Dispatch

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Dispatch Screen

doForms Dispatch provides the platform needed to prepopulate a form with critical task related information and then dispatch that form in real-time to a specific mobile user.
The dispatcher is provided continuous real-time feedback throughout the process as devices automatically report when a form has been received, viewed and completed. In addition, form builders can incorporate actions into forms that will send back status updates in real-time while the form itself is being filled out by the mobile user. Dispatch customers may also select to turn GPS tracking on mobile devices. Based on settings each device will send its current location on a predefined basis back to the server. These tracks are plotted on a map providing a historical bread crumb trail of mobile activity.

Selecting Projects and Forms

To view forms that have been dispatched, first select a Project from the drop-down list and then select a Form. Next, enter a Date Range and then click on one of the two View buttons.

Project Form Filter Screen

View Versus View Record Name

View will display all collected data fields that were in the selected form. These fields data can be viewed by either scrolling from left to right or by looking at the form in form mode using the edit or PDF options. View Record Name will only bring back those fields as defined by Record Name setup when the form was built. Record names allow the form builder to establish which fields in the form will be used to uniquely identify the record once the form has been submitted. This option is optimal as the results will return substantially faster. This is especially true when view large forms or forms with many images. Even though the system only returns the record name fields, the dispatcher can still view the form in its entirety in form mode. Note: Record names are highly recommended especially for Dispatch. The mobile device will display the Record Name versus the form name as long as one exists. In most cases the record name will consist of the data entered by the dispatcher such as customer name, address, etc..

Record Name

Creating a New Dispatch - Mobile user

There are many ways in doForms to generate a dispatch for a mobile user.

  • Manual
  • Import
  • Integrate

Manual: Click the New button to open a form dispatch (shown below), and then click the Send to Mobile radio button. The dispatcher can populate the form and has the option to Save the form or Send the form. If sending the form, the dispatcher has the option to send the form immediately or to schedule when the form is sent to the mobile user.

Send Form

The dispatcher can select which mobile user to send the form to by either selecting the Mobile ID or by selecting the Mobile User.

Importing Jobs into Dispatch: Customers have many options with doForms for dispatching jobs to users. One of these option is to import job data into doForms using the import option in the dispatch portal.

Upon selecting a file to import, the user will be presented with the import wizard screen.
The first step determines who to send each job to. There are three options:

From the file: If your file contains a column that contains either the users Mobile ID or the Users Nickname, you can point to that column telling the import wizard to automatically dispatch the job in that row to the that specific user.

Import1

From the list of users in the system: If all the jobs in the file are to be dispatched to the same user, the system will let you select a user from your licensed user pool.

Import2

Imported but not assigned: In this case the import wizard will create the jobs but not dispatch them. They will be given a status of pending and the dispatcher will then edit each record after the fact to assign a user.



Import3

The second step allows a user to import jobs based on the type of job. If all of the information for your job is contained in one row, then doForms will create a new dispatch for each row in your import file.

Certain jobs can contain tasks. Tasks such as items to be delivered or services to be performed can be facilitated by creating a file that has a row for each task.

Import4

In the example above 2 Jobs would be created. One for Stop 1 and one for Stop 2. As long as the last three fields are mapped to fields in your form that are contained in a single table, the import wizard will create the Job and load the table for Stop 1 with two rows of data based on the last three columns of data in your imported file. Simply tell the import wizard which field to use to determine when a new job starts. In this case each time the Stop # changes a new job is created.

Import5

The last step in the process allows you to map the fields in your import file into the fields in your form. If the column names in your file are the same as the data names in your form then doForms will automatically map the fields correctly for you. If they are different, then simply open the field mapper and tell the import wizard which fields in your file map to which fields in your form.

Import6

Once you are done, simply hit the import button. Even if you assigned a user you can still choose to import only. This will place the Jobs in pending status even though they are assigned. This will require a dispatcher to request when each job is sent to the user.

Integrate: doForms provide two methods for integrating doForms with existing systems. Web Services are available for most dispatch functions and operate bi-directionally so that a programmer can send dispatch records to doForms while also receiving status updates and completed records.
doForms offers an Integration option(for a fee) that makes integration less cumbersome and requires no programming. Just some basic configuration is all that is required in many cases. To learn more about our customizable Integration package, call us to speak with one of our representatives.

