1.1 Workheld Web App in the browser

The Workheld Web App can be accessed at the address web.workheld.com with any modern internet browser. Here  you can find the list of officially supported browsers.

1.2 Login to Workheld

When you access the Workheld Web App for the first time, you will come directly to the login. You should have already received your access data by e-mail.

1.3 Main Menu

The main menu of the Workheld Web App is divided into six sections. You also have access to your own profile, language settings, and the help section at the top right of the menu bar.

• OVERVIEW

  • Status Dashboard
    In the Status Overview, you can view the status of Projects, Cases as well as Standing Orders and are informed about defects and delays.

  • Team Planner
    In the Team Planner you can assign your Projects and Cases to employees in a weekly overview.

• WORK

  • Projects
    Here you can create, manage and complete Projects, as well as add the associated employees, equipment and tools. You will also find all the documentation created by the technicians during the execution of Projects.

  • Cases
    Here you can create, manage and complete Cases, as well as add the associated employees, equipment and tools. You will also find all the documentation created by the technicians in the course of executing shifts.

  • Standing Orders
    Here you can create, manage and complete standing orders, as well as add the associated employees, equipment and tools. You will also find all the documentation created by the technicians during the execution of standing orders.

• EQUIPMENT

  • Equipment Management
    Here you can create and manage equipment in the field.

• MATERIAL

  • Material Management
    Here you can create and manage spare parts, consumables and assembly materials.

  • Material Orders
    Here you can see material orders and process them further.

  • Inventory Overview
    Here you can view the current inventory of materials as a whole or by individual employees.

• HUMAN RESOURCES

  • Human Resources Management
    Here you can edit employees as well as their authorizations and passwords.

  • Weekly Time Report
    The Weekly Report gives you an overview of the employees' weekly working and travel times.

• MASTERDATA

  • Customers
    Here you can create new customers or edit existing customers.

  • Checklists
    Here you can create new checklists or edit existing checklists.

  • Tools
    Here you can create new tools or edit existing tools.

  • Project Templates
    Here you can edit existing Project templates.

1.4 Breadcrumbs

Throughout the entire WorkHeld Web App, breadcrumbs are displayed directly below the main menu to help you find your way around the app, and you can easily navigate back to the start page or other levels.

In the following example you are currently in the view of a Work Order with the title "Assembly Preparation" and you can see from the breadcrumbs that this Work Order is in the Project "Assembly CNC Machine Plant Passau".

1.5 Object Bar

In some places in the WorkHeld Web App, the object bar is displayed on the right-hand side. It is used to assign employees, equipment and tools to a Work Order, a Work Step or an attachment using Drag & Drop.

The object bar is divided into 3 areas via a tab bar:

In the EMPLOYEES area, the system displays all employees with the user type Project Coordinator or Technician and you can assign them to a Work Step or the entire Work Order using Drag & Drop. You can add new employees or edit existing employees in the main menu under HUMAN RESOURCES → Human Resources Management.

In the EQUIPMENT area, all the customer's equipment is displayed and you can assign it to a Work Step or to the entire Work Order using Drag & Drop. You can add new equipment or edit existing equipment in the main menu under EQUIPMENT → Equipment Management.

In the TOOLS area, all the tools are displayed and you can assign them to a Work Step or to the entire Work Order using Drag & Drop.You can add new tools or edit existing tools in the main menu under MASTERDATA → Tools.

1.6 User Settings

You can customize your name, profile picture and password in the WorkHeld Web App. To do so, click on your username in the upper right corner and then on profile.

1.4 Password

You can change your password at any time in the user settings by clicking on the RESET PASSWORD button in your profile.

1.5 Language

You can also change the language of the WorkHeld Web App at any time. To do so, click on the country code next to the globe in the upper right corner and select the desired language.

3.1 Creating and Managing Projects

3.1.1 List of Projects

Navigate in the main menu to WORK → PROJECTS.

Here you will find a list of all open Projects. You can also display completed Projects by pressing the toggle button INCLUDE COMPLETED.

From here you can navigate to the Project overview of an existing Project by clicking on the small arrow on the right side of the line.

3.1.2 Creating Projects

Create a new Project by clicking on the ADD NEW PROJECT button in the list of Projects in the upper right corner.

