1.1 Installing the WorkHeld Mobile App

Start the Microsoft Store. It is already pre-installed on your Windows 10 device.
Search for "WorkHeld" and click "Install" to download the WorkHeld Mobile App.

1.2 Log in to WorkHeld

When you start the WorkHeld Mobile App for the first time, you will be taken directly to the login. You should already have received your login data by mail.

1.3 User settings

You can customize your name, profile picture and language in the WorkHeld Mobile app. Click on your WorkHeld User in the upper left corner and then on Settings (gear icon).

1.4 Password

You can change your WorkHeld password at any time. To do this, also click on your WorkHeld User in the upper left corner and then on Settings (gear icon). Then scroll right to the menu item CHANGE PASSWORD and enter your current password and your new password. Then press CHANGE.

1.5 Synchronization

You can synchronize WorkHeld at any time by clicking on SYNCHONISE (cloud icon) on the outer left edge of the WorkHeld Mobile app.

In the settings you will also find the option START FULL SYNCHRONIZATION. A full synchronization is performed automatically when you log in to WorkHeld for the first time but is also useful if you encounter problems during normal synchronization. 

1.6 Company logo

You can save your company logo as a .png file in WorkHeld so that it appears on the reports. To do this, click your WorkHeld User again in the upper left corner and then click Settings (gear icon). Then scroll sideways to the menu item "Company logo".

Note that after uploading the .png file, you will need to confirm the logo again by clicking SAVE LOGO.

1.7 Overview

The WorkHeld Mobile App is divided into five areas that you can navigate to using the corresponding icons on the outer left edge.

	ORDER OVERVIEW	Here you will find your jobs together with all relevant information.
	ENTRY OVERVIEW	Here you will find an overview of their entries.
	INVENTORY MANAGEMENT	Here you can manage your inventory and material orders.
	EQUIPMENT MANAGEMENT	Here you will find all equipment for which you are responsible.
	TOOL MANAGEMENT	Here you will find an overview of all tools.

 2.1 Work Overview

Start your work by clicking on the ORDERS icon (wrench) on the outer left of the WorkHeld Mobile app. You can switch between a list view, the view for Standing Orders and unplanned work as well as a calendar view via the tab bar in the upper right corner.

In the list view you will find all Projects / Cases sorted by date and time. On the map, the locations of the Projects / Cases are marked with a small dot.

The points on the map show you where the different Projects / Cases are planned - the colour of the flags next to the Project / Case corresponds to the location on the map.

In the view for Standing Orders and unplanned orders you will find all Standing Orders that have been assigned to you. You also have the option to document unplanned work here.

In the calendar view, the current calendar week is displayed. However, you can use the arrow keys to navigate one calendar week into the past or the future.

2.2 Overview Projects / Cases / Standing Orders

If you click on a Project or a Case in the list view or on a Standing Order in the view for Standing Orders, you will get an overview of all associated Work Orders. In this overview you can also see basic information about the customer. Click on the Work Order you want to execute to get detailed information.

2.3 Overview Work Order

The Work Order overview gives you an overview of all the Work Steps that are part of the Work Order. You can see your Work Order location on the map.

Below it, you can see documents and images that have been attached to the Work Order. You only need to click on them to open them either in WorkHeld or in a compatible program.

Tools that are required to execute the Work Order are displayed under the documents. You can also click on the tools to obtain more detailed information.

At the bottom of the screen, WorkHeld displays the equipment that were assigned to the individual Work Steps. Since in this Case all three steps are to be carried out on the same equipment, only that one equipment is displayed. You can, of course, click on the equipment to obtain more detailed information.

Here too, you can move back in the hierarchy at any time by clicking on one of the vertical bars on the left-hand side of the list of steps.

2.4 Overview Work Step

In the overview of the Work Step, you will find a description of the Work Step, the planned work period and a contact with telephone number.

The tools that are specifically required for the Work Step are also displayed. You can also click on the tools to obtain more detailed information.

Only one equipment can be assigned per Work Step. This is also displayed in the step and you can click on the equipment to obtain more detailed information.

You can also see if other colleagues are assigned to the step.

In the overview of the Work Step, you can carry out the entire documentation of your work. On the right hand side you will find the button for start/stop time recording and the button for creating new entries (clipboard with plus sign).

2.5 Work Step with Checklist

A checklist can be attached to a Work Step, which can be displayed and processed in the overview of the Work Step.

You can find more information on checklist in chapter 3.9 Checklists.

3.1 Start/Stop Time Recording

The easiest way to record your working time is the Start/Stop Automatic.  As soon as you start it, a small bar with your working time appears in the upper right corner. You can either use this bar or the same button on the right side to stop the time recording.

3.2 Working Time Entry

Of course, you also have the option of entering working times manually. To do so, click on the button for creating new entries (clipboard with plus sign) on the right-hand side and select the symbol for working time (clock). You can now enter the start time and the end time of your work as well as a break. You also have the option of adding a description and a comment to the entry.

You can also create the working time entry for other team members if they are assigned to the Work Step. To do this, simply select all or individual team members from the list.