Creating a New Dispatch - Email

Dispatch to Email allows a user to pre-populate a form with data and then send it to anyone in the world with an email address. Dispatch to Email is great for sending form-based invoices, quotes, proposals, etc. to people who don't have a doForms account or mobile license. In addition, Dispatch to Email provides real-time notification when a form is emailed, opened, or completed by the recipient. When using Dispatch to Email, you may choose to send the email immediately or according to a set schedule. Note that, if you don't want mobile users to have access to Dispatch to Email, you must modify their user permissions on the Manage Mobile Users screen.

Pre-populating the selected form

Click the New button to open a form dispatch (shown below). Refer to the numbered highlights in the image shown below for information on pre-populating the selected form:

  1. Click the Send to: Email radio button.

  2. Enter the email of the person you want to send the form to. Note that you may only enter one email address. For information on using the address book, see Using the Dispatch to Email address book, below.

  3. For information on entering the email's subject and body text, as well as other settings, see Modifying Dispatch to Email settings, below.

  4. Enter data into the form. In the sample shown below, the user has entered Jonathan Doe's name, contact information, driver's license information, etc.

dispatch email

Using the Dispatch to Email address book

The Dispatch to Email address book allows you to search for and select an email to use for the Dispatch to Email. The address book also allows you to add, edit, and delete email addresses.

To open the Dispatch to Email address book and select an email:

  1. Click the address book icon to open the Address book (highlighted in red, below). By default, all email addresses will appear.

  2. Click an email and then click Select.

dispatch email

To search for and select an email in the Dispatch to Email address book:

  1. Enter a text string to search for within the existing email addresses. In the example, right, the user is searching for all emails containing the string 'ar'.

  2. Click the Search button. In the example below, the search has resulted in five email addresses, each containing the string 'ar'.

  3. Click an email address.

  4. Click the Select button.

dispatch email

To add an email to the Dispatch to Email address book:

  1. Click the Add button to open the Add email address window.

  2. Enter an email address in the Email field.

  3. Click the Save button.

dispatch email

To edit an email address in the Dispatch to Email address book:

  1. Click the drop-down arrow for the email address you wish to edit.

  2. Click the Edit button to open the Edit email address window.

  3. Modify the email address.

  4. Click the Save button.

dispatch email

To delete an email address from the Dispatch to Email address book:

  1. Click the drop-down arrow for the email address you wish to edit.

  2. Click the Edit button to open the Edit email address window.

  3. Modify the email address.

  4. Click the Save button.

dispatch email

Modifying Dispatch to Email settings

You can modify the default email options in the Dispatch to Email settings window, described below. Note that these settings are specific to each published form.

To modify Dispatch to Email settings for a specific form, refer to the numbered highlights in the image shown below. Note that the bottom diagram -- a sample email containing the form link -- shows how each Dispatch to Email setting corresponds to its header and message fields.

  1. Click the Settings icon to open the Dispatch to email settings dialog box.

  2. Enter text in the Set email alias field. When the recipient receives the email from you, your email address will appear in the From field as: nnnnn [do-not-reply@mydoforms.com], where nnnnn is the text you entered.

    Example: U-Drive Car Rental [do-not-reply@mydoforms.com]

  3. Select an Email subject. When the recipient receives the email from you, the email's Subject will appear as one of the following:

    • Used form name: Select this option to use the doForms name of the form as the Subject.

    • Used record name: Select this option to use fields from within the form to describe the Subject (e.g., CustName, CustAddress, JobDate, etc.).

    • Default: Enter text to have it appear by default as the Subject, each time this form is sent via Dispatch to Email.

    • Custom: Select this option to enable the sender to enter a custom Subject, each time this form is sent via Dispatch to Email.

  4. Select an Email message option:

    • Default: Enter text to have it appear by default as the Email message, each time this form is sent via Dispatch to Email. Note that you may use HTML tags in order to break lines, boldface or italicize content, etc.

    • Custom: Select this option to enable the sender to enter a custom Email message, each time this form is sent via Dispatch to Email.

  5. Select how you want to link to the form within the email:

    • Link: Embeds a URL into the email.

