Navigating the App Most of your movement through the application will start from the Main Menu or from icons on the application Title Bar. Here are the Title Bar icons that you'll use when operating the app:
Use this icon to access the Submitted Forms History Worksheet. There you can locate, review and resubmit previously completed forms and reports for any or all Projects in the application database.
Main Menu There are five sections in the Main Menu:
Projects Section The Project menu item expands to a secondary menu from which you can:
Select an active Project on which you want to work,
Create and activate a new Project, or
Select an archived Project for which you want to review prior work.
When you select a Project from this menu it becomes the your active job. Subsequent work that you do in the Forms and Project Settings sections applies to the active job. To work on a different job, just select it from the Project menu, making it the new, active job.
Forms Section In the Forms section are menu selection items for each type of Form that you'll create in your management of a job:
Extra Work, and
Request for Information.
Use these menu items to start working on a new Form of the selected type. Use the Summary Worksheet to access Forms that you've already begun to fill out but have not yet submitted.
Working with Forms The app saves your work as you enter it. You can navigate to a different part of the app, close the app and/or switch over to an entirely different app without worrying about saving or submitting the Form on which you were working.
If you decide you want to delete a partially completed Form and start over, go to the Active Forms Summary Worksheet and do a standard iPad right-to-left swipe on the cell for that form. Then just tap the Delete button that appears in the right side of the cell.
Submitting Forms When you've completed work on a Form, you can Submit the form via e-Mail to one or more designated recipients. To Submit a form, tap the "Preview" button on the Title Bar. The app will show you an image of the PDF document that will be generated and e-Mailed. If you're satisfied with it, tap the "Sign and Submit" button on the Title Bar. Otherwise, tap the "Cancel" button to resume working on the Form. Once you tap "Sign and Submit" you cannot make any further changes to the Form even if you choose to stop it from being e-Mailed at the next step of the process.
If the form you're submitting requires a signature (see Default Forms Settings in the Master Settings section below) you will be presented with a signature page. You can use your finger (or better, an iPad compatible stylus) to provide a written signature or you can use a Signature Stamp that you've previously created (see User Settings in the Master Settings section below.) To use a Signature Stamp you simply enter the PIN/security code you used when you created it.
The signature page also allows for a second written signature that, when used, will be labeled "Accepted" and applied to the Form as an additional signature.
Admin Section The Admin section gives you access to:
Your Due & Pending Worksheet which helps you manage your job reporting schedule, and
Time Sheet forms, which you use to report weekly employee activity - for yourself and any other employees that you choose.
Due & Pending Worksheet The Due and Pending worksheet shows you at a glance, for every active Project you're managing, the next day that each regularly scheduled Form is due to be submitted. It also highlights submissions that are overdue. You can tap any item in the lists to select a Project and Form with which you want to work. Once you complete and submit the Form, it will no longer appear in the Due & Pending list.
In some cases, you may want to remove a reminder from the Due & Pending list without submitting the subject Form. Simply do a right-to-left swipe on the cell for that Form and tap the Delete button that appears in the right side of the cell.
Employee Time Sheets Weekly Employee Time Sheet forms are provided for every/any employee personnel Resource that you have assigned to an active Project. The app will automatically display time entry sections for each Project to which an employee is assigned.
The first time you make entries for an employee after he/she has been assigned to a Project, the app will show entry fields for every Employee Time Cost Code that you have defined in your Master list. (You'll read more about Master lists in a following section.) To make your entries more manageable, you can easily remove (right-to-left swipe) codes for activities that you don't expect the employee to perform for that Project on an ongoing basis. The app will remember that the next time you make entries for the employee. Of course you can also easily add entry fields back to the form at any time by tapping the (+) button.
Project Settings Section This is where you define and manage the unique attributes of each Project. These include:
Projects Setup - define the identifying attributes of the job and assign primary personnel responsibilities and roles.
Personnel - manage the list of employees who may participate in working the job over the duration of the Project.
Contractors & Vendors - manage the list of third-party resources who may provide equipment and services to the job.
Labor & Equipment - manage the types of specialized contract labor or equipment that may be applied to the job.
Forms Settings - manage any unique scheduling, content and distribution requirements of the forms and reports you will prepare for the job.
Master Settings Section The Master Settings section of the app is where you manage the application attributes and Resources that are commonly applicable to all Projects and Forms. Master Settings are discussed in detail on the next page.
Application Workflow You can start right in, setting up your first Project and defining Resources as you go along. This method is fine for simpler jobs and in cases where the standard resource and forms settings and attributes are suitable to your operating practices.
Most of you, however, will first want to customize aspects of the app to your firm's specific nomenclature and branding. You can do this across the entire application, using "Master Settings", and on a project-by-project basis using "Project Settings" as described in the following sections.
Once you've set up your Projects, the app helps you track the status of the forms and reports you're filling out (Active Forms Summary Worksheet), tells you what regularly scheduled reports are due or overdue (Due and Pending Worksheet), and lets you review, and if necessary resubmit, forms that you've completed in the past (Submitted Forms History Worksheet).
When you use the iPad in landscape orientation the Main Menu persists in the left sidebar of the display. When you use the iPad in portrait orientation, you make the Main Menu appear by tapping this Menu button on the Title Bar.
The Home button will take you back to the app's opening "splash" screen. There it will also show a list of the active Projects that you have defined. You can tap one of the project names to resume working with that Project.
Tapping this icon will take you to the Active Forms Summary Worksheet where you can see the status of, and have direct access to, the forms and reports you're working on for the active job.
When you've completed work on a Form, tap this button to see an image of the document that will be generated when you "sign" and submit the Form.
After you've previewed a Form and you're satisfied with your work, tap this button to finalize the contents of the form and submit it via e-Mail to the appropriate recipients.
The "Add" icon appears on the Title Bar on most of the Project Settings pages. This is how you direct the app to create a new Project, a new Personnel resource, a new Contractor resource … etc.
In the day-to-day management of your jobs, you'll often find that the Daily Log report for today will contain much of the same information as is did yesterday. When you tap this icon, the app will copy the information from the most recent prior day's log into your new Daily Log. Then you simply update or augment it based on today's observations, activities and plans.
Tapping this icon takes you back to the "parent" page from certain Master Settings pages that require you to go two levels deep to access settings attributes.
The Camera icon appears in sections of a Form where you can take pictures (if your iPad has a camera) and/or select pictures from an album on your iPad and have those pictures appended to the Form when it's submitted.