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TECHNOSOFT, INC. Inquest Version 5

Training Manual

I N Q U E S T V E R S I O N 5

Training Manual

TECHNOSOFT, INC. 71 WENDY LN • SOUTH KINGSTOWN, RI 02879

401.284.2959 • www.technosoftinc.com

© 2002-2008 Technosoft, Inc. All rights reserved.

Table of ContentsChapter 1 – Getting Started Service Records – Single Customer 24

Sample Database 1 Service Records – Multiple Customers 25

User Interface 1

File Menu 1 Chapter 4 – Understanding the Service Schedule

Tabbed Window Forms 2

List Windows 2 Service Schedule 27

Tree Views 3 Service Schedule – Customer by Next Service Date 28

Error Processing 3 Service Schedule – Service Due Report 29

Service Schedule – Work Order Generate 30 Customizing Group Names 4

Work Order Generate Updates the Service Schedule 31 Setting the Group Names 4

Chapter 5 – Work Orders Chapter 2 – Adding and Opening Records

Generate Work Orders Options 32 New Employee / Technician 5

Combine services on one work order 33 New Customer / Service Location 6

New Billing Address 7 Extinguishers due with Suppression System33

Mark to be printed 33 Setting the ‘Bill to Address’ for a Customer8

Set work order start date 33 Open Service Location 8

Customer by Name 8 Skip with balance due 33

Request a Work Order Manually 34 Customer by Next Service Date 9

Open an Existing Work Order 35 Customer Search 10

Technicians and Additional Information 36

Completing a Work Order 37 Chapter 3 – Service Information

Complete the Work Order 38

Updated Service Location 39 Service Schedule 12 Fire Extinguishers 14 Chapter 6 – Work Order Assignment

Emergency and Exit Lights 19

Automatic Sprinkler System 21 Assignment Window Overview 40

Fire Alarm 22 Open the Assignment Window 40

Printing the Service Records Report 24

I N Q U E S T – T R A I N I N G M A N U A L

Display Options 41

“Sort By” Option 41

“Filter On” Option 41

“HotSync Work Orders” Option 42

Drag and Drop Assignment 43

Open a Work Order 44

Key Concepts 45

Assignment – Start Date 45

Assignment - Technician 46

Service Projections 47

Projection Dates 48

Routing with Mapping Software 49

Chapter 7 – Windows Mobile Handheld

Install the Windows Mobile Application 50

Install Remote Server 51

Configuration Database 51

Windows Mobile Handheld Application 52

Add Work Order 52

Missed Equipment Warning 62

Open an Existing Work Order 63

Delete Record 69

Chapter 8 – Palm OS Handheld

Install Palm OS Application 70

Install HotSync Conduit 71

Configuration Database 72

Technician Handheld Assignment 73

Services Available on Handheld 74

Palm Handheld Application 75

Add Work Order 75

Missed Equipment Warning 80

Limiting the Work Order List 80

Open an Existing Work Order 81

Delete Record 85

Chapter 9 – Customizing Inquest

Adding a Service Type 86

New Equipment Types 87

Inspection Forms 89

Sales Survey 90

More Customization 91

Chapter 10 – Additional Inquest Programs

Inquest – Import Utility 92

Spreadsheet Format 93

Inquest – Move Utility 94

Easy Data 95

Easy Data Buttons 97

Chapter

1 I N Q U E S T – T R A I N I N G M A N U A L

Getting Started Chapter 1 will familiarize you with the Inquest user interface and the basics of adding and opening records.

n order to use this training manual you must first install Inquest on your computer. Installation instructions are located in chapter 1 of the Inquest v5 User’s Guide.

Inquest comes with a sample database to help you get the most from this training manual. Throughout this manual are specific exercises for you to perform. Since each exercise builds upon the previous, perform these exercises exactly as stated in the order they are given. These exercises are annotated by the symbol.

I Sample Database To access the sample database do the following:

Open the Inquest software application

When prompted by the dialog box titled “Open Company Data Source”, click the button labeled “Open sample database”.

User Interface Inquest has an easy to use and consistent user interface, which allows you to get up and running quickly.

File Menu The “File” menu is the starting point for most of the actions in Inquest.

• “New” and “Open”: are used to add new and update existing records in your company database.

• “Reports”: is used to select any of the available reports produced by Inquest for print or preview.

1

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When a field in error is given keyboard focus the associated error message will appear in the status bar of the program main window.

Customizing Group Names Inquest can be customized on how you refer to the main data records “Customers” and “Billing Addresses”.

A “Customer” refers to the actual location where the fire and life safety equipment to be serviced is located. A “Billing Address” is used when the billing address is different from the service location address.

Setting the Group Names

Figure 4 Group Names

From the “Customize” menu select “Options”.

Select the “Group Names” tab.

Change the default group names from their current values by either selecting an item in the dropdown list or typing a new description in the field.

Throughout the Inquest documentation the groups will be referred to as their default values of “Billing Address” and “Customer”.

4

Chapter


Adding and Opening Records This chapter will show how to add and open different records within Inquest.

nquest has three core record types. These record types are “Billing Address”, “Customer”, and “Employee”. In this chapter we will examine the purpose of these record types, how to add them to the database, and opening existing records.

New Employee / Technician

I The first exercise is adding an employee record. An employee record is required to assign and download work orders to a handheld device.

Add a new employee by doing the following:

From the “File” menu select “New”.

In the displayed window select “Employee” and click OK.

Enter employee name “Andrew Jameson”, address and phone number in the displayed form.

Save your changes by clicking the button on the toolbar.

Repeat the above and enter employee name “Brett Williams”.