    • Icon: Embeds an Open icon into the email.

    • Icon and link: Embeds an Open icon and a URL into the email.

    • Click here button: Embeds a Click here button into the email.

    • Click here button and link: Embeds a Click here button and a URL into the email.

  6. Select Other settings that will appear at the bottom of the email.

  7. Click the Save button to save all changes.

dispatch email

Using Data Names in your custom body message or email subjects

Users can use data names from existing fields in their form to populate their custom body messages. For example, if a user wanted to have the message include the customers name they could use this sentence as an example: Thank You {Customer_Name} for the order (in this example {Customer_Name} is a field in the form where the user would type the customers name). Now everytime a new name is entred the body message data name will be replaced with the valuer entered in the form.

Users can also use data names in their email subjects. Just like with the body message, when in the report settings for an email field and also using the "Custom" option for the email subject, users can create custom strings or sentences using the forms data names. For example, a user could want to identify each email by customer name and by invoice number by adding the data names {Customer_Name} - {Invoice Number} to their custom email subject. In this example the values entered in the form form for customerer name and invoice number would be shown on the email subject when the email was recieved.

Sending the email

After you have pre-populated the form with data, entered the recipient's email address, and entered any other email settings, you may either:

  1. Click the Send button (highlighted in red, below) to send the email immediately. Once you click the Send button, the email is sent and you will see a confirmation message.

    dispatch email

  2. Click the Schedule button (highlighted in green, above) to send the email according to a set schedule. After clicking the Schedule button, the Schedule Job window will open (see image, below). Refer to the lettered highlights in the image shown below.

    A. Click in the Job Date field to open the calendar. Browse to the desired date and click it.

    B. Select an hour, minutes, and AM/PM.

    C. Click Schedule. You will see a confirmation message.

    dispatch email

What the form recipient sees after clicking the form link

After the email is sent, the recipient receives an email containing a link to the form. The recipient clicks the link to open the form in a browser.

If the form opens in a browser in a small mobile device (e.g., smartphone, iPad mini, etc.), the form will automatically open in Full Screen mode, as follows:

dispatch email

If the form opens in a desktop/laptop browser, or in a large mobile device (e.g., tablet) browser, the form will automatically open in Form mode (shown in image, below).

No matter which mode the form opens in, the recipient can toggle modes using the Full Screen/Form Mode button (highlighted in red, below).

The recipient can modify any field in the form. When they are finished entering data, they must click/tap the Submit button (highlighted in green, below) to submit the completed form back to the dispatcher.

To print the form, the recipient may click/tap the Print button (highlighted in pink, below), and then follow any on-screen printing instructions.

dispatch email

Checking the status of a sent email, and opening a returned form

DoForms posts each sent email into the Dispatch screen, allowing you to keep track of emails that have been sent. The Dispatch screen also shows the statuses of sent emails, letting you know which forms have been opened or completed by the recipients. Finally, the Dispatch screen allows you to open returned forms.

To check the status of a sent email (refer to the numbered highlights in the image below):

  1. Launch the doForms portal and click Dispatch.

  2. Select a Project and a Form.

  3. The Status column shows the status of each form that has been sent via Dispatch to Email. In the example below, one form has been Emailed, one form has been Completed, and one form has been Opened.

dispatch email

To open a returned form (refer to the numbered highlights in the image below):

  1. Click the drop-down arrow for the form you wish to open.

  2. Click Edit to open the form.

dispatch email

Status Indicators

The following status indicators are available for each dispatch record:

Pending – The dispatch record has not been sent to the mobile device.

Scheduled – The dispatch record has been scheduled for sending.

Sent – The dispatch record has been sent to the mobile device.

Received – The dispatch record has been received by the mobile device.

Viewed – The dispatch record has been viewed by the mobile user.

Rejected – The dispatch record has been rejected by the mobile user.

Completed – The dispatch record has been completed by the mobile user and has been sent successfully and received by the system.

Note: You can change the colors of the various status indicators in the Settings option by selecting the status colors option.

Form Builders can insert action buttons into forms that will change the status based on custom text selected by the form builder. If the mobile user clicks on an action button configured to send a status to Dispatch, the status text of the record in the portal will reflect the Mobile user’s status. This feature can be used to set a status of Arrived or Made Safe right from within the form.

