the manual.

ACCENTIS TIMESHEET APP
For Android
The Accentis Timesheet application allows workers to track time spent on jobs
and work orders in or out of the office.
www.accentis.com.au/mobile
Contents
Overview ............................................................................................................................................................. 2
Requirements ..................................................................................................................................................... 3
Installation ........................................................................................................................................................... 4
Layout .................................................................................................................................................................. 5
Navigation .......................................................................................................................................................... 6
Configuring Your Application ......................................................................................................................... 7
Starting a Job or Work Order .......................................................................................................................... 8
Job and Work Order Selection ....................................................................................................................... 9
Running Task or Work Order .......................................................................................................................... 10
Attaching Notes .............................................................................................................................................. 11
Attaching Photos ............................................................................................................................................. 12
Attaching GPS and/or Street Address ........................................................................................................ 13
Select a New Job While Running ................................................................................................................. 14
Stopping a Job or Work Order ...................................................................................................................... 15
Job / Work Order History List .......................................................................................................................... 16
Resuming a Job or Work Order .................................................................................................................... 17
Submit Your Times ............................................................................................................................................ 18
FAQ .................................................................................................................................................................... 19
Further Help ...................................................................................................................................................... 20
pg. 1
Overview
Accentis offers Android users the ability to track times against jobs or work orders and transferred
the times directly to Accentis Enterprise while on the go.
The Accentis Timesheet app is an easy to use mobile/tablet application that lets staff record time
against jobs or work orders. The application is designed for use in many different businesses
including but not limited to:
-
Equipment servicing
-
Maintenance tasks
-
Professional services billing
-
Production work orders
The user can select from a list of jobs and work orders which are downloaded in real time from the
host system. They can be started and stopped as they occur. Once a job or work order is stopped
the elapsed duration is transferred in real time to Accentis Enterprise, where it is posted as a
timesheet entry for the user. Tap the recent history or tap the start button to start again.
The following features are also supported by the application:
-
Data is transferred to the host system in real time
-
Photos can be taken and attached to a job or
work order
-
GPS location information can be recorded for
each entry
-
The jobs list can be specific for an employee
-
Simple and powerful interface
-
Daily history is displayed on the device
-
Notes can be included for each recorded time
Accentis Timesheet is proprietary software.
Copyright © 2014 Accentis Pty Ltd
pg. 2
Requirements

Accentis Enterprise Sever with Accentis Gateway.

A phone or tablet running Android version 3.0 (Honeycomb) or
ASK ACCENTIS!
above.

15MB of disk space on your device. (Not including any photos)

To send your timesheet outside of the office a data connection
will be required from a telecommunication provider.

