OfficeTrack Application for Android

User Guide
 Contents

Contents
1 Preface ...................................................................................................................3
1.1 Abstract ................................................................................................................... 3
1.2 Purpose of This Document ................................................................................... 3
1.3 Applicability .......................................................................................................... 3
2 System Requirements and Settings .................................................................4
2.1 Minimum System Requirements ......................................................................... 4
2.2 Recommended System Settings........................................................................... 4
3 Installing OfficeTrack ........................................................................................5
4 Using the Main Screen .......................................................................................6
5 Reporting Attendance ........................................................................................7
5.1 Reporting Your Attendance ................................................................................. 7
5.2 Reporting Your Employee's Attendance ............................................................ 8
6 Working with Location ......................................................................................9
6.1 Sending Your Current Location .......................................................................... 9
6.2 Viewing Your GPS Data ....................................................................................... 9
6.3 Viewing your Location on the Map .................................................................. 10
6.4 Viewing Active Devices...................................................................................... 11
7 Working with Tasks .........................................................................................13
7.1 Working with your Task List ............................................................................. 13
7.2 Receiving a New Task......................................................................................... 14
7.3 Reporting Task Start ........................................................................................... 14
7.4 Reporting Task Completion ............................................................................... 15
7.5 Adding a New Task ............................................................................................ 16
7.6 Reassigning a Task .............................................................................................. 17
8 Working with Orders .......................................................................................18
9 Working with the Catalog ...............................................................................21
10 Working with Forms.........................................................................................22
11 Alerting an Emergency.....................................................................................23
12 Adjusting your Setting.....................................................................................24
13 Synchronizing your OfficeTrack Application.............................................25
14 Exiting OfficeTrack ..........................................................................................26

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1 Preface

1.1 Abstract
This document includes instructions on how to use the OfficeTrack application
for Android.

1.2 Purpose of This Document

The purpose of this document is to guide OfficeTrack users how to use the
OfficeTrack application for Android.

1.3 Applicability
This user guide applies to the OfficeTrack application for Android version 1.4.6.1.

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2 System Requirements and Settings

2.1 Minimum System Requirements

The minimum system requirement to install OfficeTrack is:
 Android OS 2.1 or above.

2.2 Recommended System Settings

The following system settings are recommended when working with
OfficeTrack:
 From your mobile device, from Settings > Location services, select:
 Use wireless networks.
 Use GPS satellites.

Figure 2-1 Location Services Settings

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3 Installing OfficeTrack
To install OfficeTrack on your mobile device:
1. From your device browse to Google play and download OfficeTrack.
2. From your mobile device, from the applications list, tap OfficeTrack.
3. From Providers List, tap the provider.
4. Tap OK.

Note: You need to perform steps 3-4 only when you open OfficeTrack the first
time after installation.

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4 Using the Main Screen
From the main screen you can tap an icon to perform the action or access a part of
the application.

Notes
 Some icons are displayed if you have the corresponding user permissions.
 You can use the device Back button, where applicable, to go back to the
previous screen without saving the entered data or performing the action.

Figure 4-1 Main Screen – Upper Part

Figure 4-2 Main Screen – Lower Part

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5 Reporting Attendance
You can report your attendance. Depending on your user permissions, you can
also report your employee's attendance.

5.1 Reporting Your Attendance

To report your attendance:
1. From the main screen tap Attendance.
2. From Attendance Menu, in Report Type, tap Clock In and from the
dropdown menu select your report type.
3. You can enter additional info and select a customer.

4. To send the report, tap the send icon .

Figure 5-1 Attendance Menu

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5.2 Reporting Your Employee's Attendance
Note: This feature is available if you have the corresponding user permissions.

To report your employee's attendance:

1. From the main screen tap Attendance Others.
2. From Select Employees, select the employee(s) and click the confirmation
icon .
3. From Attendance Menu, in Report Type, tap Clock In and from the
dropdown menu select your report type.
4. You can enter additional info and select a customer.

5. To send the report, tap the send icon .

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6 Working with Location
You can send your current location and view your device's GPS data. Depending
on your user permissions you can also view your location on the map and view
current locations of your company's active mobile devices and/or vehicle units.

Figure 6-1 Location Menu

6.1 Sending Your Current Location

To manually send your current location to the OfficeTrack platform:
1. From the main screen tap Location.
2. From Location Menu tap Send Current Location.

6.2 Viewing Your GPS Data

To view your device's GPS data:
1. From the main screen tap Location.
2. From Location Menu tap GPS Data.

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 Figure 6-2 GPS Data

6.3 Viewing your Location on the Map

Note: This feature is available if you have the corresponding user permissions.

To view the location of your device on the map:

1. From the main screen tap Location.
2. From Location Menu tap Show Location On Map.

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 Figure 6-3 Your Location on the Map

6.4 Viewing Active Devices

Note: This feature is available if you have the corresponding user permissions.

To view the current locations of your company's active mobile devices and/or
vehicle units:
1. From the main screen tap Location.
2. From Location Menu tap Active Devices.

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Figure 6-4 Active Devices List
2. You can view the locations on a map. Tap an entry from the list, then tap the

globe icon .

Figure 6-5 Active Devices on Map

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7 Working with Tasks
You can view your task list, receive a new task and review its details. You can
further report on the task's performance status and completion, and more.
Depending on your user permissions you can also add a new task, reassign and
existing task and more.

7.1 Working with your Task List

To view and work with your task list:
1. From the main screen tap Tasks.
2. From Tasks List – All you can view your tasks.