Settings

Display Settings – Whether using the View button or the View Record Name button, your data is displayed in columns. These settings allow you to remove columns, define how columns are named and even how certain data is presented if it is part of a container such as a Grid or Table. Status Colors – Allows you to change the colors of the standard status indicators. Report Settings – Controls the formatting of PDF and Excel reports. These settings are different from the setting assigned to email functions embedded in a form. Those settings will control the format of emails reports sent based on the automated reporting system which sends reports at the time the form is submitted. These setting will take affect when a web user views or prints a form on demand from the portal.

Data Menu

Show data filter – Data on your screen can be sorted by clicking on the column header and can be filtered by either selecting this option or by clicking on the Filter button.

Data Filter

Simply set the filter criteria and click on the apply button. Use the clear button to clear the filter criteria.

Delete all selected – Deletes all selected (checked) records.

PDF Report all selected – Generates a PDF report for each record that was selected.

Bulk Dispatch – Bulk dispatch allows a dispatcher to send multiple forms to a single person at one time based common elements in each form. Example, the company uses five different forms but each form has certain fields that are common and need to be filled out by the dispatcher prior to sending the forms to the mobile user. This feature allows a dispatcher to pick multiple forms, it then identifies the common fields and allows the dispatcher to enter data once. All forms are then sent to the mobile user containing the same prefilled out data.

Schedule All Pending – Schedules all records that have a Pending status to be sent at a future time.

Send All Pending – Immediately sends all records that have a Pending status.

View Menu

List View – Data is presented by row.
Tracking Map – doForms offers two methods for plotting information on a map. For user that configure mobile devices to send tracking data the tracking map will plot stops and moving arrows on the map. In addition, if a form contains a GPS location stamp then doForms is able to plot on the map the location associated with this form. Tracking and form mapping are described in greater detail in the Tracking section of this document.

Row Menu

Row Menu

Each data row in Dispatch contains a row menu accessed by clicking on the down arrow on the left side of each row.
Send – If a record is in pending status you can use send to send the record immediately. You can also resend a record to the same user.
Schedule – If a record is in pending status you can use schedule to send the record on a specific date and time. You can also resend a record to the same user on a specific date and time.
Add – Select add to fill out and dispatch a form in form mode.
Edit – Allows a dispatcher with edit rights to edit the form. Your form will appear in form mode and you will have the ability to edit data, save those changes, resend the form or schedule the form to be resent and you can email/print the form based on your report settings.

Toolbar edit

Copy – Select copy if you would like to use an existing form as the basis for your dispatch form.
Delete – Deletes the data row. A message will be displayed asking you to confirm the delete. Click the Ok button to permanently delete the row of data from your doForms website (Dispatch tab and View Data tab). Otherwise, press Cancel.
PDF Report – Produces a PDF report based on your report settings.
Excel Report – Produces an Excel report based on your report settings.
Note: Add, Edit and Delete functions are only available to users with Edit, Manage or Admin privileges.

Other

Auto-refresh – By checking Auto-refresh your screen will be updated as completed records are received and as status changes happen.

Auto Refresh

Page Navigation – Use the navigation bar below to navigate between pages and to determine how many records to display on a single page.

Page Navigation

Tracking

The map will either display the last known location for active mobile devices for the current day or you may select a specific mobile user and view all tracks submitted for a particular day.

Tracking

Menu Buttons – Return to list view, export tracking data or print tracking data.

Map View Options – Show map with tracks only, forms only or both at once. This feature allows users to plot their forms submissions on a map view to see where each form was filled out as well as what information was collected at that locaiton. *NOTE*- a GPS location field is required in your form to view the form on a map view.

Filters – Look at stops in a certain city or state or view tracks over a specified speed or with a specified status.

Report – Click on any row and the map will set focus to that row. Only stops are coded with street addresses.

Settings – Tracking settings can be set on each device or remotely. To set settings remotely use the Manage Account Settings option and then click on Mobile device settings.

Tracking Settings

You are able to set up the system so that you can restrict tracking of mobile devices to working time only so that individuals are not tracked on personal time.