick links] Manage worksheets and create your Worksheet.  Your completed Worksheet may look something like this:

Please note that the 'completion time on booking site' field cannot be set as N/A or this feature will not work.

Step 2

Navigate: My account > Administration > [side menu] Account > Templates

Create a template in the usual way then click on the Insert Keyword button and select the Jobs tab and the Job subtab.  Click on Worksheet link

A popup will now open giving you the option to show the URL or add a hyperlink behind descriptive text, for example:

Once your template is complete, click Save & Close.

Next, click on the template you have just created and reopen it.  Move across to the Usage tab and click on the Add icon at the bottom of the form.  Select Email as the Default format and Alert – Email as the Type.  Now click Save.

Step 3

Go to the Alerts tab and click the Create a new alert button.  Now complete as shown below, ensuring that you select the Template that you created in Step 2 from the dropdown menu in the Email body template field.  Note that you can, of course, select additional or alternative recipients if desired, or modify it for specific job types, etc.

Step 4

When a job is completed, an alert will now automatically trigger an email to be sent to your customer.  The email will look something like this:

and when they click on the link in the email, this is what the customer will see:

Once completed, the customer will receive this notification.

3rd Party Workflows

A 3rd party workflow works in precisely the same way but is attached to a Note, making it perfect, for example, to use for enquiries.  For our example, we will use an enquiry for skip hire and you will see how it adds both a professional touch and legal protection by confirming precisely what has been agreed.

Step 1

Navigate: My account > Administration > [Contacts & notes] Note Workflows and create a Workflow.  Your completed Workflow may look something like this:

Step 2

Navigate: My account > Administration > [Contacts & notes] Note types > Add

Create a note type, ensuring that you select the note workflow that you created in Step 1 from the dropdown menu in the Default workflow field.

Click Ok to save.

Step 3

Navigate: My account > Administration > [side menu] Account > Templates

Create a template in the usual way, an example is shown below:

Once your template is complete, click Save & Close.

Next, click on the template you have just created and reopen it.  Move across to the Usage tab and click on the Add icon at the bottom of the form.  Select Email as the Default format and Alert – Email as the Type.  Now click Save.

Step 4

Go to the Alerts tab and click the Create a new alert button.  Now complete as shown below, ensuring that you select the Template that you created in Step 3 from the dropdown menu in the Email body template field.

Step 5

When this note type is used, your resource will complete the Workflow in the Note

and the customer will automatically receive an email containing the agreed information:

When they click on the link in the email, they will be taken to a confirmation form :

Once they have completed it and clicked to Save, a copy of their response will appear at the top of the Notes Workflow:

Worksheets: Recording of a Live Tutorial

Timesheet Worksheets

View/Edit Stock Worksheets on the Web