The following fields are available when creating a Project:

^{*If you leave this field empty, it is filled with an automatically generated value.}

Press SAVE after you have added all relevant information. You can edit the Project at any time later.

3.1.3 Project Overview

After you have created a new Project, you will automatically be taken to the Project overview. You can also navigate from the list of Projects to the Project overview of an existing Project by simply clicking on it.

3.1.4 Project Overview Section Project Information

In the Projects overview, all information about the Project is displayed in the upper section. The status bar in the Project title shows you the current status of the Project at a glance.

3.1.5 Project Overview Section List of Work Orders

The lower section is divided into 3 areas via a tab bar:

In the PREPARATION section you will find a list of Work Orders in the Project. From here you can navigate to the Work Order overview of an existing Work Order by clicking on the small arrow on the right side of the line.

In the DOCUMENTATION section you will find all entries, documents and reports created by the technicians in the course of working on the Project. Click on the respective icon for entries, documents or reports on the right margin to display them.

In the EXPORT area, you can export travel and working time entries as well as documents and reports created by the technicians during the work on the Project.

3.2 Creating and managing Cases

3.2.1 List of Cases

Navigate in the main menu to WORK → Cases.

Here you find a list of all open cases. You have the option of displaying completed cases by pressing the switch button INCLUSIVE COMPLETED.

From here you can navigate to the cases overview of an existing case by clicking on the small arrow on the right side of the line.

3.2.2 Creating Cases

Create a new case by clicking on the ADD NEW CASE button in the top right corner of the case list.

The following fields are available when creating a case:

*If you leave this field empty, it will be filled with an automatically generated value.

Press SAVE after you have added all relevant information. You can edit the project again at any time later.

3.2.3 Creating a Case with Equipment and Solution step

You can already select the affected facility when you create a case by selecting it from the drop-down menu in the upper left corner. Once you have selected a facility, the location of the facility is automatically taken as the order address and a solution step is added to the case.

Now you have the possibility to save the Case without a Solution Step. In this case the Case is created as usual and only the address of the selected asset is taken over.

However, you can also add a solution step to the case, in which case the following fields are available:

3.2.4 Project Overview

After you have created a new project, you will automatically be taken to the project overview. You can also navigate from the list of projects to the project overview of an existing project by simply clicking on it.

3.2.5 Project Overview - Project Information Section

The upper section of the project overview displays all information about the project. The status bar in the project title shows you the current status of the project at a glance.

3.2.6 Project Overview - List of Work Orders Section

The lower section is divided into 3 areas by a tab bar:

In the PREPARATION area you can find a list of the work orders in the project. From here you can navigate to the work order overview of an existing work order by clicking on the small arrow on the right side of the line.

In the DOCUMENTATION section, you find all entries, documents and reports that have been created by the technicians in the process of working on the project. Click on the respective icon for entries, documents or reports on the right-hand side to display them.

In the EXPORT section you have the possibility to export travel and work time entries as well as documents and reports created by the technicians during their work on the project.

3.3 Creating and Managing Standing Orders

3.3.1 List of Standing Orders

Navigate in the main menu to WORK → STANDING ORDERS.

Here you will find a list of all open Standing Orders. You can also display completed Standing Orders by pressing the switch button INCLUDE COMPLETED.

You can navigate from here to the overview of an existing Standing Order by clicking on the small arrow on the right side of the line.

3.3.2 Creating Standing Orders

Create a new Standing Order by clicking on the ADD NEW STANDING ORDER button in the top right-hand corner of the Standing Order list.

The following fields are available when creating a Standing Order:

^{*If you leave this field empty, it is filled with an automatically generated value.}

Press SAVE after you have added all relevant information. You can edit the Standing Order again at any time later.

3.3.3 Standing Order Overview

After you have created a new Standing Order, you automatically go to the Standing Order overview. You can also navigate to the overview of an existing Standing Order from the list of Standing Orders by simply clicking on it.

3.3.4 Standing Order Overview Section Standing Order Information

In the Standing Order overview, all information on the Standing Order is displayed in the upper section. The status bar next to the Standing Order title shows you the current status of the Standing Order at a glance.

3.3.5 Standing Order Overview Section List of Work Orders

The lower section is divided into 3 areas via a tab bar:

In the PREPARATION area you will find a list of Work Orders in Standing Order. From here, you can navigate to the Work Order overview of an existing Work Order by clicking on the small arrow on the right side of the line.