5

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Setting the ‘Bill to Address’ for a Customer After adding the billing address we can associate it with one or more customer locations.

Open a customer location for the bill to address.

Select the “Billing Address” tab

Click the “Select” button

A tabbed form is displayed. Click the tab with the letter the billing address name field starts with.

Select the appropriate billing address from the list.

Click the OK button.

Save the changes by clicking the button on the toolbar.

Open Service Location There are several options to open an existing service location that has been saved to the Inquest database. Here are two common easy to use methods. Customer by Name

From the file menu click the “Open” option.

Select the “Customer by Name” option and click “OK”.

You will be presented with a tabbed window of customers in alphabetical order.

Clicking each tab will list those customers whose name begins with the

corresponding letter.

Find the customer you just entered above by clicking the “M” tab and scroll through the list. You can scroll to a specific name by

a. Highlight the first name in the list by selecting it. b. Begin typing the name you want to find. c. Inquest will scroll to the area of the list that matches the name you

typed.

Open the customer information by double-clicking on the customer or selecting the customer and clicking the “Edit” button.

8

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After click “Search”, you are automatically taken to the “Results” tab and a list of customers assigned to “Andrew Jameson” is displayed. You can now select and open the customer you are looking for.

Figure 9 Customer Search

Note: a second search can be conducted by simply clicking the “Criteria” tab, enter your new search criteria, and clicking the “Search” button. There is no need to close the window and reopen it.

Tip: When searching on customer name or address a wildcard character can be used. The wildcard character is the % sign.

For example to search on all accounts on Main Street:

Select “Street Address” in the first dropdown list.

Enter %Main% in the edit field.

Click the “Search” button.

11

Chapter


Service Information This chapter will show how to add the fire and life safety equipment details to a service location

nquest has 5 default service types: Fire Extinguishers, Fire Suppression Systems, Emergency and Exit Lights, Automatic Sprinkler System, Fire Alarm., Hood Cleaning, and Fire Escapes. You may also add your own service types. Adding

service types will be covered in the chapter “Customizing Inquest”. I Each Service comes with default values for certain fields such as Type, Test and Inspection frequencies and Size. You can enter your own values for these fields as well. Once you enter your own value the value will be available for other service items and customers.

Service Schedule A service schedule is required to add the detailed service information to an account. Details on what the schedules dates are used for and how the service schedule works is found in the next chapter “Understanding the Service Schedule”

To add a service schedule, open a customer account.

Select the “Service Schedule” tab and then click the “Add” button.

In the displayed form select the schedule name “Fire Extinguishers” as a description of the schedule. Note: All previously used names are listed in the drop down list. You may also enter a name of your choice and it will be added and available for any customer account.

Click the “Active” checkbox to enable the remaining fields.

Select the technician “Andrew Jameson”.

12

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The service schedule and how its information is used by Inquest will be covered in detail in the chapter “Understanding the Service Schedule.”


Fire Extinguishers A record is kept of each fire extinguishers location, size, type, its last test and inspection dates and other details. Most fields are optional and you can track as much information as you require. The Fire Extinguisher service is also used for fire hose and cylinder/cartridge hydrostatic test dates. In this chapter you will be adding fire equipment details to the customer you created in the previous chapter.

To add Fire Extinguishers for a given customer first open the service location to be modified.

Instructions for opening a service location were covered in chapter 2. Perform the following instructions after opening the customer:

Click on the “Service Items” tab. This window shows the services associated with this account.

In the previous section we added the Fire Extinguisher service by adding the service to a service schedule; therefore, “Fire Extinguishers” is listed.

Select the service “Fire Extinguishers” and click the “Edit” button. The displayed window shows the options available for the fire extinguisher service type. The “Service” tab shows the last service date and an option “Quantity” and “Description” field. The “Quantity” and “Description” are used to print on a work order in the absence of a detailed extinguisher list. The “Remarks” tab shows a free format field to keep any notes for the fire extinguisher service. To add a fire extinguisher:

Click on the “Fire Extinguishers” tab to display the list of extinguishers.

Click the “Add” button to add an extinguisher. As you can see from the form, the fire extinguisher service area is used to track fire extinguishers, fire hoses, and cylinders for wheeled units. By changing the equipment type, the test and inspections change to correspond to the selected equipment.

14


Enter information for a 5 lb. ABC fire extinguisher:

The number “1” should already be listed in the “Number” field. This number is incremented as fire extinguishers are added.

Enter “Front Entrance” in the “Location” field.

In the “Size” field, scroll down to the number “5” or type “5” in the field.

In the “Type” field, select “ABC” from the list.

Enter a “Mfg.” date of 2008 (if there is no hydrostatic test date entered for

an extinguisher the manufacture date will be used in the calculation of the next hydrostatic test date).

Select “Amerex” from the “Mfg” list. A manufacture name can be typed

into the field and the information will be retained in the drop down list for future use.

Enter “0000012345” in the “S/N” field for the serial number of the

extinguisher.

The “Bar Code” field will get added in the field by scanning a bar code using a handheld computer. Information on using the handheld is covered in Inquest manual for handheld devices.

Any comments may be entered in the “Remarks” field.

15

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Select the schedule name “Fire Suppression Systems”.

Click the “Active” checkbox to activate the schedule.

Select “Andrew Jameson” as the “Technician”

Set the frequency to “6” “Months”

Check “Fire Suppression Systems” in the “Services” list box.

Enter the last service date in the “Last Date” field. For this example enter the month and year 6 months prior to today.

Notice that the “Next Service” and “Next Order” dates are calculated

based upon the last service date and frequency entered.

