Workheld Flow Android & iOS App for Technicians (EN)
Workheld 9.5
Welcome to this short introduction to Workheld Flow.
We will show you in a few steps how you can use Workheld Flow, to improve assembly, service and maintenance processes!
Part 1 Welcome to the Workheld Flow iOS App
1.1 Installing the Workheld Flow Android & iOS Mobile App
Depending on your operating system, you can download the Workheld Flow Mobile App from the Apple App Store (iOS) or Google Play Store (Android). Search for "Workheld Flow" in the respective store and click on "Download" or "Install" to install the Workheld Flow Mobile App.
1.2 Login
When you start the Workheld Flow Mobile app for the first time, you will be taken directly to the login screen.
You should have already received your login details by email or from your system administrator.
After logging in for the first time, the Workheld Flow Mobile app automatically starts a complete synchronisation. This may take a few minutes depending on your internet connection.
1.3 Synchronisation
1.3.1 Normal Synchronisation (Delta Sync)
You need to perform a synchronisation to receive new order data and send back your documentation. To perform a normal synchronisation (Delta Sync), simply click on the Synchronisation button at the top right of the Workheld Flow Mobile app.
Synchronisation Button
All data synchronised on device.
Synchronisation Button
All data on device is not synchronised.
If there is data on your device that has not yet been synchronised, the Synchronisation button appears in green.
1.3.2 Full Synchronisation (Full Sync)
If problems occur during synchronisation, these can usually be resolved by performing a full synchronisation (Full Sync).
To do this, navigate to Settings in the main menu and click Start full synchronisation. Please note that a full synchronisation may take a few minutes depending on your internet connection.
Part 2: Work overview
2.1 Overview of project and cases
In the main menu item Execution, you will find all the projects and assignments assigned to you. You can view these either as a list or in a map view. Simply use the table bar at the top to switch between list view, map view and calendar view.
2.2 Detailed view of projects and cases
If you click on one of the projects or cases in the list view or the map view, you will be navigated to the project details. Here you can use the table bar at the top to switch between the view with the list of work orders in the project, the project information or the project documentation.
2.3 Detailed view of work orders
If you click on a work order in the list of work orders, you will be navigated to the work order details. Here too, you can switch between the view with the list of work steps in the work order, the information on the work order or the documentation for the work order.
2.4 Detailed view of work steps
If you click on a work step in the list of work steps, you will be navigated to the work step details. Here you can switch between the view with the execution, the information on the work step or the documentation of the work step.
Part 3: Equipments
3.1 Overview of equipment
In the main menu item Equipment, you will find all equipment that is linked to projects or cases that have been assigned to you. You can view these either as a list or in a map view. To do this, simply switch between list view and map view using the table bar at the top.
If you are standing in front of equipment that has been labelled with a QR code, you can scan this QR code to go straight to the respective equipment. To do this, click on the Scan equipment QR code button in the list view and centre the QR code within the rectangle displayed.
3.2 Detailed view of equipment
If you click on one of the pieces of equipment in the list view or map view or scan a valid QR code, you will be navigated to the equipment details. Here you can use the table bar at the top to switch between the list view of all projects and cases linked to the equipment, the information on the equipment, the files belonging to the equipment and the equipment structure.
If you click on one of the projects or an case from here, you will be navigated to the project details. Cf. https://tabletsolutions.atlassian.net/wiki/spaces/WD/pages/edit-v2/3560734721#2.2-Detailansicht-Projekte
Part 4: Weekly time report
To access the weekly overview, click on the WEEKLY TIME REPORT icon (calendar) at the bottom of the Workheld Flow iOS or Android app.
On the first page, you will see a white screen with the following message: "Please turn your device horizontally to view your weekly report."
After you have turned your device, you will see the complete overview of a weekly report, which you can move back and forth and change the weeks by pressing the arrows at the top.
