Assigning records to users (Dispatch)

 

What is Dispatch?

Dispatch gives the company administrator the ability to assign or re-assign submitted records to the user. Administrators can also create and fill out a completed, or partially completed record and assign it to a user. 

 

Dispatch in Action: 

Inspection: 

If an engineer recorded something in the field that required maintenance and was unable to perform the work on site, that user can assign the record to another engineer who can make the repair. The second engineer can then can then make the repairs and change the status of the problem. When the second engineer syncs their device, the record stored on the server will show the information that was sent by the second engineer.

Delivery Drivers: Lumber delivery drivers have on average fourteen deliveries per day. Each morning, driver syncs device and the route is populated with address, customer info, type of product, etc. Driver simply completes the form and verifies delivery with a signature from customer. 

Home Healthcare: A Home Healthcare organization currently has each of their Certified Nursing Assistants equipped with a device. Every morning the device is synced and each CNA is provided with the address, patients information and assigned duties based on patients needs. Company Admin receives data in real time and can escalate cases based on data collected. 

Higher Education: An admissions office has twenty admissions officers spread across the country visiting with students schools and conducting interviews. Every morning the counselors sync their devices and pull the names of the schools and students who already have expressed interest in their school. Once on-site admission counselor simply takes notes based on the interview and sends it to the database. 

Creating/Editing Records

There are two methods for creating records:

1.) Manual Input: This method is for processes that only require only a few records to be uploaded into the database

and

2.) CSV Upload: This method is for bulk record upload and requires a few extra steps. 

Manual Input
To Create a Record click on the  Data tab and select List View and at the bottom of list view select Create New Record.


Inside of the Create New Record the company admin inputs all data that they want to be populated for the deployed user and then clicks Save. Press Reset if you would like to clear the data that you have added to the record.



Note: The Company Admin completes all fields that need to be populated. The users will complete all blank fields when the action, delivery or inspection is being performed.


Editing or Duplicating a Record:

Inside of the List View simply click the record ID number. This will open the single record in the HTML View.  In the HTML View you can then select ‘Edit’ or ‘Duplicate.’



Once Edit is selected the Company Admin can make changes to any and all fields under the Value column. Once all data has been changed be sure to select Save and all your data will updated.  Likewise, you may reset all new data by selecting the Reset button.


Duplicating a record will create a copy of the record but assign it a new ID number. All data will remain the same except there will be two identical entries with separate ID’s.

 

Assigning Records

Contents

1.  Assign Record
2.  Unassign Record
3.  Assigning Records from Device

Assign Record

Once all data is populated by the Company Admin, you may now “assign” a record(s) to a user to be completed.
 
To assign the record(s), enter the List View and select the record(s) you would like to assign and click the Assign Selected button at the top of the table. You may select multiple records to be assigned. 

Once inside the Assign Selected page, you will see the users that have rights to collect data for the selected record and you may now assign the record(s) to any of the users attached to the account by checking the boxes under Assignment then selecting Assign. 
Note: Only users who have been assigned permission to collect data will appear in the assignment list. 

 

After you assign the user(s) to record(s) you will be taken back into the List View and will see that the Assigned Column is filled with the Users assigned to that individual record.

 

 

Notifications

When a record(s) is assigned, a notification will be sent to the users device telling them new records are available for download. 

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Unassign Record

Similarly, you may Unassign record(s). Put a check mark in the box next to the record and click Unassign Selected. This will detach the user from this record(s). 

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Assigning Records from Device

Another way to assign records from the device level is to use the Assign To element. When you place the Assign To element on your form and the user taps on it, a list of all users allowed to collect data for that form will be displayed. Simply select the username from the list and sync the device to assign the record to another user.

When the other user Sync's their device the assigned record(s) will be downloaded to their device and when the user opens the assigned record they will see the partially completed record and they can collect the rest of the data for the record. 

Congratulations you have successfully Assigned record(s) to users. Happy Data Collecting :)

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