Click the “OK” button. Now that the service has been placed on a service schedule, the service details can be added.

Click on the “Service Items” tab.

Select the “Fire Suppression Systems” service and click the “Edit” button. For an existing account a list of fire suppression systems will be displayed in this window. To add an item to the list, click the “Add” button. The displayed form shows the details for a fire suppression system.

The installation date is the date the system was installed. Enter “3/2006” in the “Install Date” field. This is an optional field.

Enter “Kitchen” for location.

In the “Type” field select “Wet Chemical Extinguishing System”.

Inquest has 4 default system types. More types may be added with the customization feature covered in the chapter “Customizing Inquest”.

Select “Ansul” for the “Mfg.” field.

Select “R-102-3G” for the model.

Enter “0000098765” in the “S/N” field.

17

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In the displayed window, select the “Fuse Links 360” description.

Enter the number of links in the system.

The “Part No.” field is optional.

Click the “OK” button.

The “Appliance” tab is used to list the appliances being protected for a kitchen system. “User Defined Fields” are used to record any other required information that you customize Inquest to track for fire suppression systems. The “Remarks” area can keep any notes about the suppression system that need to be recorded.

After the suppression system details are entered close the service details form by clicking “OK” button.

Click “OK” to close the Fire Suppression Systems list window.


Emergency and Exit Lights To add emergency and exit lights to the service location you must first add the service to a service schedule on the account. In this example we will add the service to an existing service schedule to indicate that the lights will be serviced at the same time the fire extinguishers are serviced.

Click on the “Service Schedule” tab.

Select the “Fire Extinguishers” schedule in the list window.

Click the “Edit” button.

Check the service “Emergency and Exit Lights”.

Click the “OK” button. Once the service is placed on a service schedule, the service details can be added.


19

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The “Sprinklers” tab can track the quantity, type, and last sample test date for the sprinkler heads installed. You will also find the same “User Defined Fields” and “Remarks” tabs that are available on all service types.

After the sprinkler system details are entered close the service details form by clicking “OK”.

Close the sprinkler list by clicking “OK”.


Fire Alarm To add a fire alarm to the service location you must first add the service to a service schedule on the account. Add a service schedule for “Fire Alarm” using the same technician, a frequency of 1 month and a last service date of yesterday. Once the service is placed on a service schedule, the service details can be added.


Select the “Fire Alarm” service and click the “Edit” button.

Detailed information for the fire alarm will be displayed. This screen records the location, manufacture, and model for the alarm. Enter “12/2000” for the “Install Date”.

Enter “Kitchen” for the “Location”.

Select “Kiddie“ for the “Mfg.”.

Enter “MPS1” for the “Model”.

Enter a “Last Service Date” of yesterday’s date.

Enter “000002468” as the “S/N”.

22

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A L

23

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Figure 16 Initiating D

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A L

24

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A L

25

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Chapter


Understanding the Service Schedule Key Service Schedule Concepts

A service can only exist on 1 service schedule

Set the frequency to how often you perform maintenance/inspections for a particular service

“Next Service” date determines the “Service Due” report

“Next Order” date determines when a work order will be created

26

S

F

T

I N Q U E S T

Service Schedu

Figure 18 Service Sch

To modify an

Open

Selec

Selecnew

– T R A I N I

ule

hedule

n accounts ser

n the account

ct the “Service

ct a service scservice sched

I N G M A N U

rvice schedule

t to modify.

e Schedule” ta

chedule to mdule.

U A L

27

e, do the follo

ab.

odify and clic

owing:

ck “Edit”, orr click the “AAdd” button

to add a

S

F

T

I N Q U E S T

Service Schedu

Figure 19 Customer

To open the

From

Selec

– T R A I N I

ule – Customer

by Next Service Da

Customer by

m the “File” m

ct the “Custom

I N G M A N U

by Next Servic

ate

y Next Service

menu select “O

mer by Next S

U A L

28

ce Date

e Date:

Open” menu

Service Date”

option.

” option and cclick “OK”.

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F

P

Tt T

t

I N Q U E S T

Service Schedu

Figure 20 Service Du

Printing the

From In th

The report ctechnician.

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m the “File” mhe displayed w

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I N G M A N U

ue Report

Report:

menu, select window selec

d by the posta

mation is the

e schedules oservice type, o

enter the new” button to

U A L

29

the “Reportct “Service D

al or route co

month to pri

nly, includingor route cod

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t” option. Due” and clic

ode, and can

int the repor

g past due ace.

om the currereport.

ck “OK”.

also be grou

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nt month an

uped by servi

limiting the

nd year (mm/

ce

report

/yyyy).

S

F

T

I N Q U E S T

Service Schedu

Figure 21 Work Ord

To create all

From

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Click

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ule – Work Orde

der Generate

work orders

m the “Handh

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k the “Start”

I N G M A N U

er Generate

s for a month

helds” menu

Orders” sub

and year to

tions. covered in d

button to cre

U A L

30

h:

u, select the “

bmenu, select

create work o

detail later in

eate the work

“Work Order

t the “Gener

orders for.

this manual

k orders.

rs” submenu

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in the chapte

.

option.

er “Work Or

rders”)

I N Q U E S T – T R A I N II N G M A N UU A L

WWork Order Ge

F

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Figure 22 Auto Upd

The work orBy having bo

• Duplagain

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date of Next Order D

rder generateoth a “Next O

licate work on. “Service Due

ated by compou have a more the outsta

s the Service Schedule

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process willOrder” and “

orders will no

e” report wilpleting the wonthly accounnding work o

31

l update the ““Next Servic

ot be created

ll still list all aork order. nt, you can crorder is com

“Next Orderce” date:

for the same

accounts due

reate the wormpleted.

r” date on the

e month if th

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rk orders for

e service sch

he process is

Next Service”

r the next mo

hedule.

started

” date is

onth

I

WTsh

G

F

I

N Q U E S T

Work OThis chapter takshow how to comp

n the chawork ordthe work

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Figure 23 Work Orde

I

– T R A I N I

Orderkes a comprehensmplete work orde

apter “Underders for a give

order genera

te Work

er Generate Options

N G M A N U

rs sive look at how ers once a job is co

rstanding theen month. Wate process.