The entry is automatically saved as SUBMITTED after pressing the SAVE button. However, you can press the toggle button to save the entry as DRAFT.

When you create a working time entry, you can add the following information:

3.3 Travel Time Entry / Logbook Entry

To record your travel times, click on the button for creating new entries (clipboard with plus sign) on the right side and select the icon for travel time (car). You can now enter the start time and the end time of your journey and add a description and a comment to the entry.

The entry can be used as a logbook entry at the same time by also specifying the means of transport, start and destination, and the mileage.

You can also create the travel time entry for other team members if they are assigned to the Work Step. To do this, simply select all or individual team members from the list and mark the one or more persons as drivers.

The entry is automatically saved as SUBMITTED after pressing the SAVE button. However, you can press the toggle button to save the entry as DRAFT.

When creating a travel time or logbook entry, you can add the following information:

3.4 Expense Entry

To document expenses, click on the button for creating new entries (clipboard with plus sign) on the right margin and select the symbol for expenses (Euro sign). You can now enter the time and amount of your expenses and add a description and comment to the entry.

You also have the possibility to attach a photo of the invoice to the entry by clicking on the button for creating a photo (camera) in the menu item Images & Documents.

You can also attach a document to the entry, which is already on your computer. To do this, click on the button Documents (framed picture) in the menu item Images & Documents and select the desired document in the file browser.

The entry is automatically saved as SUBMITTED after pressing the SAVE button. However, you can press the toggle button to save the entry as DRAFT.

When creating an expense entry, you can include the following information:

 3.5 Defect Entry

To record a defect, click on the button for creating new entries (clipboard with plus sign) on the right margin and select the symbol for defects (warning triangle). Among other things, you have the option of defining the defect type and category, selecting an affected material from the material catalogue, or specifying the time loss caused. You can also attach a photograph or documents to the entry.

The entry is automatically saved as SUBMITTED after pressing the SAVE button. However, you can press the toggle button to save the entry as DRAFT.

When creating a defect entry, you can include the following information:

3.6 Measurement Entry

To record measured values and meter readings, click on the button for creating new entries (clipboard with plus sign) on the right-hand side and select the symbol for detailed recording (calliper gauge). You can define the type and unit of measurement and add a description and comment. Of course, it is also possible to attach a photo or documents to the entry.

The entry is automatically saved as SUBMITTED after pressing the SAVE button. However, you can press the toggle button to save the entry as DRAFT.

When creating a measurement entry, you can add the following information:

3.7 Material Consumption Entry

To document your material consumption, click on the button for creating new entries (clipboard with plus sign) on the right margin and select the symbol for material consumption (spark plug). You can now enter the material from the material catalogue and the quantity consumed.

The entry is automatically saved as SUBMITTED after pressing the SAVE button. However, you can press the toggle button to save the entry as DRAFT.

There are three different material types in WorkHeld: Consumables, spare parts and assembly material. You can only create a material consumption entry for spare parts and assembly material.

When you create a material consumption entry, you can add the following information:

3.8 Construction Diary Entry

To create a construction diary entry, click on the button for creating new entries (clipboard with plus sign) on the right margin and select the symbol for the construction diary entries (diary). You can now document the weather conditions, the tools used, deliveries received and special incidents.

The entry is automatically saved as SUBMITTED after pressing the SAVE button. However, you can press the toggle button to save the entry as DRAFT.

When creating a construction diary entry, you can attach the following information:

3.9 Checklists

A checklist can be attached to a Work Step, which is displayed in the overview of the Work Step. By clicking on the checklist, it opens and can be processed.

For the first check in the above picture only the serial number must be inserted in the empty field. Further information is not necessary.

The second check on the checklist is a classic checklist item whose execution must be confirmed by moving the button from the value "No" to "Yes".

For the third check not only the value must be inserted in the first empty field, but it is also necessary to define the unit of measurement. You can simply select the unit from the dropdown menu.

For the last check a date and time must be entered, which can be selected from the dropdown menu.

Only after a checklist item has been completely filled out, the button for saving the check (disk) is activated. When a checklist item is saved, a measurement value entry is created, which is displayed in the overview of all entries like normal measurement value entries and can be included in reports.

3.10 Documentation without Assignment

It is possible to document work that was not assigned to you in the form of a Project/Case. To do this, click on the ORDERS icon (wrench) on the outer left edge of the WorkHeld Mobile app and then on the view for Standing Orders and unplanned orders in the top right-hand side of the tab bar.

By clicking UNASSIGNED WORK ITEMS, you can create entries and even reports as normal, but these must be subsequently assigned by a coordinator to an existing or newly created order.

4.1 Overview Reports

Reports are created and saved for individual Work Orders. Therefore, you will also find the reports in the Work Order Overview. Press the REPORT button (clipboard) on the right margin to create a new report or view existing reports.

If you have already created reports for the Work Order, they are displayed in the left bar. In the image below you can see that there is already a report. Click on the eye next to the report to view it.

