1.1 Installation of the Workheld Flow Windows App

First start the Microsoft Store. This is already pre-installed on your Windows 10 device. Search for "Workheld" and click on "Participate" to install the Workheld Flow Windows app.

1.2 Log in to Workheld

When you start the Workheld Flow Windows app for the first time, you will be taken directly to the login screen.
You should have already received your login details by email.

1.3 User settings

You can customize your name, profile picture and language in the Workheld Flow Windows app.
To do this, click on your Workheld user at the top left and then on Settings (gear icon).

1.4 Passwort

You can change your Workheld password at any time. To do this, click on your Workheld user at the top left and then on Settings (gear icon). Scroll down to CHANGE PASSWORD and click on the button below to receive an email with a link to change your password. If you cannot find the e-mail in your inbox, please check your spam folder.

1.5 Synchronisation

You can synchronize Workheld at any time by clicking on the SYNCHRONIZE icon (cloud)
on the far left edge of the Workheld Flow Windows 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 again, but is also useful if problems occur during normal synchronization.  

1.6 Company logo

You can save your company logo as a PNG file in Workheld so that it is displayed in the reports. To do this, click on your Workheld user again in the top left-hand corner and then on Settings (gear icon). Then scroll sideways to the menu item "Company logo".

Please note that you must confirm the logo again after uploading the PNG file by clicking on SAVE LOGO.

1.7 Overview

The Workheld Flow Windows app is divided into five sections, which you can navigate to using the corresponding icons on the far left-hand side.

	EXECUTION	Here you will find your projects / orders including all relevant information.
	INVENTAR	You can manage your inventory and material orders here.
	EQUIPMENT	Here you will find all equipment in the field for which you are responsible.
	WEEKLY TIME REPORT	View the aggregated daily working and travel times of a technician for a specific week and export the report if you wish.
	ABSENCE REQUESTS	Here you can view and manage your attendance requests.
	MAINENANCE NOTIFICATIONS	You can report faults or request repairs here.

2.1 Work overview

Start your work by clicking on the ORDERS icon (wrench) on the far left edge of the Workheld Flow Windows app.

You can use the tab bar at the top right to switch between a list view, the view for standing orders and unplanned orders and a calendar view.

In the list view, you will find all projects/assignments sorted by date and time. The locations of the projects/assignments are marked with a small dot 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 of documenting unplanned orders here.

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

If all work steps of a work order are planned at the same time, only the work order is displayed in the calendar view - you can see from the small symbol in the bottom right-hand corner whether it is a single work step or a work order.

2.2 Detailed view of projects / cases / standing orders

If you click on a project or case in the list view or on a standing order in the standing order view, you will see an overview of all associated work orders. In this overview, you will also see basic information about the customer. Click on the work order you want to execute to obtain detailed information.

2.3 Detailed view of 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 location in large format on the map.

Below this, you will see documents and images that have been attached to the work order. All you have to do is click on them to open them either in Workheld or in a compatible program.

Below the documents, you will see the tools that are required to complete the work order. You can also click on these tools to get more detailed information.

The equipment assigned to the individual work orders is displayed at the bottom. As all three work steps are to be carried out on the same equipment in this case, only one piece of equipment is displayed. You can of course also 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 work steps.

2.4 Detailansicht Arbeitsschritt

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 displayed work step are also displayed. Here too, you can click on the tools to obtain more detailed information.

Only one piece of equipment can be assigned to each work step. This is also displayed again in the work step and you can click on the equipment to obtain more detailed information.

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

You can carry out the entire documentation of your work in the work step overview. You will find the start/stop button for time recording and the button for creating new entries (clipboard with plus sign) on the right-hand side. You can also submit a support request at the same time.

2.5 Detailed view of work step with checklist

A checklist can be attached to a work step, which can be displayed and processed in the overview for the work step.

Further information can be found under 3.3 Creating checklist instances.

3.1 Creating entries

To create entries, you must navigate to the detailed view of the work step for which you want to create documentation.

You will find the button for creating entries on the right-hand side. If you click on it, a drop-down menu opens with all available entry types. Click on the desired entry type to create it.