Orders

s

A L

32

wwork orders arecomplete.

Service ScheWe will now

Options

re created and

edule” we sawcover the op

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w how to geptional setting

Chap

5

nerate g for

pter

5


Combine services on one work order The default behavior of the work order generate process is to create a work order for each service schedule that is due. By checking the “Combine services on one work order” option, you are directing Inquest to put all services schedules due for onto one work order for a particular services location.

The “Exceptions” button will allow you to specify a particular service as being due to be placed on its own work order regardless of any other services due at the same time. An example of this would be an account that has fire extinguishers, suppression system, and hood cleaning due this month. If you want the fire extinguishers and suppression systems placed on the same work order and the hood cleaning on a separate work order; you would set the combine services option and an exception for the hood cleaning service.

Extinguishers due with Suppression System This option is not used by very many users of the Inquest software product. The purpose of this option is to have fire extinguishers that are due annually always fall on one of the suppression system semi-annual service dates.

If an account is due for fire extinguisher service and has a suppression system that is not currently due, Inquest will determine if the suppression system will be due within the next few months. If the suppression system will be due within the next few months, the fire extinguisher service will be delayed until the suppression system is due.

Mark to be printed Setting the “Mark to be printed” option will set a flag that can be used to print the entire batch of work orders for a given month. This feature is not common when using handheld devices for work orders.

Set work order start date This option is used to easily download an entire months worth of work orders to a handheld device. For this option to work properly you must have a technician name on each service schedule. When the work orders are created they will be assigned to the technician on the service schedule and given a start date as entered. This will allow the work orders to be downloaded to the handheld devices without doing the work order assignment step.

Skip with balance due This option is only available when using the QuickBooks connectivity feature of Inquest. Setting this option will skip the work order creation process for accounts that owe money from previous jobs. You can set the criteria for any balance or an aged balance due. If any accounts are skipped from the work order generate process, you will be notified and a report on those accounts will be produced. Note: using this option can add significant processing time to the work order creation process.

33

I

RT

F

N Q U E S T

RequestThis exercise w

Open

Click

Click

Figure 24 New Work

Select

Note:schedwork

– T R A I N I

t a Workwill show how

n the custome

on the “Wor

the “Add” b

k Order

t the work or

: “Scheduleddule and all eq

order will no

N G M A N U

k Order Mw to manually

er account n

rk Orders” t

button.

rder type “Sc

d Maintenancquipment tesot update the

A L

34

Manuallyy create a wor

amed “Merc

ab.

cheduled Mai

ce” work ordest dates whene service sche

y rk order for a

y Hospital”.

intenance”.

ers will updan completed.edule or equi

specific acco

ate the service. “Service Caipment test d

ount:

e all” dates.

I

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YI

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Af

N Q U E S T

The “immesynch

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down

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Click

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Figure 25 Work Orde

You can openIn the next sec

Open anIn this exercis

From

Select

A work orderfollowing:

o Worko Worko Comp

– T R A I N I

“Technician”ediately assignhronization.

k the type of

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be printed” is

ance Due” is dicator if the

Number” is

“OK”.

newly created

ers tab.

n a work ordection we will

n Existine we open a w

m the “File” m

t “Work Ord

r search wind

k Order Numk Order Datepany informa

N G M A N U

” and “Start Dn the work o

f service to b

d is optional ae handheld d

s optional an

only availabl customer ha

optional and

d work order

er by selectingopen a work

ng Work work order us

menu click th

der” and click

dow will appe

mber es: Order datation, name,

A L

35

Date” are oporder and hav

e performed

and will prindevice.

nd will set the

le with the Qas an outstan

d will carry fo

r will appear i

g the work ordorder by doin

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ear. A search

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connectivity. nt or not.

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ing the “Edit”der search.

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e

rder.

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” tab.

” button.

the

I

Oo

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Ath

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TTn

N Q U E S T

Other criteriaorder status.

Figure 26 Work Ord

Click

A results list ihe work orde

Figure 27 Available W

TechnicThis exercise notes to appea

Select

Click

– T R A I N I

a that can be

der Search

the “Search”

is displayed ser you are lo

Work Orders

cians andwill give an oar on the pap

t the work or

the “Techni

N G M A N U

entered inclu

” button with

showing all woking for.

d Additiooverview of aer work order

rder for “Me

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A L

36

ude assigned

h no search c

work orders w

onal Infoassigning a wr.

ercy Hospital

d technician, r

criteria entere

where you ca

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route, and w

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n d typing in ad

he “Edit” bu

work

open

dditional

utton.