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 |
|---|---|---|
| Passiv travel time | resulting from travel entry (who travelled with you) |
| Aktiv travel time | resulting from trip entry (who travelled) |
| Working time | resulting from time entry |
Part 5: Absence requests
5.1 Overview of absence requests
To view the overview of absences from work, click on the three dots in the right-hand corner and then on the icon for absence requests (calendar).
If you see a green box with the word "Approved", this means that your request has been approved. If you see a grey box with the word "Cancelled", your request has been rejected by your coordinator.
5.2 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 as follows:
Paid time off
Business trip
Illness
Unpaid time off
Holiday
Time compensation
Part 6: Documentation
6.1 Create entries
To create entries, you must navigate to the detailed view of the work step for which you want to create documentation and switch to Execution using the table bar at the top.
You will find the button for creating entries at the bottom right-hand edge. 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 | Name |
|---|---|
| Defect entry |
| Working time entry |
| Travel entry |
| Expense entry |
| Measurement entry |
| Material consumption entry |
6.1.1 Save as "Draft" or "Submitted"
You can always save entries in either "Draft" or "Submitted" status. To do this, you only need to activate or deactivate the toggle button using the Cancel and Save buttons.
Save as "Submitted"
Save as "Draft"
If you save an entry as a "Draft", you can edit it at any time after synchronisation. If you save an entry as "Submitted", it can no longer be edited after synchronisation.
6.1.2 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 Send. You can also add a comment to the attachment at the bottom.
6.1.3 Create 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.
6.2 Creation of 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.
A checklist instance is a completed checklist template. You can create any number of instances from a checklist template.
6.2.1 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 can be recognised by the small asterisk in the heading. A checklist instance can only be saved as "Submitted" once all mandatory checkpoints have been completed.
Mandatory check with measured value
Mandatory check with yes/no
Check with date and time
6.2.1 Save as "Draft" or "Submitted"
Checklist instances can also be saved in either "Draft" or "Submitted" status. To do this, you only need to activate or deactivate the toggle button using the Cancel and Save buttons. Please note, however, that checklist instances can only be saved as "Submitted" once all mandatory checkpoints have been completed.
If you save a checklist instance as a "Draft", you can edit it at any time after synchronisation. If you save a checklist instance as "Submitted", it can no longer be edited after synchronisation.
6.3 Documentation overview
You have access to the documentation you have created (entries & checklist instances) at all levels of the work overview by switching to Documentation in the table bar at the top.
The documentation in Workheld is merged at the higher levels!
This means that at the work step level you will only see the entries and checklist instances that have been created for this work step.
If you switch to Documentation one level above - the work order - you will see all entries and checklist instances that have been created for work steps in this work order.
At the project level, you will see a summary of all entries and checklist instances that have already been displayed in the work orders of the project.
6.3.1 Overview & editing of entries
On any level of the work overview, switch to Documentation in the table bar at the top. Click on View entries to access the overview of entries.
Work step level
Work step level
The overview of entries is designed so that you can see a summary of all created entries under the Overview tab. For entry types such as defects or measured values, the number of entries created is displayed; for working time and travel entries, you can see the times.
The entries themselves are divided into entries with the status "Draft" and entries with the status "Submitted". You have the option of submitting all entries in "Draft" status with one click by clicking on Submit all entries.
You can also see from the small green cloud next to the icon of each individual entry whether it has already been synchronised.
Before synchronisation of entries
After synchronisation of entries
If you click on an entry with the status "Draft", you will be taken to the edit view of the entry. This is identical to the view you already know from creating entries.
If you click on an entry with the status "Submitted" that has not yet been synchronised, you will also be taken to the edit view of the entry. However, if the entry in the "Submitted" status has already been synchronised, it can no longer be edited and can only be displayed.
6.3.2 Overview & editing of checklists
On any level of the work overview, switch to Documentation in the table bar at the top. Click on View checklists to access the overview of entries.
Work step level
Work step level
The overview of checklist instances is divided into checklists with the status "Draft" and checklists with the status "Submitted". You have the option of submitting all checklists in "Draft" status with one click by clicking on Submit all checklists.