At Accentis we can help
you pick a phone or tablet
for any budget to assist
you and your team.
An Internet connection to download the application.
We can help you with
Accentis Enterprise or
Accentis
Gateway to
enable
you
to
communicate over the
Internet.
Contact us
Phone:
+61 73256 6875
Email:
[email protected]
pg. 3
Installation
Installation is straight-forward and can be completed within a few minutes. Before installing the
application, please ensure you have read the Requirements section and that your device is
connected to the internet.
1) Open your browser and navigate to http://www.accentis.com.au/mobile
2) Tap the “Download Accentis Timesheet App” link that appears in the middle of the page.
3) Tap the OK button to confirm and the File will download and appear in your notifications
and Downloads app.
4) Once downloaded, open the file and you will be greeted with an installation screen. If the
application installation won’t open, please see FAQ section.
5) Press the Install button.
pg. 4
Layout
Icon and Application
name
Drawer – tap to open
the navigation drawer.
Upload Button – trigger an
upload
Job or work order code
and name
LED indicator – indicates if
the job or work order is
running or not.
Task code and name
Start time – specifies the
time the job started.
Timer – Counts how long
the job/work order has
been running for.
Start Button – Start a job
or work order.
Camera Button – Add a
photo to a job or work
order.
Stop Button – Stops a
running job or work
order.
Note Button – Add a note
to a job or work order.
Job history item – an entry
into the timesheet.
Job history list – List all
previous times.
Task Switcher Button Changes between open
Android apps.
Back Button – takes you
back to the previous
activity.
Home Button -Takes you to
the Android home screen.
pg. 5
Navigation
This application features a navigation drawer to access some of the functionality. To access the
drawer you can either tap the icon or name at the top or slide your finger from the left edge of
the screen out towards the right side. Tap any of the listed items to go to that selection.
Select a job takes you to
the job/work order
selection list.
Add a note will open the
note dialog box to enter
in any notes for a
running job/work order.
You may choose
to not select anything
by tapping the free
space to the right or
slide with your finger in
the opposite direction.
Photos will open your
devices application to
manage photos. This will
allow you to view all the
photos you have taken
for any job/work order.
Preferences allows you
to change your Accentis
Gateway preferences
and application
preferences such as
collecting GPS location
and cache timeouts.
See the Preferences
section for more detail.
Open the Photos selection when you’re in the office to transfer higher quality images off
your phone.
pg. 6
Configuring Your Application
Once installed, Accentis Timesheet for Android will require you to set the Accentis Gateway
preferences to download the jobs and upload your times.
Enter the web address of
your Accentis Gateway
server.
Enter your Gateway Key
provided by your Accentis
Gateway application.
Tap to view a list and
Select your desired
Database.
Enter your username and
password that you log
into Accentis with.
The cache timeout is the
amount of minutes
information from Accentis is
stored before requesting it
again. Increase this if you
have bad phone
reception.
A test connection button
has been provided for
your convenience. This
will display a
“Connection successful”
dialog if it could
successful.
To go back, tap the arrow at the top right near the Accentis icon or the
button on the devices navigation bar.
back
pg. 7
Starting a Job or Work Order
Upon first starting the app you will be greeted with a screen displaying the text “No job
selected”. To select a job or work order, simply tap the Start button to launch you into the job
selection activity.
To begin, select the
Start button. This will
launch you into a list of
jobs.
The unlit LED indicates no
job or work order is
running.
The buttons appear
lighter and greyed out
because they are
disabled until a job or
work order is selected.
To exit the application
at any time, tap the
back button. This will
not affect the progress
of any running jobs or
work orders.
pg. 8
Job and Work Order Selection
After you have tapped the Start button or selected “Select a job” from the navigation drawer,
you’ll be presented with the job selection activity. This will automatically download the jobs and
work orders from the Accentis and display them to you in a list.
You can scroll through
the jobs using your
finger.
If the job or work
order has any available
tasks, they will displayed
in another list for you to
select.
Tap the job or work
order you wish to start.
As soon as the job or work order is selected, it will be started.
pg. 9
Running Task or Work Order
After you have selected a job or work order it will populate the fields on the main activity.
This text lists the type,
either “Job” or “W/O” for
work order. It then displays
the code and if available,
it will display the name. If a
task is also selected, it will
display it on the second
line in the same format.
Displays at what time the
above job or work order
was started.
The number in the
Camera button represents
how many photos the
selected job or work order
has. This is reset after 24
hours of being uploaded.
To indicate that a job or
work order is running, the
LED image will turn from
clear to green.
The timer indicates how
long the job has been
running for.
Photos can be added by
tapping the camera
button.
When a job is running you
can easily add a new
note by tapping the Note
button.
At any time you can leave this application and use your phone/tablet for other activities
or put it to sleep in your pocket. It will not affect the progress of any jobs or work orders.
pg. 10
Attaching Notes
While a job or work order is running you can tap the Note button anytime to add or append a
note. When you stop a job or work order, the Note dialog window will appear to enter any final
changes.
Type your notes in the
text field in the dialog
window.
The Done button will
save the note.
Cancel button will
discard any changes.
You can continue to append text to the note as the job or work order is running by
tapping the Note button again.
pg. 11
Attaching Photos
To attach a photo, select the camera button. It will launch your default camera application. Once
a photo is accepted Accentis Timesheet will shrink the image and send it to Accentis Enterprise
immediately. If the transfer fails it will try again when the job or work order has stopped or when
