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.

2.1 Overview

The WorkHeld Web App can be divided into four areas. Each of the areas is responsible for tasks at a particular stage of order processing.

• DASHBOARD

  • Performance Dashboard
    The Performance Dashboard gives you an overview of the most important performance indicators as well as the latest entries of the employees.

  • STATUS OVERVIEW
    In the status overview, you can view the status of Projects/assignments, Work Orders and Work Steps, and are informed of defects and delays.

• PREPARATION

  • Prepare Work
    Here you can create and manage customers, Projects, Work Orders and Work Steps and add the corresponding employees, equipment and tools.

  • Manage Installed Base
    Here you can create and manage assets in the field.

  • Manage Tools
    Here you can create and manage tools.

  • Manage Checklists
    Here you can create and manage checklist templates.

  • Manage Templates
    Here you will find an overview of all Project templates and have the possibility to delete templates that are no longer needed.

• EXECUTION

  • Manage Unassigned Entries
    Here you can assign and manage the entries of employees, which were created without corresponding orders.

  • Manage Material Orders
    Here you can view and further process the material orders of the employees.

  • Manage Material Catalogue
    Here you can create and manage spare and consumable materials.

  • Manage Car Stock
    Here you can view the inventory of individual employees.

• CLOSING

  • Close Project
    Here you can view and check the entries and reports for the documentation of orders as well as complete and export them.

  • Worker Timesheet
    In the Worker Timesheet the working and travel time of technicians can be viewed.

2.2 The Hierarchy Bar

Wherever in the WorkHeld Web App you need to plan or edit jobs, the hierarchy bar is displayed at the top so you always know where you are.

The structure of the hierarchy in WorkHeld is as follows:

CUSTOMERS -> PROJECTS/CASES -> WORK ORDERS -> WORK STEPS

 You can create any number of customers in WorkHeld. Each customer can be assigned any number of Projects and each Project can be assigned a theoretically endless number of Work Orders. Each individual Work Order can then be assigned any number of Work Steps.

2.3 The Navigation Bar

To the left of the main window you will usually see the navigation bar, which allows you to descend further in the hierarchy.

The hierarchy bar in the upper screen allows you to see that we are currently at the level of a Project. Accordingly, the navigation bar on the left displays an overview of all Work Orders assigned to this Project.

By clicking on one of the Work Orders in the navigation bar, you can descend in the hierarchy to the selected Work Order and the navigation bar displays all Work Steps assigned to the Work Order.

2.4 The Object Bar

At the top of the object bar, you can use tabs to select whether employees, tools or equipment should be displayed. You can then assign them to Work Orders and Work Steps by simply dragging them to the lined area in the main window.

3.1 Creating Customers

To create a new customer in WorkHeld, you must first navigate to the highest hierarchy level in the section PREPARATION → PREPARE WORK.

In the upper picture you can see from the hierarchy bar that we are currently at the top level of the hierarchy. By clicking on + CREATE NEW CUSTOMERS in the navigation bar on the left-hand side, a new customer is created.

Please note that the fields CUSTOMER NAME and CUSTOMER NUMBER are mandatory fields that must be filled in order to save the new customer.

The following fields are available when creating the customer:

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

3.2 Creating Projects

After you have created a new customer, you are automatically moved down one hierarchy level.  The navigation bar on the left displays all Projects and Cases created for this customer.

In the upper picture you can see from the hierarchy bar that we are currently in the customer "WinTec GmbH" and in the navigation bar on the left side you can see that two Projects have already been created for this customer.

With a click on + CREATE NEW PROJECT in the navigation bar on the left side a new Project is created for the customer.

The following fields are available when creating a Project:

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

3.3 Creating Cases

You have the option of creating a Case instead of a Project. To do this, click on + CREATE NEW CASE in the navigation bar on the left-hand side.

PRIORITY and SERVICE LEVEL AGREEMENT are selection lists. If the values listed are not suitable for you, they can be adjusted by the WorkHeld Support Team according to the requirements of your company.

The following fields are available when creating an operation:

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

3.4 Creating Work Orders

After you have created a new Project, you are automatically moved down another hierarchy level. The navigation bar on the left displays all Work Orders created for this Project.

In the upper picture you can see from the hierarchy bar that we are currently in the customer "WinTec GmbH" and in the Project "Plant Passau". The navigation bar shows that no Work Orders have been created for this Project yet. You can create a new Work Order by clicking on + CREATE NEW WORK ORDER in the navigation bar on the left side.

 The following fields are available when you create a Work Order:

 At the Work Order level, you also have the option of attaching various documents to the order, which are synchronized with the technician. To do this, click on + ADD DOCUMENTS and select the desired files.