I

Tth

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N Q U E S T

The “Techniche service wo

Add a

Select

Figure 28 Technician

Notic

Click “Assi

The “Notes” appear on thehe handheld

CompletIn this exercinvoicing por“Accounting

Select

To see what i

Click Click

list wi

Figure 29 Service Det

– T R A I N I

cians” tab wiork.

a technician b

t the technici

list window

ce the technic

the “Work Ogned”.

tab records e work orderdevice.

ting a Wse we will cortion of InquProgram Int

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the “Serviceon the “ ” ill expand to

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ian “Andrew

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Order” tab. N

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ates will be u

e Details” tabto the left ofshow all the

A L

37

hnicians that

he “Add” bu

w Jameson” a

ow appears in

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notes for the or on the “A

der rk order. Th

ng will be cov

ercy Hospital

updated for a

b. f the “Fire E

e fire extingui

t have been a

utton.

nd click “OK

n the list.

work order st

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his example wvered in deta

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particular fir

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assigned to co

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tatus is now

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re extinguish

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omplete

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her:

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F

C

N Q U E S T

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An item calle

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You will see aInquest projeextinguisher. actually compwill be autom

Figure 30 Action Com

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on the “ ”

d “Tests/Ins

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an Action Coected the serv These actio

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ompleted listvice requiredns may be chn completionated accordin

on Complete

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e work order mplete Worknt date will b

message will dutton.

A L

38

f fire extingu

ervices” will a

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t box that has based upon hanged basedn of the workng to the indi

ed” from “An

was complek Order” bute used.

display before

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ormed.

field ot

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I

F

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N Q U E S T

Figure 31 Complete W

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Figure 32Completed W

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updat Click

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– T R A I N I

Work Oder Confirm

ate” will conte”.

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the “Previewu and selectinrt section to p

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n the customethe “Service

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with the woringuisher detopriate servic

A L

39

service date a

view the woort” option wservice histor

ion information

r the work orab. Notice t

date was calcu The last serrk order endtails to see hoce dates as in

and the “Stat

ork order. Clwill allow you ry reports for

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Chapter

6

Work Order Assignment This chapter will show how to quickly assign work orders to a technician.

n the previous chapter we saw how to assign a work order by editing the work order itself. Here we will see how to quickly assign work orders without opening and editing each one.

Assignment Window Overview

IOpen the Assignment Window

From the “Handhelds” menu select “Work Orders and click on “Assignment”.

The assignment window is divided into three sections.

• The right-hand section shows the current technician. • The middle section lists the work orders assigned to the current technician. • The left section lists the open work orders that can be assigned.

The current technician can be changed by selecting a different technician from the drop down list. The calendar is used to show what the work order “Start Date” will be when a work order is assigned. The “Show All Work Orders” checkbox will allow the middle section to list all work orders that have been assigned regardless of the start date. If it is unchecked only the work orders with a start date that correspond to the date selected in the calendar will be displayed. The “Services Available on Handheld” is used to specify which service types a technician performs and will appear on his handheld. This only applies to Palm handheld devices. Windows Mobile devices will have all service types available.

40

I

F

N

DBdo

“T “Tad

N Q U E S T

Figure 33 Work Orde

Notice the pic

o “Schecard.

o “Servi

Display OBy right moudisplayed thatorders section

Right Click

“Sort By” OptionThe available

“Filter On” OptioThe filter on available wordate, the assig

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er Assignment

ctures next to

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Optionsuse clicking int will allow yn.

t click in the on “Options

n work orders

on options will k orders list. gned technici

N G M A N U

the company

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k orders are d

s n the availablyou to change

“Available Ws”.

s can be sorte

allow you to You can limian, and/or t

A L

41

y names for th

k orders are d

denoted by th

le work ordere the display

Work Orders”

ed by Name,

o limit the womit the work the type of se

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denoted by th

he telephone p

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” area.

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ork orders disorders based

ervice the wo

work orders:

he picture of t

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e, or Postal C

splayed in thd upon the stork order is f

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T

F

N Q U E S T

The defaults field and “All

“HotSync Work The number echnicians hoday is Monechnician’s h

Select

Figure 34 Work Orde

The available

Figure 35 Work Orde

– T R A I N I

to display alll” in both the

Orders” Optionof days befoandheld is spday all work

handheld.

t the “Sort B

er Assignment Optio

work orders

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A L

42

ork orders aran” and “Serv

date to downl. For exampough Friday

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habetical ord

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d work ordermber is set tonloaded to th

der.

Date”

rs to the o 4 and he


Drag and Drop Assignment The following exercise will show how to assign work orders to technician “Brett Williams”. This particular technician is only trained in servicing fire extinguishers. We will now change the filter options to limit the accounts to those with fire extinguishers. We will also change the work order list to sort by postal code for more efficient routing of our technicians on a given day.

Right click in the “Available Work Orders” area.

Click on “Options”.

Select “Postal Code” for the “Sort By” option.

“Technician” should be equal to “All”.

Select “Fire Extinguishers” in the “Service” field of the “Filter On” area.

Click “OK”. To assign work orders to a technician, select the company name on the available work orders side and drag it to the middle section by holding the mouse button down. Release the mouse button and the work order will now appear in the assigned work order section.

Expand “Available Work Orders” by clicking on the “ ”.

Expand postal code “45403 - Dayton” by clicking on the “ ”.

In the calendar, click on the next Monday for a start date.

Assign the first 5 work orders in “45403 – Dayton”, by selecting and dragging each work order to the middle section as explained above.

Click the button on the toolbar to save our changes.

43

I N Q U E S T – T R A I N I N G M A N U

F

N

Yth

Bo

OA

Ad

Figure 36 Work Orde

Now we will

Click 6th.

Assig

Click

You can viewhe date in th

Click assign

By clicking thorders assigne

Open a WA work order

Doubstatus

A work orderdouble clickin

er Assignment

assign work

on the next

gn the remain

the butto

w the differenhe calendar.