Figure 7-1 Tasks List

3. You can search a task. Click the search icon and enter the task's
Customer Name or Description.
4. You can filter the tasks by different day ranges. Click the device Options
button and from the menu tap Filter by Date.
5. You can view the tasks whose status is closed and not done. Click the device
Options button and from the menu tap Closed and not done.

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7.2 Receiving a New Task
To view your task details and report the task status:
1. From the main screen tap Tasks.
2. From Tasks List – All tap the task.
3. From Task Information you can view the task details.

4. Click the task confirmation icon to confirm task receipt.

Figure 7-2 Task Information

7.3 Reporting Task Start

You can send a report that you are starting to work on the task:
1. From the main screen tap Tasks.
2. From Tasks List – All tap the task.

3. From Task Information click the start icon .

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7.4 Reporting Task Completion
When you complete the task, you can send a task completion report with various
details:
1. From the main screen tap Tasks.
2. From Tasks List – All tap the task.
3. From Task Information click the device Options key and from the menu tap
Close. If the close icon is displayed, you can optionally tap it.

Note: You have the option to report that the task was not performed. Click
the device Options key and from the menu tap Not Done.

4. From Task Report – Close, enter the information.

5. Depending on your user permissions, you may also be able or required to:
 Select a report template
 Enter free text additional information
 Add a photo
 Enter a catalog item
 Enter the customer's signature
and more.

Figure 7-3 Task Report - Close

6. To send the report, click the send icon .

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7.5 Adding a New Task
Note: This feature is available if you have the corresponding user permissions.

You can create a new task for yourself.

To add a new task:
1. From the main screen tap Tasks.
2. From Tasks List – All click the device Options key and from the menu tap
Add Task.
3. From Add Task tap Customer Name.
4. From Layers you can either:
 In Enter text here enter the customer's name and tap My Search
 Tap the layer and tap the customer.
5. Enter the other required details.

6. To confirm the task, tap the send icon .

Figure 7-4 Adding a Task

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7.6 Reassigning a Task
Note: This feature is available if you have the corresponding user permissions.

You can reassign a task to another employee.

To reassign a task:
1. From the main screen tap Tasks.
2. From Tasks List – All tap the task.
3. From Task Information click the device Options key and from the menu tap
Reassign.
4. From Select Employees tap the employee.
5. Tap OK.

Figure 7-5 Reassigning a Task

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8 Working with Orders
Note: This feature is available if you have the corresponding user permissions.

1. From the main screen tap Orders.

2. From Layers you can act in one of the following ways:
 In Enter text here enter the customer's name and tap My Search
 Tap the layer and tap the customer

 Tap the new order icon .

Figure 8-1 Layers

3. From Order Report fill out the details.

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Figure 8-2 Order Report – Upper Part

4. You can add a catalog item to your order. Optionally:

a. Tap the catalog icon , or

b. Tap Tap here to add an item.

Figure 8-3 Order Report – Lower Part

5. From Selected Catalog.. tap the select icon .

6. From the catalog, select the item.
7. From Catalog Item Details, in Quantity, enter the quantity.

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Figure 8-4 Catalog Items - Quantity

8. Then tap the confirmation icon .

9. From Selected Catalog… tap Finish.

10. From Order Report, tap the send icon .

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9 Working with the Catalog
Note: This feature is available if you have the corresponding user permissions.

1. From the main screen tap Catalog.

2. From Categories List:
 Tap the category and scroll to the item
or
 In Enter text here enter the item name and tap:
 Global Search: To search the global stock
 My Search: To search your personal stock.
3. Tap the item to view its details.

Figure 9-1 Categories List

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10 Working with Forms
Note: This feature is available if you have the corresponding user permissions.

You can fill out a form, for example to report on an activity, a project and so on.
To fill out a form:
1. From the main screen tap Forms.
2. From Forms tap the form.
3. Fill out the form.

4. To send the form, tap the send icon .

Figure 10-1 Form

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11 Alerting an Emergency
You can send an emergency alert to a representative of your company. The alert is
received, depending on your company's OfficeTrack system settings, in one or
more of the following forms:
 A message in the platform
 A phone call
 An SMS message
 An email.
To send an emergency alert:
1. From the main screen tap Emergency.

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12 Adjusting your Setting
You can adjust a variety of setting such as your privacy, startup screen and more.
To adjust one or more settings:
1. From the main screen tap Settings.
2. To adjust:

 Privacy: Tap the select icon to set your device to a privacy mode.
When your device is in privacy mode the system does not display its
updated location.
 Startup Screen: Tap the selected item and from the dropdown menu
select the screen to be displayed when you open OfficeTrack.

 Send Task Warning: Tap the select icon to get a warning message:
"Are you sure you want to send the report?" when you tap the send icon
to send a task completion report.
 Cat items to display: Tap the selected item and from the dropdown
menu select the number of catalog items to be displayed on your device.
This does not affect search results, i.e., if your required catalog item is
not displayed on the list, it will still come up in a search.
 Map Size: Tap the selected item and from the dropdown menu select the
map size to be displayed.

3. To save your settings, tap the confirmation icon .

Figure 12-1 Settings

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13 Synchronizing your OfficeTrack Application
You can synchronize your OfficeTrack Application with the OfficeTrack
platform, for example to download a new published form, or to allow a new
permission allocated to you to come into effect.
To perform data synchronization:
1. From the main screen tap Settings.
2. Tap Full data sync.

Figure 13-1 Full Data Sync

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14 Exiting OfficeTrack
To exit OfficeTrack:
1. From the main screen tap Exit.
2. Tap OK.

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