Being able to add files to the relevant sections in Manage360 is a very useful function that can help with the exchange of information between all key users. Photos or documents that the field crew should have access to can easily be set up. When the crew is in the field and photos of the work are needed, they can easily be taken and attached to the specific job for easy access by the office staff for any future needs. The following document will walk through the process of adding and uploading files.
Files can now be added to several different entities in Manage360. For most of these areas, the Files will be added as a new tab on the page, and it will be the last one. The entities that can now have files uploaded to them are: Accounts, Opportunities, Construction and Maintenance Estimates, Construction and Maintenance Jobs, Change Orders, Work Orders / Visits and Timesheets.
For each of those sections, the process of adding files is the same – either through browsing for the specific file or by dragging it on to the Files area. There are also several actions you can perform to the attached files, and those are also the same for every area in Manage360.
If no longer required, files can also be deleted from the entities as well. They will be stored in a recycle bin (which can be found in the Settings page in ‘Files Settings’ section). From there, they can be restored if needed or permanently deleted.
As indicated, Files can be found on the several entities within Manage360 and the functionality on each is very similar. An example of the Files tab from the Accounts can be found below.
In order to make it easier to find (or see) entities that have files attached to them, there is a column with a paperclip icon that will indicate if files are available. Clicking on the icon will open that particular entity directly to the Files tab.
Additionally, a new filter option has been added to the Views called ‘Has Files’ which can be used to find all items that have files attached to them.
The following actions will apply to all the areas in Manage360 where files can be attached.
The basic process for all files is as follows:
In each of the file sections, there will be an Upload button that can be used to add a file. Alternately, a file can be dragged on to the file section
Once files have been uploaded, their attributes can easily be edited. This includes the Name, Description or Mobile Availability of the file. Clicking on the name of the file will open a modal window which will display the following information:
Click ‘Save Changes’ when complete.
Files can be downloaded either individually or in groups. To download any single file, the following options will work:
For downloading multiple files, the Common Actions can be used. Simply select one or more of the files by clicking on the cards – they will turn blue – and then use the Download option in the Common Actions. When downloading in this manner, a .zip file of the files will be created. If the file size would be too large for creation, a message will appear – try selecting fewer files to download in this case.
To View a photo in full size, simply click on the thumbnail – either from the card, or from the file edit window. If the thumbnail from the card is clicked, then a gallery will open and the other photos can be navigated to as well (using the arrows beside the photos). If the thumbnail from the edit window is clicked, then a preview of just that specific photo will be opened.
If there is a file that is already in Manage360 and if users of the mobile app should have access to it, the mobile availability option of that file can be set.
What this means is that if there is a Timesheet on the mobile app that has links to the entity in Manage360, then any files that are flagged as ‘Available on Mobile’ can be viewed on the mobile app.
What this means is as follows:
Setting this can either be done during the upload process, or at any time later by opening the edit window. If multiple files are to be made accessible, then the Common Actions can be used. If a file has the mobile availability enabled, an icon will appear in upper right corner of the card.
If a file is no longer required or is on an incorrect entity it can be deleted from Manage360. As with the other actions, files can be deleted individually from the edit window, or several can be deleted in bulk by using the Common Actions functionality. Regardless of how the deletion is done, Manage360 will ask for a confirmation.
When a file is deleted from an entity (like an Account) in Manage360, it will be moved to the Recycle bin. The Recycle Bin can be accessed from the Settings area of Manage360 in the Files Settings section. When opened, the Recycle Bin will display all the files that have been deleted.
From here, it is possible to do the following:
All the options must be accessed through the Common Actions functionality – simply select at least one file and then the desired Common Action.
When using the mobile app to track time and materials, now it is possible to add photos (or videos) to the Jobs or Work Orders that are being done. These files will be uploaded to Manage360 on submission of the Timesheet and will be linked to their respective entities (Job/Work Order/Visit) so that they can be viewed in the office. There is also a new option in the Settings that will force the uploads to happen only when there is a WiFi connection available (i.e. no uploading when using data).
On the mobile app, there will be buttons to add files and to view any files that already exist. Since these actions can be done for the Timesheet as a whole – like the Equipment Notes/General Comments – the buttons will be on the main Timesheet page, as well as on any of the Jobs, Work Orders or Visits that are on the Timesheet.
To add a photo to a Visit (or Work Order or Job), open that item from the mobile app. There will be ‘Add a File’ and ‘Files’ buttons available. The ‘Add a File’ will prompt as to whether a photo or video will be taken, or if a file is to be uploaded. This first time this happens, the mobile device will prompt for the app to have access to the camera and/or pictures on the device.
Once the photo (or video) has been taken (or selected), there will be a window where the name of the file can be edited, and a description added. Either of these items can also be modified a later time if desired.
After files have been added to a Timesheet item, the File button will be updated to indicate how many files are currently available. Additionally, this will also be displayed on the main timesheet page in the app as well.
If files already exist on the app either from being added directly or by virtue of the ‘Mobile Availability’ being set, then those can be viewed by clicking on the Files button (either for a specific Timesheet item or for the Timesheet itself). This will open a list showing all of the available files.
Clicking on the file will open it for further editing, as well as allowing a gallery of all the files to be viewed. Additionally from this page, more files can be added by clicking on the add files button in the bottom right corner.