Filling and viewing the status of Activity Reports
Workflows are the daily tools used to collect information when visiting a customer. To access a workflow, first, click on the target customer, then you will be redirected to the Start a new workflow for page where different activities are displayed.
Filling an Activity Report
Assigning Activity report
How to take a picture
How to capture GPS location
How to fill a matrix
How to edit a matrix
View the sync status of an activity report
Share an activity
Filling a workflow is also known as completing an Activity Report, i.e. filling a workflow once = 1 Activity Report completed, filling it 3 times = 3 Activity Reports completed etc.
When filling a workflow, choose the outlet or customer whom you wish to fill the workflow first.
After that, you will be redirected to the customer card/details page where you will click on Start visit for the outlet.
In the event that you are far from the outlet, ensure to edit the GPS of the outlet in order to proceed on filling out the workflow.
Failure to will result in not being possible to fill out the workflow as you need to be at the outlets location to be able to do an activity.
To proceed click on "Go to Workflow" button where you'll be redirected to the Workflow page to fill out your desired workflow.
In the workflow questions there are fields, mandatory fields with red dots and optional fields.
Most activities have 1 or more mandatory questions which must all be filled out before submission of an activity.
After filling your workflow, take note of the submit icon/banner. i.e.
GREY COLOR - means not all mandatory fields are filled, you will not be able to submit the activity
YELLOW COLOR - means all mandatory fields are filled; you can submit the activity
After submitting an activity you will be directed to a page notifying you that your activity has been successfully submitted and you can either continue with another workflow, Go to workflows
or End your visit
Clicking End visit you will be automatically checked out from the customer selected.
Clicking Go to workflows you will be redirected to the Workflow page where you can start another workflow activity for the day.
For multi-step workflows (e.g. Order & Delivery), you can assign the next step to another user at the end of the first step. (Assign activity)
The assigned user will receive a notification and can view the activity assigned under Ongoing Workflows.
This option is important because you get to choose who will do the next step of the activity.
Once you assigned the next step to the preferred user, the user assigned will get a notification at the notification bell located at the top right part of the mobile app.
The assignor user will also see the status of the activity when the assignee completes the activity in the same section.
These assigned activities are accessed at the workflows tab under Ongoing workflows.
To take a picture, click on the camera icon and capture your picture.
You can retake the picture by clicking on the delete icon on the left, or save it by clicking on the tick icon on the right if its of good quality.
For more information on how to capture pictures, please view the video below.
Poor quality / dark pictures are automatically rejected by the application if a user tries to save it, hence it must be retaken, as shown below
Click on the location icon start visit and confirm that you want to start a visit
If the accuracy is below 10 meters, the GPS location is automatically captured.
To get better accuracy, wait a few moments and ensure you are Outside the outlet when recording GPS.
Once the GPS is validated, you will see your location on Google Maps, by clicking on the Maps icon, you can open Google Maps in full view (Not necessary unless you want to see more on the captured location).
|| For more information on the above actions, please view the video below.
Matrix questions are made of items with their description and categories. These items are usually different products in their respective categories, quantity, price, packaging, etc. They can be navigated through the categories tab.
To fill a matrix click on the relevant category, select your item, fill in the required information, and validate. Repeat the process for all the items you want to fill.
Filled items usually have green tick at the top right of their pictures.
Once done, validate and you will have a recap display of the items selected and the information captured.
To edit a matrix, click on the edit/pen icon located next to the item filled. You can then select the item you want to edit and change the information, or you can remove items previously filled by clicking on the delete icon at the bottom right of the screen.
For more information, please view the video below.
Sync status is indicated by ticks as explained below:
If the activity report is synced locally, a single grey tick will be displayed.
If the activity report is synced online, two green ticks will be displayed.
Our mobile application works fully offline. Once your environment is loaded, you can do everything without an Internet connection.
After submitting an Activity Report, if you are offline, it will appear under the Completed Workflow section with one tick and the number of the pending activity reports indicated with a red small circle at the far right.
To sync Pending Activity Reports, you need a strong internet connection for the pending activity reports to be automatically synced.
The tab on this page also lists and shows the number of synced and pending activity reports.
Pending activity reports will be listed with one tick next to it, while synced activity reports will have two ticks next to it.
Draft activity reports are displayed under the Ongoing Workflows
Always ensure you are checked out of the last place you visited. Otherwise, your activity reports will be pending on the phone and not synced.
If synced correctly, it will appear in the Completed Workflow section, with two green ticks next to it.
You can manually re-push a synchronizable item.
All you need to do is go to the Synchronization warnings section found on the Settings tab. Select the activity which you want to push manually. At the bottom right of your screen you will see Push all to sync or you can try to sync the pending work one by one to initiate synchronization.
In the background, the app does:
Activity reports sync every 50 mins, this limits the number of pending activity reports.
Master sync every 24 hours, this ensures that the items/activity reports are all updated.
For more information, please view the video below.
On the workflow of your choice, click on the activity you want to share then click on the 3 dots at the far right.
After clicking on the 3 dots, a slide up menu will pop up with an option to Share activity.
Upon clicking on the share icon, you will be able to share your activity via text message, WhatsApp, or email, after doing the necessary edits.
The fields contained in this shareable message are configured in the workflow editor for each question.
