Part 4 Creating and Managing Objects & Materials

4.1 Creating and Managing Project Templates

You can create a Project template from an existing Project at any time by navigating to the desired Project in the section PREPARATION → PREPARE WORK and pressing CREATE TEMPLATE.

The template wizard will then open, where you can enter a name and a description of the templates. The wizard also displays all Work Orders that are saved with the Project template.

Under PREPARATION -> MANAGE TEMPLAES you will find an overview of all Project templates. There you also have the possibility to delete Project templates.

To edit a Project template, create a new Project from the Project template you want to edit and edit the new Project according to your wishes. Afterwards you can create a new Project template from the Project and delete the previous version of the template if you wish.

When you create a Project template, the entire Project structure in the form of all Work Orders and underlying Work Steps with checklists is saved as a template.

Assigned employees, tools, attachments or documents are not part of the Project template, nor are start or end dates.

4.2 Creating and Managing Checklists

You can create new checklists at any time in the PREPARE → CHECKLIST MANAGEMENT section by clicking on the + symbol at the top of the navigation bar.

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

FIELD	Description	Mandatory
CHECKLIST TITLE	Any name can be defined for the checklist.	Yes
CHECKLIST NUMBER	The checklist number can be used to identify the checklist.	Yes
CHECKLIST DESCRIPTION	Here you have the possibility to enter a detailed description of the checklist or additional information in free text.	No

Checklists in the WorkHeld Web App are templates that you can assign to a Work Step. When you edit an existing checklist, the changes are also applied to all Work Steps to which the checklist was already assigned before the change.

By clicking CREATE NEW CHECK, you can add a new check to the checklist. This process can be repeated as often as you like, so that you can 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 see 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.

You also have the option of defining "Execution" as the measurement type to create a check in the sense of a classic checklist.

The result type defines which data can be specified for performing or measuring the check. You can choose between the following result types:

MEASUREMENT TYPE	Description
TEXT	Free text
BOOLEAN	Select the result type "Boolean" if you have selected a measurement type that is to be answered with Yes or No (e.g. " Execution ")
DOUBLE	Select the result type "Double" if you have selected a measurement type that is to be answered by a numerical value. (For example, "Volume", "Height" or "Serial number")
DATE	Select the result type "Date" if you have selected a measurement type that is to be answered by entering a date (e.g. " Execution")

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.

4.3 Creating and Managing Equipment

You can create new equipment at any time in the area PREPARATION → MANAGE INSTALLED BASE by navigating to the customer to whom the equipment should be assigned and then clicking on the + symbol at the top of the navigation bar.

When creating an equipment, you can add the following information to the attachment:

FIELD	Description	Example
EQUIPMENT NAME	Any name can be defined for the equipment.	CNC Machine
EQUIPMENT NUMBER	The equipment can be identified with the equipment number. The number is either chosen arbitrarily or comes from an external system.	93432
SERIAL NUMBER	The serial number of the equipment. This field can be used to manage serial numbers. You can assign your own asset number and also store the serial number of the manufacturer.	123XAD4567CD333
EQUIPMENT STATUS	You can assign a status to the equipment to define whether the equipment is currently under construction or in operation and to what extent your company is responsible for maintaining the equipment. To retain the history of inactive equipment, you can set it to Decommissioned.	In construction Under maintenance Closed External maintenance Unknown
DESCRIPTION	Here you have the possibility to enter a detailed description of the equipment or additional information in free text.
EMPLOYEE	You have the option of assigning the equipment to an employee. The assigned employee automatically receives all equipment information synchronized on his or her tablet.	Theodor Müller
CONTACT PERSON	The contact person on site or at the company operating the plant. This can be the respective machine operator, as well as an employee responsible for the maintenance and servicing of the machines.	Robert Hammer
CONTACT PHONE	The phone number of the contact person.	+43 1 9929028
LOCATION (GEOTAG)	You can define the location of the equipment using a geotag. This is useful if the equipment cannot be uniquely located using an address.	48.2220649,16.382259400000066
ADDRESS	The address fields can be used to define any address. This can contain street names in the other fields as well as address supplements.	Baumgärtner Höhe 1

4.4 Creating and Managing Tools

You can create new tools at any time in the PREPARATION section → MANAGE TOOLS by clicking ADD NEW TOOL in the upper right corner.

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

FIELD	Description	Example
SERIAL NUMBER	The serial number of the tool.	123XAD4567CD333
TOOL NUMBER	The tool can be identified with the tool number. The number is either chosen arbitrarily or comes from an external system, e.g. via interface with ERP system.	56423
STATUS	You can assign a status to the tool to define whether the tool is currently operational or in service.	123XAD4567CD333
NAME	Any name can be defined for the tool.	In Service Closed Unknown
DESCRIPTION	Here you have the possibility to enter additional information about the tool in free text.

4.5 Creating and Managing Material

You can create new spare parts and consumable materials at any time in the MANAGE MATERIAL CATALOGUE section → by clicking ADD NEW MATERIAL in the upper right corner.

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

FIELD	Description	Example
ARTICLE NUMBER	The material can be identified with the article number. The number is either chosen arbitrarily or comes from an external system, e.g. via interface with an ERP system.	53423
UNIT OF MEASUREMENT	The unit of measurement in which future orders of the article can be made.	Piece Litres Kilogram
TYPE	You can define the item as a spare part or as a consumable. Only consumables can be ordered without being assigned to a customer and associated work tasks.	Spare part Consumption
ACTIVE	You can set a material to inactive if it is not available.
NAME	Any name can be defined for the material.
DESCRIPTION	Here you have the possibility to enter additional information about the article in free text.

4.6 Managing Material Orders

Your employees can use the WorkHeld Mobile App to order replacement and consumable materials from the material catalogue. You will get an overview of all orders in the section EXECUTION → MANAGE MATERIAL ORDERS.

The individual orders are listed in the navigation bar. Click on one of the orders to display the details in the main window. Manage the orders by changing the status accordingly and then pressing SAVE.

STATUS	Description
SYNCRONISED	All material orders initially receive the status SYNCHONISED as soon as they have been successfully synchronized with the server.
APPROVED	The material order has been received and is being processed further.
ORDERED	The material order was either placed with a corresponding supplier or with the internal logistics management.
IN DELIVERY	The material order is on its way to the employee.

4.7 Managing Unassigned Entries

Your employees have the possibility to create entries for documentation even without being assigned an order, for example when they spontaneously visit a customer. You can assign these entries to a Work Step under EXECUTION → MANAGE UNASSIGNED ENTRIES.

In the hierarchy bar at the top and in the navigation bar on the left you can see your customers, Projects, Work Orders and Work Steps as always. In the object bar on the right-hand side, however, you find all entries that are not assigned to an order. Select the entry from the object list which you want to assign to an order by clicking on it. It is then displayed in the lower part of the main window.

Entries can only be assigned at the level of a Work Step, regardless of their type. As long as you have not yet navigated to the Work Step level, the button for assigning an entry is only greyed out. In the upper picture you can see from the hierarchy bar that we are now at the level of a Work Step. Accordingly, the button for assigning an entry is displayed in orange. By clicking on the button, the selected entry is assigned to the Work Step. The entry disappears accordingly from the list of entries that are not assigned to an order.