Monday, thened for each

he show all wed to the tec

Work Orr can be open

ble click on os is assigned a

r can also be ng on the wo

for the next

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ning work ord

on on the too

nt work order

en Tuesday inday.

work orders chnician regar

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one of work oand the start

opened fromork order.

A L

44

day.

alendar. In t

ders in “4540

olbar to save

r assignment

n the calenda

checkbox therdless of star

e work order

orders in the t date has bee

m the “Availa

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e our changes

ts for a given

ar to show th

e middle sectirt date.

assignment

middle sectien updated.

able Work O

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n day by click

he work orde

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ion. Notice t

Orders” list by

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king on

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all work

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A

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Wd

I N Q U E S T

Key ConAssignment – S

Figure 37 Assignmen

When the wodate selected

– T R A I N I

ncepts Start Date

nt Updates the Start

ork order is ain the calenda

I N G M A N U

Date

assigned to a ar.

U A L

45

technician, tthe work order start date iis updated to

o the

A

F

Wt

Td

I N Q U E S T

Assignment - T

Figure 38 Assignmen

When the wothe technician

The techniciadevice.

– T R A I N I

Technician

nt Update the Techn

ork order is asn who is curre

an name and

I N G M A N U

nician

ssigned to a teently selected

start date ar

U A L

46

echnician, thed in the work o

e the keys to

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technicians tament dropdow

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I N Q U E S T

Service Project

Figure 39 Work Ord

When a scheddetermined. These items connectivity.

Note: changiprojections othe “Reset se

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der Service Projection

duled maintenThese will bewill also driv

ging dates oron an open wrvice projecti

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U A L

47

order is createpdated automs are billed u

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work order isprojections, oce Details” ta

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Figure 40 Equipmen

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nt Dates Used/Upda

c shows the

ated

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48

ng dates thaat will be uppdated whenn the work

order is

I

ITd

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Ba

I N Q U E S T

RoutingIf you have M

If you do noThis file can documentatio

These steps c

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Figure 41 Export Ad

By importingand travel dir

– T R A I N I

g with MaMicrosoft Map

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Chapter

7 Windows Mobile Handheld This chapter will show how to install and use Inquest on a Windows Mobile handheld device.

efore beginning this chapter users should have basic knowledge of the handheld computer.

BInstall the Windows Mobile Application To install the Inquest handheld application on your Windows Mobile handheld:

Open Inquest. Connect your handheld device to your computer using Microsoft ActiveSync From the “Handhelds” menu, select the “Install” menu option. Select the “Windows Mobile 5.0” or “Pocket PC 2003” radio button,

depending on your handheld device, and click “Install”

Figure 42 Windows Handheld Software Install

50


Install Remote Server The Inquest synchronization for Windows Mobile devices requires the Inquest Remote Server program. See Chapter 13 of the Inquest User’s Guide for information on installing and configuring the Inquest Remote Server.

Configuration Database The handheld configuration database is used to update the handhelds with all the services, equipment types, inspection frequencies and other values that are modified within the Inquest desktop application.

To create/update the configuration database select “Configure” from the “Handhelds” menu. All the checkboxes in the “UPDATES” column should have a . The “LAST UPDATED” column should have the value “Never Updated”.

Click the “Update” button to create the configuration database with the

latest information. The “LAST UPDATED” column should now be updated with a current date and timestamp.

Figure 43 Handheld Configuration Database

Click “OK”. If you customize Inquest you must update the configuration database to have the customized information available on the handheld computer.

51

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68

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Chapter

8 Palm OS Handheld This chapter will show how to install and use Inquest on a Palm OS handheld device.

*** TECHNOSOFT HIGHLY RECOMMENDS THAT ALL CUSTOMERS UPGRADE TO WINDOWS MOBILE HANDHELD DEVICES. ***

*** TECHNOSOFT DOES NOT SUPPORT PALM DEVICES ON WINDOWS VISTA. ***

efore beginning this chapter users should have basic knowledge of the handheld computer.

BInstall Palm OS Application To install the Inquest handheld application on your Palm:

Open Inquest.

From the “Handhelds” menu, select the “Install” menu option.

Select the “Palm OS” radio button and click “Install”

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Figure 44 Palm Handheld Software Install

Select the Palm Desktop username for the handheld and click “OK”.

Figure 45 Palm Desktop Install

A window will display showing the program to be installed, click the “Done” button.

A message will display indicating that the application will be installed

during the next HotSync operation. Click “OK”.

Click “Close” in the Inquest install dialog.

HotSync your handheld to complete the program install.

Install HotSync Conduit The Inquest conduit install is only required 1 time. It is installed from the Inquest desktop application.

From the “Customize” menu select “Options”.

Click on the “Synchronization” tab.

Click the “Add/Remove” button.

71


A message will display indicating that the HotSync Manager must be restarted for the changes to take effect. Click “OK”. The “Conduit Status” field should be updated to “Installed”.

Note: See Chapter 1 of the Inquest User’s Guide for further details if your “Palm OS” status is anything other the “Installed” or “Not Installed”.

Figure 46 Palm Desktop Conduit

Configuration Database The handheld configuration database is used to update the handhelds with all the services, equipment types, inspection frequencies and other values that are modified within the Inquest desktop application.

To create/update the configuration database select “Configure” from the “Handhelds” menu. All the checkboxes in the “UPDATES” column should have a . The “LAST UPDATED” column should have the value “Never Updated”.

Click the “Update” button to create the configuration database with the

latest information. The “LAST UPDATED” column should now be updated with a current date and timestamp.

72


Figure 47 Handheld Configuration Database

Click “OK”. If you customize Inquest you must update the configuration database to have the customized information available on the handheld computer.