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

3.5 Creating Work Steps

Below the Work Order you will find the Work Steps as the lowest level of the hierarchy. Work Steps are individual tasks in a Work Order and all information from the Work Order, such as the address or the attached documents, is also linked to the individual Work Steps.

In the upper picture you can see from the hierarchy bar that we are currently in the customer "WinTec GmbH", the Project "Plant Passau" and the Work Order "Maintenance CNC Machine C790". With a click on + CREATE NEW WORK STEP in the navigation bar on the left side you can create a new Work Step.

While you are creating a new step, you can already assign employees tools or attachments to the step by dragging them from the object bar on the right-hand side of the screen to the field labelled DROP HERE TO ADD AN EMPLOYEE, TOOL OR EQUIPMENT.

You can add checklists to the Work Step by clicking on + ADD CHECKLIST and selecting the desired checklist from the drop-down list.

The following fields are available when creating a Work Step:

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

3.6 Assigning Checklists

You can assign a checklist to a Work Step by navigating to the Work Step in the section PREPARATION → PREPARE WORK and clicking on "+ ADD CHECKLIST". Only one checklist can be assigned per Work Step.

3.7 Assigning Employees

You can assign an employee to a Work Step by navigating to the Work Step in the section PREPARATION → PREPARE WORK and dragging the desired employee from the object bar to the lined area in the main window. Of course, you can also assign several employees to a Work Step.

You also have the option of assigning an employee to all Work Steps of a Work Order at once. To do this, simply navigate to the Work Order and drag an employee from the object bar into the lined area in the main window.

After an employee has been successfully assigned, he or she appears in the main window in the ASSIGNED EMPLOYEES area. You can remove the employee from the step by clicking on the X symbol on the right side of the employee.

If you click the X icon next to an assigned employee, the employee is removed from the Work Step. If you click the X icon in a Work Order, the employee is removed from all Work Steps of that Work Order.

3.8 Assigning Tools

Assigning tools is done in the same way as assigning employees. Simply drag a tool from the object bar to the dropzone area. Of course, you can also assign several tools to a Work Step.

3.9 Assigning Equipment

Assigning equipment is done in the same way as assigning employees. Simply drag an equipment from the object bar to the dropzone area. However, only one equipment can be assigned per Work Step.

3.10 Applying Project Templates

You can apply a template to a Project by creating a new Project and then clicking on APPLY TEMPLATE.

When you press APPLY TEMPLATE, the template wizard opens, where you can select a template from the existing Project templates. Click on the desired template and then click APPLY TEMPLATE.

In the next step, you have the option to select or deselect individual Work Orders within the Project template. Click on CREATE PROJECT STRUCTURE after you have made your selection.

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

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.

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:

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:

 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:

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:

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:

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.

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.

5.1 Overview of all Entries, Documents and Reports

In the CLOSING area you can view the complete documentation of all orders in the form of entries, documents and reports. For a better overview, the familiar hierarchy is retained, so that you can use the hierarchy bar at the top and the navigation bar on the left to select exactly which entries and reports are displayed.

In the upper picture you can see from the hierarchy bar that we are on the top level. Accordingly, all entries and reports are displayed in the main window. If you navigate further down in the hierarchy, the entries and reports displayed are restricted accordingly.

You can display documents or reports by clicking on the respective icon in the tab bar directly above the entries. You can also search through documents and reports conveniently using the search bar. For reports, the filter by entry type also works.

5.2 Filtering and Searching for Entries and Reports

You can also filter entries and reports by entry type by clicking on the blue icons of the entry types.

ICON	Entry type
	Material consumption entry
	Measurement entry
	Travel entry
	Working time entry
	Expense entry
	Defect entry
	Site diary entry

5.3 Editing Entries

If you click on an entry, a detailed view opens, where you can see all the information that was added to the entry by the employee.

You can change the status of the entry by selecting a new status and pressing SAVE.

You can set the status of multiple entries to COMPLETE in a single step by selecting the checkboxes on the left side of the desired entries and then clicking COMPLETE.

You can also add a comment to each entry by writing in the MANAGER COMMENT field and pressing SAVE.

5.4 Resetting Entries

Once technicians have submitted an entry, it can no longer be edited. However, you can reset the entry to the status DRAFT so that the technician can edit it again.

To do this, open the detailed view of the entry and click RESET TO DRAFT.

5.5 Exporting Entries and Reports

Starting from the Project level you have the possibility to export entries collectively as ZIP or CSV file. Only those entries are exported which belong to the respective Project, Work Order or Work Step.