In the DOCUMENTATION section, you will find all entries, documents and reports created by the technicians in the course of working on the Standing Order. Click on the respective icon for entries, documents or reports on the right hand side to display them.

In the EXPORT area, you can export travel and working time entries as well as documents and reports created by the technicians during the work on the Project.

3.4 Creating and Managing Work Orders

3.4.1 Creating Work Orders

Create a new Work Order for a Project, Case or Standing Order by clicking on the ADD NEW WORK ORDER button in the overview. Note that this button is only displayed when you are in the tab bar in the PREPARATION area.

The following fields are available when creating a Work Order:

^{*If you leave this field empty, it is filled with an automatically generated value.}

Press SAVE after you have added all relevant information. You can edit the Work Order again at any time later.

3.4.2 Work Order Overview

After you have created a new Work Order, the Work Order overview appears automatically. You can also navigate from the Project Overview to the Work Order Overview by simply clicking on the desired Work Order.

In the Work Order overview, the upper section displays all information about the Work Order. You can see the current status of the Work Order at a glance using the status bar in the Work Order title.

3.4.3 Work Order Overview Section Order Information

In the upper section of the Work Order overview you will find a tab bar, which is divided into 3 areas:

In the SUMMARY section, you see a list of all technicians, equipment and tools that are already assigned to at least one of the Work Steps in the Work Order. If you click on the small X symbol that is displayed next to each technician, equipment or tool, they will be removed from all Work Steps.

In the area ORDER ADDRESS the order address is displayed on a map.

In the DOCUMENTS section, you can attach any number of documents to the Work Order. These documents are made available to all technicians assigned to the Work Order.

Sie können Dokumente zum Arbeitsauftrag anhängen indem Sie diese entweder auf den Bereich You can attach documents to the Work Order either by dragging them to the DOCUMENTS area or by clicking the UPLOAD button and selecting the desired documents.

3.4.4 Work Order Overview Section List of Work Steps

The lower section of the Work Order overview is divided into 3 areas via a tab bar:

In the PREPARATION area you will find a list of the Work Steps in the Work Order. From here, you can open and edit each Work Step in a separate window by clicking on the small pencil on the right edge of the line.

In the DOCUMENTATION section, you will find all entries, documents and reports created by the technicians in the course of working on the Work Order. Click on the respective icon for entries, documents or reports on the right margin to display them.

In the EXPORT area, you can export travel and working time entries as well as documents and reports that were created by the technicians in the course of working on the Work Order.

3.5 Creating and Managing Work Steps

3.5.1 Creating Work Steps

Create a new Work Step for the Work Order by clicking on the ADD NEW WORK STEP button in the Work Order overview. Note that this button is only displayed when you are in the PREPARATION area of the tab bar.

The following fields are available when creating a Work Step:

^{*If you leave this field empty, it is filled with an automatically generated value.}

Press SAVE after you have added all relevant information. You can edit the Work Step at any time later as long as it is not in work.

3.5.2 Planning and sorting of Work Steps

You can already specify the start date and time as well as the end date and time when creating a Work Step and, of course, you also have the option of editing this information at a later time.

You also have the option of setting the start date and time as well as the end date and time for all Work Steps at once by pressing the SCHEDULE button. Then set the start date and time as well as the end date and time and click on SAVE.

You also have the option to change the sorting of the Work Steps by pressing the SORT button and then selecting the option to sort by Start Time, Work Step ID, Creation Time or Work Step Title.

You also have the option of simply dragging and dropping individual Work Steps up or down.

3.6 Assigning Checklists

You can assign a checklist to a Work Step by clicking on the checklist symbol in the lower section of the Work Order Overview in the PREPARATION tab.

This opens a new window, which shows you all available checklists in the left bar. Click on the desired checklist and confirm your selection with the ASSIGN button.

You can change or remove the assignment of a checklist as long as the Work Step is not IN WORK or DONE. To do this, simply click on the checklist symbol again in the relevant Work Step.

3.7 Assigning Employees

You can assign one or more employees to a Work Order by dragging the required employee from the object bar to the Work Order overview.