As this report has not yet been synchronised, it can still be deleted. Click on the bin next to the report to delete it.

4.2 Creating Reports

First select one of the available report templates to create a new report. Note that the report templates not only determine the design, but also which entry types can be mapped to them.

After you have selected one of the report types, click on CONTINUE.

In the next view, you will see the available entries and checklist instances in an ordered list, with most entries already selected depending on the report template you have chosen.

When you are satisfied with your selection, click CREATE REPORT.

After you have clicked on CREATE REPORT, you will be shown a preview of the report. You can now revise the report again, save it directly or add a signature.

Sign the report in the field provided. After you have added your signature, you can either save the report directly or add another signature.

4.3 Further Processing of Reports

After you have pressed SAVE , the finished report will be displayed again. You now have the option of either sending the report as an email ( Letter), printing it (Printer), opening it in an external programme ( Arrow) or saving it on your device (Disk) by pressing the corresponding symbol at the top right.

However, you can also return to the Work Order Overview by pressing the arrow key in the upper left-hand corner. I report is then saved and can be found in the report overview.

4.4 Entries Overview

In the overview of Projects, Cases, Standing Orders as well as Work Orders and Work Steps, the button OVERVIEW ENTRIES is displayed at any time via which you can easily access the overview of all associated entries.

In the overview of the entries you can filter them by period and by entry type.

On the right side of each entry line you will find information about the synchronization status and the button for viewing the entries (eye). The icons have the following meaning:

Icon	Description
	The entry has been saved as a draft and can be edited or finally submitted.
	The entry has been submitted and can no longer be edited.
	The entry has been reviewed and approved by the coordinator.
	The entry has already been archived.

If there are Entries that still have the status DRAFT, the button for submitting these entries will also appear at the level of Projects and Work Orders.

4.5 Editing Entries

If you have saved an entry as a draft or the submitted entry has not yet been synchronized, you can still edit it. To do this, press the EDIT icon (pencil) on the right-hand side of the entry line.

The editing of entries is done in the same way as when creating entries. However, you have the additional option of deleting an entry by clicking on DELETE (trash can) on the left.

After you have made the desired changes, you can either save the edited entry and submit it with the next synchronization (SAVE AND SUBMIT) or save it again as a draft only (SAVE DRAFT).

5.1 Completing Work Orders and Work Steps

You have the option of completing each step individually by clicking on the WORK STEP DONE button in the overview of the Work Step at the top right.

Alternatively, you can press the MY WORK STEPS DONE button in the Work Order overview to set all Work Steps of the order to done in one go.

If you have marked a Work Step prematurely as done, you can undo this step at any time by clicking on the same button.

5.2 Done Work Steps with unsubmitted Entries

If you have created entries for a Work Step and have not yet submitted them, you receive a warning as soon as you mark the step as done.

This warning is for your information only and you can still mark the step as done. However, as long as you do not change the status of the entries to submitted, a warning is displayed at various points in the order and entry overview.

Information on changing the status of entries can be found in chapter 4.5 Editing Entries. 

6.1 Inventory

You can access the inventory management by clicking on the INVENTAR icon (warehouse) on the far left of the WorkHeld Mobile app.

There you will first see your inventory list. You can manually update your inventory list by adding a new material from the material catalogue using the plus sign in the upper right corner.

6.2 Overview of Material Orders

Switch from the inventory list to the overview of material orders by clicking on the shopping cart at the top right. There you will find all outstanding Standing Orders of consumables as well as spare parts listed.

If a material order is already on its way to you, you can confirm its receipt by clicking on ADD TO INVENTORY (warehouse with plus sign) on the right side of the entry line. In the following dialogue window, you can also immediately add the material to your existing inventory.

Icon	Description
	The order is on its way to you and by pressing this button you can confirm receipt of the order and immediately enter it into your inventory.
	The order will be processed by the coordinator.
	The order has been approved by the coordinator but has not yet been processed.
	The purchase order has been synchronized.

6.3 Ordering Consumables

You have several possibilities to order consumables. In the overview of material orders, you can place a new order for consumables by clicking on the plus in the upper right-hand corner. Alternatively, you can reorder an existing consumable in the inventory list by clicking on the shopping cart on the right-hand side of the entry line.

6.4 Ordering Spare Parts

Spare parts can only be ordered in the Work Order overview so that the order can be clearly assigned to a customer and Work Order.  First navigate to the Work Order for which the spare part is to be ordered. Then click the symbol for ordering spare parts (shopping cart with plus sign) on the right-hand side.

7.1 Manage Equipment

You can access equipment by clicking on the INSTALLED BASE icon (box symbol) on the outer left edge of the WorkHeld Mobile app.

There you will find an overview of all equipment in the field for which you have been entered as the employee responsible. These are displayed as a list and on the map. Click on one of the attachments to obtain detailed information.

7.2 Tool Management

You can access tool management by clicking the tools icon (toolbox) on the outer left edge of the WorkHeld Mobile app.

Here you see not only the tools that are required to perform a particular job, but all tools. You can also filter them by status, for example, to display only active tools.