the upload button is tapped.
Once you take a
photo you like Press
the ✓tick button to
accept it.
If you want to take
another photo press
the X cross button.
Press the back
button to cancel
out of taking a
photo and return to
the main activity.
All accepted photos are stored your Gallery for later viewing, uploading and deleting.
You can access the Gallery from the drawer. See the Navigation section.
pg. 12
Attaching GPS and/or Street Address
GPS location and/or street address can be enabled in applications preferences. It is disabled by
default. It must be enabled before you start a job. Simply tapping the checkbox item will enable
or display the selected item.
The GPS coordinates
will attach a longitude
and latitude to your
job/work order when it
has started.
The Attach Street
Address checkbox will
access Google’s
services send them the
longitude and latitude
to retrieve the closest
street address to your
position.
GPS can take several minutes to process and as a result and it can affect battery life.
pg. 13
Select a New Job While Running
If you have a running job or work order then select, “Select a job” from the drawer menu, choosing
another job/work order will prompt you if you wish to end the current running job/work order.
Selecting no will
discard the selection
and let the running
job / work order
continue.
Selecting yes will
stop and upload the
current running
job/work order and
then start the newly
selected job / work
order.
pg. 14
Stopping a Job or Work Order
When you are finished with a job or work order, simply tap the Stop button. Your time against the
job or work order will be added to the Job History list below the buttons.
When you have
finished working on a
job/work order, you
can press the Stop
button.
The text will change
to “no job selected”
to indicate there is
no selected job. The
Start button will then
be enabled, and will
take you back to the
job selection again.
The job will be then
added to your job
history list. See the
Job / Work Order
History List section.
Once the Stop button is pressed the times are immediately sent to the Accentis
Enterprise server.
pg. 15
Job / Work Order History List
A stopped job/work order will be added to your History list. This will contain the details of what you
have completed.
The first line contains
either “Job” or
“W/O” for work
order. This is followed
by the job or work
order code and in
braces the name of
the job or work
order. If the job/work
order doesn’t
contain a name the
parentheses will be
absent.
The second line
contains what task
you were on. It
appears in the same
format as above. If
no task is present this
line is not shown.
The total running
time in hh:mm:ss.
The time when the
job or work order
was started and
stopped.
The job history item will be cleared after 24 hours of being uploaded successfully.
pg. 16
Resuming a Job or Work Order
If you choose to resume any of the jobs/work orders you have completed in the last 24 hours, you
can select them by tapping on them in the Job History list. This will then populate the top half of
the screen with what you’ve selected. Tapping the Start button will start the job / work order again.
You can start the
job/work order again
by clicking the start
button. This will add
a new entry when
you hit stop.
Tap the job history
entry to select it. The
job won’t start.
You cannot
select a job/work
order from the history
while you currently
have a running
job/work order.
You can only select
a job/work order
from the Job History
if you don’t currently
have a job/work
order in progress.
Once selected you
can add additional
photos to the job by
clicking the camera
button.
You can go through and add additional photos to each job/work order just by tapping
each item and tapping the camera button again.
pg. 17
Submit Your Times
Your times are automatically uploaded when you tap the Stop button, however in times of bad
mobile reception or of no Internet connection, the times cannot upload. If you wish to trigger the
upload yourself, you can tap the upload button. This will show a dialog window indicating it is
attempting to upload. If it fails for any reason the dialog window will report an error message for
you.
When you stop a
job/work order and it is
added to the list, you
will notice that the text
first appears black. This
indicates that the time
entry has not been sent
to the Accentis
Enterprise server yet.
The upload button
manually triggers an
upload of all not yet
uploaded times and
photos.
When the upload is
successful, the text
colour will change from
black to green.
Error messages
from uploading are only
displayed when you tap
the upload button.
pg. 18
FAQ
Q: Accentis Timesheet refuses to install on my device.
A: This application isn’t available on the Google Play store and
is installed via the web for our customers. Please ensure
“Unknown sources” is enabled from the security menu in your
settings. You can put it back to disabled once you have finished
installing.
Q: I receive “invalid session ID” when trying to connect.
A: Re-enter your username and password in the applications
preferences. See the Preferences section in this manual for
further help.
Q: When listing jobs/work orders or uploading I receive “The
request timed out”.
A: This error occurs when the Accentis Enterprise server cannot
be reached within 30 seconds. Please check to make sure your device is connected to the
Internet or your local Wi-Fi. Your device may not have a data service connection available in your
current area. If the issue persists, check your connection settings are correct
Q: If I close the application or turn off my phone, will I lose my running job?
A: No, the state of your running job/work order and your history is written to disk with each change.
You could start a job/work order and turn your device off, then turn it back on when you wish to
stop and upload your entry.
Q: Why can I not attach a note to a job or work order that isn’t running?
A: The note is associated directly with the time entry and when the time entry has been uploaded
it cannot be altered from your phone. You can however start the job or work order again to add
the additional note.
Q: I uploaded a time entry by mistake, how do I remove it?
A: The mobile app can only upload time entries, it cannot modify or delete them. You can
however remove them from Accentis by using the desktop application.
pg. 19
Further Help
If you require any further assistance or support with this application please contact the Accentis
support team.
Phone: +61 7 3256 6875
Email: [email protected]
Web: http://www.accentis.com.au/support.php
pg. 20