Question

Document Management with MWO

  • 29 September 2023
  • 5 replies
  • 69 views
S
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Currently we attach documents to Work orders which are then sent to engineers devices during synchronisation. These documents can vary from building/object related to Health&Safety documents/forms.

Current Issues:

  • Volume of data being transferred is contributing to MWO issues
  • Engineers are not looking at the documents
  • When documents are updated, it is not obvious to the engineer
  • Engineers have access to a previously downloaded version, which may not be current

The objective is to reduce the MWO traffic which should speed up syncs, improve notification of document changes to engineer and better version control on the mobile.

We are interested to hear about how other IFS customers that utilise Documents and MWO are managing this?

We are currently using Apps 10 Update 18,  however we plan to be Live with IFS Cloud by mid-2024.

Thanks in advance

 

 

5 replies

James Ashmore
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How are your Document Classes organized and which ones are being made accessible for MWO? You can control this here: Document Classes (ifs.com)

Cheers

James

S
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Hi James,

Thanks for your reply.

We use FTP repository to store all our IFS documents, and all document classes are all within one location. 

Yes we use the Touch App→Document Class screen already to define which are mobile document class etc. 

As stated above, we are sending lots of documents to engineers devices and they are either not looking at them or not aware if a crucial document has been updated which means they should read it.

We just see high sync times for doc specific entities and wanted to reduce this to avoid delays and timeouts.

Thanks

James Ashmore
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Is “Push To Mobile” enabled in Touch App → Document Class? If the engineers are not reading them then I suggest this is disabled to cut down on downloading of documents. This will then only happen if the engineer requests to download a particular document

Cheers

James

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Yes “Push to Mobile” is enabled for all those document classes that have “Mobile Document Class” ticked. 

If we untick this field, I assume those documents attached to the associated work orders/tasks would not be sent to the mobile device. 

We still need documents to be sent to devices; so it is not a simple on/off situation. 

The issue is that the documents probably should be read, but as they go back to the same building/object than re-reading docs related to that are seen as unnecessary unless there is a Health&Safety implication or an update to these documents.

James Ashmore
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Userlevel 6
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Disabling “Push To Mobile” does not mean the document is not available to the technician, it simply means it will be downloaded when the engineer requests to view the document. Rather than downloading in advance.

You could trigger an alert message direct to the engineer via SMS or Push Notification informing them of the new revision or add a custom field to the Work Oder informing them a new revision of the document exists and ask them to read it.

Cheers

James

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