For more information, please view the video below
Filling an Activity Report
Assigning Activity report
How to take a picture
How to capture GPS location
How to fill a matrix
How to edit a matrix
View the sync status of an activity report
Share an activity
Filling an Activity Report
Filling a workflow is also known as completing an Activity Report, i.e. filling a workflow once = 1 Activity Report completed, filling it 3 times = 3 Activity Reports completed etc.
When filling a workflow, choose the outlet or customer whom you wish to fill the workflow first.
After that, you will be redirected to the customer card/details page where you will click on Start visit for the outlet.
In the event that you are far from the outlet, ensure to edit the GPS of the outlet in order to proceed on filling out the workflow.
Failure to will result in not being possible to fill out the workflow as you need to be at the outlets location to be able to do an activity.
To proceed click on "Go to Workflow" button where you'll be redirected to the Workflow page to fill out your desired workflow.
In the workflow questions there are fields, mandatory fields with red dots and optional fields.
Most activities have 1 or more mandatory questions which must all be filled out before submission of an activity.
After filling your workflow, take note of the submit icon/banner. i.e.
GREY COLOR - means not all mandatory fields are filled, you will not be able to submit the activity
YELLOW COLOR - means all mandatory fields are filled; you can submit the activity
After submitting an activity you will be directed to a page notifying you that your activity has been successfully submitted and you can either continue with another workflow, Go to workflows
or End your visit
Clicking End visit you will be automatically checked out from the customer selected.
Clicking Go to workflows you will be redirected to the Workflow page where you can start another workflow activity for the day.
Assigning Activity report.
For multi-step workflows (e.g. Order & Delivery), you can assign the next step to another user at the end of the first step. (Assign activity)
The assigned user will receive a notification and can view the activity assigned under Ongoing Workflows.
This option is important because you get to choose who will do the next step of the activity.
Once you assigned the next step to the preferred user, the user assigned will get a notification at the notification bell located at the top right part of the mobile app.
The assignor user will also see the status of the activity when the assignee completes the activity in the same section.
These assigned activities are accessed at the workflows tab under Ongoing workflows.
How to take a picture
To take a picture, click on the camera icon and capture your picture.
You can retake the picture by clicking on the delete icon on the left, or save it by clicking on the tick icon on the right if its of good quality.
For more information on how to capture pictures, please view the video below.
Poor quality / dark pictures are automatically rejected by the application if a user tries to save it, hence it must be retaken, as shown below
How to capture GPS location
Click on the location icon start visit and confirm that you want to start a visit
If the accuracy is below 10 meters, the GPS location is automatically captured.
To get better accuracy, wait a few moments and ensure you are Outside the outlet when recording GPS.
Once the GPS is validated, you will see your location on Google Maps, by clicking on the Maps icon, you can open Google Maps in full view (Not necessary unless you want to see more on the captured location).
|| For more information on the above actions, please view the video below.
How to fill a matrix
Matrix questions are made of items with their description and categories. These items are usually different products in their respective categories, quantity, price, packaging, etc. They can be navigated through the categories tab.
To fill a matrix click on the relevant category, select your item, fill in the required information, and validate. Repeat the process for all the items you want to fill.
Filled items usually have green tick at the top right of their pictures.
Once done, validate and you will have a recap display of the items selected and the information captured.
How to edit a matrix
To edit a matrix, click on the edit/pen icon located next to the item filled. You can then select the item you want to edit and change the information, or you can remove items previously filled by clicking on the delete icon at the bottom right of the screen.
For more information, please view the video below.
View the sync status of an activity report
Sync status is indicated by ticks as explained below:
If the activity report is synced locally, a single grey tick will be displayed.
If the activity report is synced online, two green ticks will be displayed.
Our mobile application works fully offline. Once your environment is loaded, you can do everything without an Internet connection.
After submitting an Activity Report, if you are offline, it will appear under the Completed Workflow section with one tick and the number of the pending activity reports indicated with a red small circle at the far right.
To sync Pending Activity Reports, you need a strong internet connection for the pending activity reports to be automatically synced.
The tab on this page also lists and shows the number of synced and pending activity reports.
Pending activity reports will be listed with one tick next to it, while synced activity reports will have two ticks next to it.
Draft activity reports are displayed under the Ongoing Workflows
Always ensure you are checked out of the last place you visited. Otherwise, your activity reports will be pending on the phone and not synced.
If synced correctly, it will appear in the Completed Workflow section, with two green ticks next to it.
You can manually re-push a synchronizable item.
All you need to do is go to the Synchronization warnings section found on the Settings tab. Select the activity which you want to push manually. At the bottom right of your screen you will see Push all to sync or you can try to sync the pending work one by one to initiate synchronization.
In the background, the app does:
Activity reports sync every 50 mins, this limits the number of pending activity reports.
Master sync every 24 hours, this ensures that the items/activity reports are all updated.
For more information, please view the video below.
Share an activity
On the workflow of your choice, click on the activity you want to share then click on the 3 dots at the far right.
After clicking on the 3 dots, a slide up menu will pop up with an option to Share activity.
Upon clicking on the share icon, you will be able to share your activity via text message, WhatsApp, or email, after doing the necessary edits.
The fields contained in this shareable message are configured in the workflow editor for each question.
For more information, please view the video below
Updated on: 18/10/2024
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