Alternatively, you can drag the employee to a single Work Step in the lower section to assign the employee to this one Work Step only.

You can remove an employee's assignment to a Work Order by clicking the X icon next to the employee in the SUMMARY tab in the upper section of the Work Order overview.

3.8 Assigning Equipment

You can assign an Equipment to a Work Order by dragging the required Equipment from the object bar to the Work Order overview.

Alternatively, you can drag the Equipment to a single Work Step in the lower section. You can only assign one Equipment per Work Step!

You can remove the assignment of an Equipment to a Work Order by clicking the X icon next to the Equipment in the SUMMARY tab at the top of the Work Order overview.

3.9 Assigning Tools

You can assign a tool to a Work Order by dragging the required tool from the object bar to the Work Order overview.

Alternatively, you can drag the tool to a single Work Step in the lower section.

You can remove the assignment of a tool to a Work Order by clicking the X icon next to the tool in the SUMMARY tab in the upper section of the Work Order overview.

3.10 Assigning Material Lists

You can assign a material list to a Work Step by clicking on the material symbol in the respective Work Step in the lower section of the Work Order overview in the PREPARATION tab.

A new window opens which shows you all available materials in the left bar. In the search bar above the left bar you can search for the desired materials.

Once you have found the desired material, you can add it to the material list by clicking on the PLUS symbol. You can repeat this process as often as you like to add all the desired materials to the list.

The current material list is displayed in the right bar of the window.You can change the quantity of the individual materials there or also delete a material from the list again by clicking on the BIN icon next to the respective material.

3.11 Using Project Templates

You can also populate a new Project from a Project template by navigating to the desired Project under WORK → PROJECTS and clicking on APPLY TEMPLATE.

If you press APPLY TEMPLATE, the template wizard opens, which shows you all available templates in the left side list. Click on the desired template and confirm your selection with the NEXT button.

In the next step of the template wizard, you will be asked to enter a order address. This address is assigned to all Work Orders in the project template. If individual Work Orders in the Project require different addresses, you can change them later.

After you have specified an Order Address, click the SAVE button to apply the selected template to the new Project.

4.1 Equipment Management

Navigate in the main menu to EQUIPMENT → EQUIPMENT MANAGEMENT.

Here all Equipment is displayed in a list and you can navigate from here to the detailed view of each Equipment by clicking on the small arrow on the right side of the line.

4.1.1 Creating an Equipment

You can create a new Equipment by clicking on the ADD NEW EQUIPMENT button at the top right of the Equipment list.

In the first step, you must enter the general data for the new Equipment. The following fields are available for this purpose:

^{*If you leave this field empty, it is filled with an automatically generated value.}

Press NEXT after you have added all relevant information.

Im nächsten Schritt können Sie Kontakt und Adressinformationen zu der Anlage hinzufügen. Dabei stehen Ihnen folgende Felder zur Verfügung:

Press SAVE after you have added all relevant information. You can edit the equipment again at any time later.

4.1.2 Equipment Detail View

After you have created a new equipment, you automatically get to the detailed view of the equipment. You can also navigate from the list of equipment to the detailed view of an existing equipment by simply clicking on it.

4.1.3 Equipment Detail View Section Equipment Information

In the equipment detailed view, all information about the equipment is displayed in the upper section. In addition, the operating status in the equipment title shows you at a glance whether there is currently any work pending for the equipment.

You can navigate back to the equipment list by clicking on the BACK TO LIST OF EQUIPMENTS button.

4.1.3 Equipment Detail View Section Operating Data

The lower section is divided into 3 areas via a tab bar:

In the EQUIPMENT DETAILS section you can download an automatically generated QR code of the equipment, view additional equipment information and assign a technician by simply dragging the technician from the object bar on the right-hand side of the screen onto the marked field.

Under PROJECTS / CASES / STANDING ORDERS you will find a list of all Projects, Cases and Standing Orders to which the equipment has been assigned. You can navigate to the overview of a Project, Case or Standing Order by simply clicking on it.

Under ENTRIES you will find all entries that were created by the technicians in the course of their work on the equipment.

5.1 Material Management

Navigate in the main menu to MATERIAL→ MATERIAL MANAGEMENT.

Here all materials are displayed in a list and you can navigate from here to the detailed view of each material by clicking on the small arrow on the right side of the line.