Technician Handheld Assignment For the handheld to communicate with Inquest you must create or update an employee record for each handheld computer.

Open the employee record for Andrew Jameson, by selecting “File” “Open” “Employee”.

Enter the criteria or click the “Search” button. Double-click on the

employee record.

In the “Handheld” area of the Employee record select the “Palm OS” radio button.

In the dropdown list, select the “Palm Desktop Username” for the

Handheld being setup.

73


74

Figure 48 Palm Desktop User Name update

Save the information by clicking the button on the toolbar.

Services Available on Handheld The final step is to indicate which services a technician will have available on their handheld.

Open the work order assignment window from the Handhelds menu bselecting “Assignment” from the “Work Order” submenu.

y

Select the technician “Andrew

Jameson” from the list box on the right side of screen.

Check off all services to be available

on the handheld.

Save the information by clicking the button on the toolbar.

Select technician “Brett Williams”


Only select “Fire Extinguishers” for this technician. Save your changes by clicking the button on the toolbar.

Palm Handheld Application The following exercises are to be performed on the handheld.

Add Work Order Open Inquest on the handheld by tapping

the “Inquest” icon on the main application screen.

To add a new work order on the handheld tap “New”.

A confirmation message will display. Tap “Yes”.

A blank form will display where the service location information can be entered.

Enter information for a service location.

Tap “Back” to take you to the main starting screen for the work order where you can select detailed information for the work order.

75


76

Tap Work Order to show the work order number and dates.

Tap Back to take you back to the main starting screen for the work order.

Tap Contacts to take you to the contacts list.

Add a contact by tapping the New button and entering the contact information in the displayed form.

Tap Back to take you back to the Contacts list where the contact that was just added will now be displayed.

Tap Back to take you back to the main starting screen for the work order.

Tap New and select the Fire Extinguishers service to be added to the work order. Tap OK. It will now display the service on our work order main screen.

Tap the Fire Extinguishers service to display our fire extinguisher list. To add an extinguisher, tap “New”.


Enter the fire extinguisher information into the displayed form.

A bar code can be entered by selecting the bar code field and scanning the fire extinguisher bar code.

Enter the other information for the

extinguisher by selecting the appropriate field and entering text.

To enter test dates for the extinguisher

click on the list arrow at the bottom of the screen and select the “Dates” option from the displayed list.

Mark the extinguisher as complete.

We are prompted to indicate what type of inspection was performed, choose Annual.

77


The annual service date is automatically updated with the current date.

Tap Back to return us to the fire extinguisher list. We can now see the extinguisher that was added. A to the right of the extinguisher indicates we have completed our inspection.

Tap Back to go to the main screen for the work order.

Tap the New button to add additional services

Select Emergency and Exit Lights and tap OK.

Add Emergency and Exit Lights service with two lights.

Mark each complete.

Tap Back to return to the main starting screen for the work order.

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Select the Work Order line to open the

work order information.

Tap the “Summary”

Tap “Calc” to get a summary of the work completed.

Select the option to only include equipment that has been checked off as complete.

A summary of the complete work on this work order will then be displayed. Tap “Back” to take us back to the work order dates screen.

Mark the work order complete by clicking the list arrow at the top of the screen and selecting Complete.

Tap “Back” to go back to the main work order screen.

Tap “Back” to go back to the list of work orders on the handheld.

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Missed Equipment Warning

o If a technician has missed any equipment to be serviced a warning will display if they attempt to mark the work order as complete.

o By clicking the “Continue” button Inquest will go to and display the information for the missed equipment.

Limiting the Work Order List

o The main list of work orders can be limited to show the work assigned for a specific day.

o By tapping the list arrow at the top of the screen the available work order a list of assignment days is displayed.

o Selecting a specific date limits the list to the jobs for that day.

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Open an Existing Work Order

Tap on a work order in the list will to open the main screen for the given work order.

Tap the Location line to take us to detailed information on this service location.

Tap “Back” to return to the main screen for the work order.

Tap the “Work Order” line to show the work order number and its dates.

Tapping the “Summary” button will allow us to calculate and display a summary of the work required for the current work order.

Tap “Back” to return to the work order details.

Tap “Back” to return to the main screen for the work order.

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82

Click the Contacts line to display a list of contacts for this service location.

Tap Back.

Click Fire Extinguishers to display a list of fire extinguishers for this service location.

Tap on a fire extinguisher to display the detail information for the extinguisher.

To bar code the extinguisher select the bar code field

Scan the bar code label by clicking the scan button on the handheld.


83

To display and update the test dates for the extinguisher tap on the list arrow at the bottom of the screen and select the “Dates” value in the list. The checkmark next to the Hydro Date indicates that the extinguisher is due for Hydro Test.

The Hydro Test date will be updated automatically by setting the fire extinguisher status to Complete.

Other inspection and test dates can be

updated by tapping on the date field and selecting the appropriate date in the displayed calendar.


The checkmark that displays next to the extinguisher in the fire extinguisher list is a visual indication that the extinguisher has been serviced.

Tap “Back” to return to the main work order screen.

A signature can be captured by the handheld computer. Tap the work order line.

Tap the Summary button to display a summary of the completed work.

Tap the Sign button to go to the signature capture screen. Enter the signature by signing with the stylus.

Once the signature is captured, tap the “Submit” button to save the signature information.

The summary information is displayed again. Tap “Back” to show the work order status.

To complete the work order and signal the Inquest HotSync conduit to upload the work order to the PC; mark the work order with a complete status. Tap the list arrow at the top of the screen and select the complete option.

Going back to the main work order list we can see that the work order is now displayed with the complete status.