Depending on the configuration of the Workheld platform, you can choose from these entry types:

Icon	Description
	Defect entry
	Travel entry
	Expense entry
	Working time request
	Measured value entry
	Material consumption entry

3.1.1 Save as "Draft" or "Submitted"

You can always save entries in either "Draft" or "Submitted" status. All you have to do is activate the toggle button before you press Save.

3.1.2 Attachment of photos and documents

You can attach any number of photos or documents to each entry type. Click on the CAMERA button to take a photo to be attached to the entry. Click on the DOCUMENTS button to attach an existing image or another document to the entry.

Once you have attached a photo or document to the entry, you can edit it by clicking on it. The buttons in the top right-hand corner give you the options Edit, Delete and Save locally. You can also add a comment to the attachment at the bottom.

3.1.3 Creating entries for team members

You can also create working time or travel entries for your team members. When creating these entry types, your own user and all team members who have also been assigned to the work step are displayed. Before saving the entry, select all the people for whom the entry is to be saved.

3.2 Start/stop time recording

The easiest way to record your working time is the Start/Stop time recording. Start the time recording by clicking on the play button on the right-hand side. A small bar with your working time will then appear at the top right. You can stop the time recording either in this bar or with the same button on the right-hand side.

If you record your working time using the automatic start/stop function, the working time entries are always saved as a draft. You can therefore correct the entries again before you finally submit them.

3.3 Creating checklist instances

If a checklist template has been attached to one of your work steps, you can create a checklist instance from it. To do this, click on the checklist template at the bottom of the work step.

3.3.1 Check types and mandatory checkpoints

A checklist template can contain any number of checkpoints. Each checkpoint requires either a simple yes/no answer, a measured value or the date and time. The units can either already be specified in the checklist template or are available for selection.

Checkpoints can also be specified as mandatory, which is indicated by the small asterisk in the heading. A checklist instance can only be saved as "Submitted" once all mandatory checkpoints have been completed.

3.3.2 Saving as "Draft" or "Submitted"

Checklist instances can also be saved in either "Draft" or "Submitted" status. To do this, you simply need to activate or deactivate the toggle button using the SAVE and CANCEL buttons. Please note, however, that checklist instances can only be saved as "Submitted" once all mandatory checkpoints have been completed.

3.4 Documentation without an order

It is possible to document work that has not been assigned to you in the form of a project/assignment. To do this, click on the TASKS icon (wrench) on the far left edge of the Workheld Flow Windows app and then in the tab bar at the top right on the view for standing orders and unplanned orders.

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

4.1 Overview of reports

Reports are created and saved for individual work orders. You will therefore also find the reports in the work order overview. Click on the Reports button (clipboard) on the right-hand side,
to create a new report or view existing reports.

If you have already created reports for the work order, these are displayed in the left-hand bar. The image below shows that a report already exists. Click on the eye next to the report to view it.

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

4.2 Creating reports

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

Once you have selected one of the report types, click NEXT.

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 selected.

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

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

Now sign the report in the field provided. Once 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 (diskette), the finished report will be displayed again. You now have the option of either sending the report as an e-mail (letter), printing it out (printer), opening it in an external program (arrow) or saving it on your device (floppy disk) by pressing the corresponding icon in the top right-hand corner.

You can also use the arrow button at the top left to return to the work order overview. Your report will then be saved and can be found in the report overview.

4.4 Overview entries

In the overview of projects, assignments, standing orders, work orders and work steps, the OVERVIEW OF ENTRIES button is displayed at all times, which you can use to conveniently access the overview of all associated entries.

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

You will find information on the synchronization status and the button for viewing the entries (eye) on the right-hand side of each entry line. The symbols have the following meaning:

Symbol	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 checked and approved by the coordinator.
	The entry has already been archived.

4.5 Editing entries

If you have only saved an entry as a draft or the submitted entry has not yet been synchronized, you can still edit it.

To do this, click on the EDIT icon (pencil) on the right-hand side of the entry line.

The entries are edited in the same way as when creating entries. However, you also have the option of deleting an entry by clicking on DELETE at the bottom left.
pressing DELETE (trash can) at the bottom left.

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

5.1 Completing work orders and work steps

You have the option of completing each work step individually by clicking on the MARK AS COMPLETED button in the top right-hand corner of the work step overview.

Alternatively, you can press the MARK MY WORK STEPS AS COMPLETED button in the work order overview to set all work steps of the order to COMPLETED status in one go.