5.1.1 Creating a Material

You can create a new material by clicking on the ADD NEW MATERIAL button in the list of materials at the top right corner.

The following fields are available when creating a material:

Press SAVE after you have added all relevant information. You can edit the material again at any time later.

4.1.2 Material Detail View

After you have created a new material, the detailed view of the material appears automatically. You can also navigate from the list of materials to the detailed view of an existing material by simply clicking on it.

You can use the BACK TO LIST OF MATERIALS button to navigate back again.

To edit a material, click on the EDIT button - you will then be redirected to the same view that you already know from creating a new material.

4.1.3 Material Types

In WorkHeld there are three material types that can be used differently:

Spare parts are materials for which a material consumption entriy can only be created if the technician also keeps a corresponding quantity in his inventory. Technicians can order spare parts from a Work Order, which automatically links the material order to the Project, Case or Standing Order and therefore to the customer.

Consumable parts are materials for which no material consumption entries can be created. However, it is possible to manage consumable parts in the inventory and order them from the inventory overview.

Assembly material cannot be kept in the inventory and cannot be ordered. However, it is possible to create material consumption entries for assembly material.

5.2 Material Orders

Navigate in the main menu to MATERIAL→ MATERIAL ORDERS

All Material Orders are displayed here in a list and you can navigate from here to the detailed view of the individual orders by clicking on the small arrow on the right edge of the line.

5.2.2 Material Order Detail View

In the detailed view of the order, all information about the Material Order is displayed in the upper section. In the lower section you will see the list of materials that are part of the order.

You can now change the status of the order under the ORDER STATUS tab. The status you have selected is also displayed to the Technician in the overview of his Material Orders.

You can set the following order statuses:

After the order has been received by the Technician and therefore set to status STOCKED, the Material Order is no longer displayed in the list of Material Orders.

5.3 Inventory Overview

Navigate in the main menu to MATERIAL→ INVENTORY OVERVIEW

Here you can view the current inventory of the individual Technicians. To do this, first select the desired Technician from the dropdown at the top right.

After you have selected a Technician, the stock in the Technician's inventory is displayed in a list view. You have the option to search the inventory by Material Number or Material Name.

6.1 Human Resources Management

Navigate in the main menu to HUMAN RESOURCES→ HUMAN RESOURCES MANAGEMENT.

Here all employees (persons with an active or inactive WorkHeld User) are displayed in a list and you can navigate from here to the detailed view of each employee by clicking on the small arrow on the right side of the line.

6.1.1 Creating an Employee

You can create a new employee by clicking on the ADD NEW EMPLOYEE button in the list of employees in the upper right corner.

You must now first set the user type, with the following options:

Click on the desired user type and confirm your selection with the NEXT button.

In the next step you must enter the personal data of the new employee. The following fields are available for this purpose:

Press NEXT after you have added all relevant information.

Finally, the information about the access rights follows, whereby you also receive a list of all applications to which the new employee will have access:

Project Manager	Coordinator	Technician

The following fields are available in the access rights information:

Press SAVE after you have added all relevant information. You can edit the employee again at any time later.

6.1.2 Employee Detail View

After you have created a new employee, you automatically go to the detailed view of the employee. You can also navigate to the detailed view of an existing employee by simply clicking on it.

You can navigate back again by pressing the BACK TO LIST OF EMPLOYEES button.

To edit an employee, click on the EDIT button - you will then be forwarded to the same view that you already know from creating a new employee.

6.2 Weekly Time Report

Navigate in the main menu to EMPLOYEES → WEEKLY TIME REPORT.

The weekly time report provides an overview of the employees' weekly travel and working times.

First select an employee whose working and travel times are to be displayed from the drop-down list in the top right-hand corner.

If the employee has documented working or travel times for the current week, these are now displayed in a matrix. You also have the option of jumping one week forwards or back by clicking on the arrow buttons in the upper left-hand corner.

Via the button EXPORT DATA you can export the travel and working times for the selected employee and the displayed calendar week.

7.1 Customers

Navigate in the main menu to MASTERDATA→ CUSTOMERS.

Here all existing customers are displayed in a list and you can navigate from here to the detailed view of a customer by clicking on the small arrow on the right side of the line.