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Delete Record

To delete a record from the handheld, select the record by tapping on the line.

Then tap the menu icon in the lower left hand corner of the handheld. On the displayed menu, select Edit, and then tap on “Delete Record”.

A confirmation message will be displayed before the record is actually deleted.

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Chapter Chapter


Customizing Inquest This chapter will show you the customization features of Inquest.

nquest can be customized to perform other services and inspections. In this chapter we will see how to add services, equipment types, user defined fields and inspection forms.

Adding a Service Type

I We will begin by adding a new service for SCBA.

Select the “Services” option on the “Customize” menu.

A window will open listing the available services. Click the “Add” button.

In the displayed form enter the service name “SCBA” and “SCBA” for the abbreviation (the abbreviation is used on the “Service Due” report).

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Figure 49 Adding SCBA Service Type

New Equipment Types

Next, specify the equipment types for the new service. Click the “Equipment Types” tab and click the “Add” button to add a new equipment type. Enter “Kevlar” for a new SCBA equipment type.

Figure 50 Custom Equipment Type

87


Next, specify test and inspections for the equipment by clicking the “Test/Inspection/Service” tab and clicking the “Add” button.

Enter the description “Check levels” and a frequency of “1” “Month”.

Click “OK”.

Figure 51 Adding a Test/Inspection/Service

Add another “Test/Inspection/Service” called “Service Life” and give it a Frequency of 15 years.

Figure 52 Kevlar Cylinder Dates

Repeat this procedure for adding the other SCBA cylinder types.

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Inspection Forms Inspection forms are where specific questions can be added to a report that shows requirements are met. This is useful for showing NFPA, OSHA and JHACO compliance. Inquest comes with a set of default inspection forms. These inspection forms can be completed using a Windows Mobile handheld device. Completed forms are printed from the closed work order as the service history.

Figure 53 Inspection Form Editor

To modify an inspection form:

From the “Customize” menu select “Inspection Form”.

89


Expand the tree to view the existing inspection form.

Right clicking on items within the tree will display a context menu that will allow you modify or insert items.

Save your changes by clicking the “Save” button on the tool bar.

Sales Survey Using a Windows Mobile device, your technicians can complete a sales survey on services at your customer locations giving your sales department crucial leads.

Using a Windows Mobile handheld, open a work order.

From the “Options” menu select the “Sales Survey” menu option.

The technician is prompted for information on services your company performs that is needed at this location.

After the work order is completed, you can print custom sales letters for

your sales department and sales leads for follow up.

Figure 54 Sample Sales Letter

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More Customization

Figure 55 Fire Extinguisher Service Options

Figure 56 Suppression System Parts

91

Chapter


Additional Inquest Programs This chapter will show you additional Inquest programs that perform specialized tasks

n addition to the main Inquest program, several specialize programs are installed as part of the software.

I Inquest – Import Utility The import utility can import a list of fire extinguishers from an Excel spreadsheet. To start the program:

From the “Start” menu select “All Programs”.

Within the “Technosoft” program folder, select the “Inquest – Import Utility” option.

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Figure 57 Import Utility

Select the customer whose fire extinguisher list you are going to import.

If the customer has an existing fire extinguisher service schedule, the “Last Service” and “Frequency” from the schedule will be displayed.

If the customer does not have an existing fire extinguisher service

schedule, one can be added by entering a “Last Service” date and selecting a “Frequency” from the dropdown list.

Click the “Browse” button to open the Excel spreadsheet to import.

The correct worksheet name must be entered into the “Sheet Name” field.

Click the “Import” button.

When importing has completed a results window will display. Spreadsheet Format The first row of the spreadsheet is the column header. Columns can appear in any order and are optional.

The column names available for use are:

93


• Number • Location • Size • Type • Cartridge • Mfg • Mfg Date • Serial No • Bar Code • Length • Annual • Hydro Test • 6 Year • Monthly • Recharge • Remarks • Model

Inquest – Move Utility The move utility can be used to combine or split a customer service location. To start the program:

From the “Start” menu select “All Programs”.

Within the “Technosoft” program folder, select the “Inquest – Move Utility” option.

94


Figure 58 Move Utility

The displayed window is divided into two sections. By dragging dropping equipment between two customer records you are moving the equipment from one account to the other.

To open the two accounts to use:

From the “File” menu select “Open”.

In the displayed dialog, select the two accounts in the dropdown list

Click OK To change the equipment types to move:

From the “View” menu select “Service”.

In the displayed dialog, select the service type in the dropdown list

Click OK You can also move work orders between accounts by select “Work Order” from the “View” menu.

Easy Data The easy data program can be used to add fire extinguisher accounts with a list of extinguishers. It can also update existing extinguisher account information. To start the program:

95


Open Inquest.

From the “Tools” menu, select “Easy Data” and then “Fire

Extinguishers”.

Figure 59 Easy Data

To edit an existing customer, simply select the customer name in the drop down list. To add a new customer account, simply type a new customer name into the dropdown list on the blank easy data form. The following items can be added/updated using the Easy Data program.

• Customer address • Billing Address • ID • Contact Name • Phone • Fire Extinguisher service schedule information • Fire Extinguisher list

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97

• Fire Extinguisher service notes The data grid used to add/update fire extinguishers can be modified to display only the columns you want to update. Click the “Options” button to change the columns displayed. Easy Data Buttons “Save & Close” will save any changes made and close the easy data program. “Save & New” will save any changes made and clear the form so a new account can be added or an existing account selected from the dropdown list. “Clear” will cancel any changes and clear the form so a new account can be added or an existing account can be selected from the dropdown list.

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