If you have prematurely marked a work step as DONE, you can undo this step at any time by clicking on the same button again in the work step overview.

5.2 Completed work steps with unsubmitted entries

If you have created entries for a work step and have not yet submitted them, you will receive a warning as soon as you mark the work step as COMPLETED.

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

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

6.1 Inventar

You can access inventory management by clicking on the INVENTAR icon (warehouse) on the far left edge of the Workheld Flow Windows app.

There you will first see your inventory list. You have the option of manually updating your inventory list by adding a new material from the material catalog using the plus sign in the top right-hand 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 a list of all outstanding orders for consumables and spare parts.

If a material order is already on its way to you, you can confirm receipt by clicking on the STOCK icon (warehouse with plus sign) on the right-hand side of the entry line. In the following dialog box, you can also immediately enter the material in your existing inventory.

Symbol	Description
	The order is on its way to you and by pressing this button you can confirm receipt of the order and immediately add it to your inventory.
	The order is processed further by the coordinator.
	The order has been approved by the coordinator but has not yet been processed.
	The order has been synchronized.

6.3 Bestellung von Verbrauchsmaterial

You have several options for ordering consumables. In the overview of material orders, you can place a new order for consumables by clicking on the plus in the top right-hand corner. Alternatively, you can also 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 on the right-hand side (shopping cart with plus sign).

7.1 Equipment overview

You can access equipment management by clicking on the EQUIPMENT icon (box symbol) on the far left edge of the Workheld mobile app.

There you will find an overview of all equipment in the field that is linked to projects or assignments that have been assigned to you. These are displayed as a list and on the map. Click on one of the pieces of equipment to get detailed information.

If you are standing in front of equipment that has been provided with a QR code, you can scan this QR code to immediately access the respective equipment. To do this, click on the Scan equipment QR code button in the list view and center the QR code within the rectangle displayed.

7.2 Detailed view of equipment

If you click on one of the installations in the list view of the equipment or on the map or scan a valid QR code, you will be navigated to the installation details.

Here you will see a list of all projects and assignments that involve work on the equipment. By clicking on a project or an assignment, you will be navigated to the respective detailed view.

See also Part 2 Work oveview | 2.2 Detailed view of projects / cases / standing orders

A list of all projects and assignments involving work on the equipment is displayed here. Click on a project or case to navigate to the respective detailed view.

You can find further information under 2.2 Detailed view of projects / cases / standing orders.

7.3 Equipment history

You can use the tab bar at the top right to switch between the detailed view of the equipment and the equipment history. Then click on the LOAD EQUIPMENT HISTORY button.

The projects and cases that contain work on the equipment are now retrieved. When the process is complete, you can now download the documentation created for the various projects and assignments by clicking on the DOWNLOAD icon (cloud with arrow).

If the download was successful, you have access to the entries created for the equipment, whereby these are displayed structured according to work orders and work steps within the project or case.

To access the weekly overview, click on the WEEKLY REPORT icon (calendar) on the far left edge of the Workheld Flow Windows app.

As in the web app version, the current week is displayed, but it is possible to jump forwards or backwards one calendar week using the forward and back buttons.

Icon	Name	Description
	Passive travel time	resulting from trip entry (who traveled)
	Active travel time	resulting from trip entry (who drove)
	Working time	resulting from time entry

9.1 Absence overview

To view the overview of work absences, click on the absence request (calendar) icon on the far left edge of the Workheld Flow Windows app.

If you see a green box with the word "Approved", this means that your request has been approved. If you see a gray box with the word "Cancelled", your request has been rejected by your coordinator.

9.2 Create absence request

A technician can submit requests for different types of absences via the mobile app. The process includes specifying the type of absence, the date and time, and the description. The request is then sent by email to the supervisor (direct manager/coordinator).

The types of absence requests are the following:

• Paid time off

• Business trip

• Illness

• Unpaid time off

• Vacation

• Time compensation

10.1 Overview of maintenance notification

If you click on the maintenance notification icon on the left-hand side, you will see an overview of the notifications you have created.

10.2 Create a maintenance notification

To create a notification, click on the "Create new maintenance notification" button.

You must now select the affected equipment from all equipment nodes and describe the notification in detail. After you have successfully sent the notification, you will receive a notification.