7.1.1 Creating a Customer

You can create a new customer by clicking on the ADD NEW CUSTOMER button in the list of customers at the top right corner.

The following fields are available when creating a customer:

Press SAVE after you have added all relevant information. You can edit the customer at any time later.

7.1.2 Customer Detail View

After you have created a new customer, you automatically go to the detailed view of the customer. You can also navigate from the list of customers to the detailed view of an existing customer by simply clicking on it.

You can navigate back to the customer list by clicking the BACK TO LIST OF CUSTOMERS button.

To delete a customer, click on the DELETE button. To edit a customer, click on the EDIT button - you will then be redirected to the same view that you already know from creating a new customer.

7.2 Checklists

Navigate to MASTERDATA→ CHECKLISTS in the main menu.

Here all existing checklists are displayed in a list and you can navigate from here to the detailed view of a checklist by clicking on the small arrow on the right side of the line.

7.2.1 Creating a Checklist

You can create a new checklist by clicking on the ADD NEW CHECKLIST button in the upper right corner of the checklist list.

When creating a checklist, you can add the following information to the checklist:

^{*If you leave this field empty, it is filled with an automatically generated value.}

By clicking ADD NEW CHECK, you can add a check to the checklist; this process can be repeated as often as you like, allowing you to create checklists with any number of individual checks.

First define the check description with a name that is as meaningful as possible so that the technicians can understand exactly what to do from the description.

The measurement type defines what exactly is to be measured or done. For example, you can specify that a volume is to be measured or a serial number is to be noted, or you can define "execution" as the measurement type to create a check in the sense of a classic checklist.

The result type defines which data can be entered to perform or measure the check. You can choose between the following result types:

The unit of measurement determines the unit with which the result type is saved.  In the example below, the measurement type "Weight" and the result type "Number" were selected. The result is saved in kilograms according to the specifications in the check.

Finally, you can define whether the check should be mandatory by placing a check mark next to the corresponding field.

Press SAVE after you have added all relevant information. You can edit the checklist again at any time later.

7.2.2 Checklist Detail View

After you have created a new checklist, you automatically go to the detailed view of the checklist. You can also navigate from the list of checklists to the detailed view of an existing checklist by simply clicking on it.

You can navigate back using the BACK TO LIST OF CHECKLISTS button.

To delete a checklist, click on the DELETE button. To edit a checklist, click on the EDIT button - you will then be redirected to the same view that you already know from creating a new checklist.

7.3 Tools

Navigate in the main menu to MASTERDATA → TOOLS.

Here all available tools are displayed in a list and you can navigate from here to the detailed view of a tool by clicking on the small arrow at the right edge of the line.

7.3.1 Creating a Tool

You can create a new tool by clicking the ADD NEW TOOL button in the list of tools at the top right corner.

The following fields are available when creating a tool:

Press SAVE after you have added all relevant information. You can edit the tool again at any time later.

7.3.2 Tool Detail View

After you have created a new tool, you automatically go to the detailed view of the tool. You can also navigate from the list of tools to the detailed view of an existing tool by simply clicking on it.

You can use the BACK TO LIST OF TOOLS button to navigate back again.

To edit a tool, click on the EDIT button - you will be taken to the same view you know from creating a new tool.

7.4 Project Templates

Navigate in the main menu to MASTERDATA→ PROJECT TEMPLATES.

Here all available templates are displayed in a list and you can navigate from here to the detailed view of a template by clicking on the small arrow at the right edge of the line.

7.4.1 Creating a Template

Templates are created from existing Projects. Therefore, navigate in the main menu under WORK → PROJECTS to a Project from which you want to create the template.

In the Project Overview in the upper section the button CREATE TEMPLATE is displayed. Click on the button to create a new template from the existing Project.

The following fields are available when creating a template:

^{*If you leave this field empty, it is filled with an automatically generated value.}

Press SAVE after you have added all relevant information.

7.4.2 Template Detail View

You can navigate from the list of templates to the detailed view of an existing template by clicking on the small arrow at the right edge of the line.

In addition to the stored information on the template, the detailed view of the template shows a list of all Work Orders with the associated Work Steps as well as the checklists that are attached to the individual Work Steps.

You can navigate back to the list of templates by pressing the BACK TO LIST OF TEMPLATES button.

To delete a template, click the DELETE button.