You can also see from the small green cloud next to the icon of each individual checklist whether it has already been synchronised.
Before synchronising the checklists
After synchronising the checklists
If you click on a checklist with the status "Draft", you will be taken to the editing view. This is identical to the view you already know from creating the checklist instances.
If you click on a checklist with the status "Submitted" that has not yet been synchronised, you will also be taken to the editing view. However, if the checklist in the "Submitted" status has already been synchronised, it can no longer be edited and can only be displayed.
Part 7: Reports
You can create any number of PDF reports from your documentation (entries & checklist instances). The report type determines the design of the report and which types of entries and checklist instances are displayed on the report by default.
7.1 Creating reports
You can create reports at work order level and at project level by switching to Documentation in the table bar at the top and clicking on Create report.
Work order level
7.1.1 Report creation step 1
In the first step of report creation, you determine the report type. Select the desired report type by clicking on it and then press Next to go to the second step of report creation.
No selected report type
Project report is selected
7.1.2 Report creation step 2
In the second step of report creation, you are shown the entries and checklist instances that are displayed on the report by default, depending on the selected report type.
You can now deselect individual entries and checklist instances or even entire work steps and work orders so that they are not displayed on the report. Once you are happy with your selection, click Next to proceed to the third step of report creation.
7.1.3 Report creation step 3
In the third step of the report creation process, you will be shown a preview of the finished report.
If you do not want to sign the report, click on Save report to end the report creation and save the finished report.
If you want to sign the report, click on Sign report to go to the fourth and final step of report creation.
7.1.4 Report creation step 4
In the fourth and final step of report creation, you can sign the finished report.
Your own name is entered by default in the name field, which is displayed on the finished report under the respective signature. However, you can also enter the customer's name.
Once the report has been signed, click on Save to finish creating the report and save the finished report or on Add second signature to repeat the process and add a second signature.
Vertical orientation
Horizontal orientation
Depending on the size of your smartphone or tablet, it is advisable to hold the device horizontally when signing the report in order to obtain a larger area for the signature.
After you have saved the report, the finished report is displayed again. You can now finalise the report creation by clicking on Complete or send the report directly by email from here by clicking on Share.
7.2 Overview & editing of reports
At work order level or project level, switch to Documentation in the table bar at the top. Click on View reports to access the overview of reports.
Work order level
Work order level
The overview of reports shows you all the reports that have been created. You can see from the small green cloud next to the icon of the individual reports whether they have already been synchronised.
Before synchronising the reports
After synchronising the reports
If you click on one of the reports, it will be displayed in the same view that you already know from completing the report creation. As long as the report has not yet been synchronised, you have the option of deleting it. Synchronised reports can no longer be deleted.
Unsynchronised report
Synchronised report
Regardless of the synchronisation status, you can send the report directly by email from here by clicking on Share.
Part 8: Settings
In the main menu item Settings, you can make various settings, perform a full synchronisation, send error diagnosis data and log out of the Workheld Flow Mobile app.
8.1 Language
You can change the language of the Workheld Flow Mobile app by selecting your preferred language in the menu.
8.2 Passwort
You can change your password by clicking on the link to change your password. When you click on the button, you will receive an e-mail with a link to change your password. If you cannot find the e-mail in your inbox, please check your spam folder.
Please note that your password must be at least 8 characters long and contain 3 of the following characters:
Lower case letter
Capital letter
Number
Special character
8.3 Synchronisation
Information on synchronising the Workheld Flow Mobile app can be found here:
https://tabletsolutions.atlassian.net/wiki/spaces/WD/pages/edit-v2/3560734721#1.3-Synchronisation
8.4 Data for error diagnostics
If you experience problems with the WorkHeld Flow Mobile app, you can send us diagnostic data by clicking on Send data for error diagnosis. This data helps us to better understand your problem and resolve it more quickly.
Don't forget to report your problem to us by logging it into the Workheld Servicedeskoe emailing us support@workheld.com .
You can find more information on creating error messages here:
Necessary information for troubleshooting