KeyedIn Projects ios App User Guide Version 2.0 June 2015 KeyedIn Projects ios App User Guide 1 of 18
Introduction 3 Core Features 3 Advantages 3 Benefits 3 Requirements 4 Logging In 4 Navigation 5 Home Screen 6 Timesheets Screen 7 Adding a New Timesheet Item 8 Expenses Screen 9 Adding a New Expense Item 10 Making an Expense Submission 11 Expense Submissions Screen 12 Tasks Screen 13 Contacts Screen 14 Timesheet Submission Approvals Screen 15 Expense Submission Approvals Screen 16 Dashboard Screen 17 Settings Screen 18 KeyedIn Projects ios App User Guide 2 of 18
Introduction The KeyedIn Projects Mobile app enables users of the KeyedIn Projects SaaS system to access and gather critical project information via smartphones or tablets. Ideal for people working on the move, the app enables timesheets and expenses to be entered offline, via Wi-Fi or GSM when it s convenient for you, not when you get your laptop connected. The app can also help with your task assignments, providing a plan of your upcoming workload with handy links to related contacts via telephone or email as well as directions to the customer site through Maps. Security is inherited from your KeyedIn Projects SaaS application, so you just need your standard credentials to use the app. Core Features Offline Capability Enter your timesheets and expenses without being connected to the internet. Integrated Security use the same credentials as your KeyedIn Projects site and the same security layer is applied to the mobile app. Timesheet Maintenance view historic timesheets and enter new timesheets against authorized projects, tasks and assignments. Timesheet Submission Approvals Review and approve timesheet submissions Expense Submissions view historic submissions and enter expense items against authorized projects and expense types, along with attached receipt images. Build and create expense submissions and monitor payment status. Expense Submission Approvals Review and approved expense submissions Task Assignments view current task assignments that have been assigned to you. Contacts view your KeyedIn Projects clients and contacts to integrate with the mobile s telephone, email and GPS capabilities. Advantages Secure mobile entry of time and expenses using the same security layer defined in KeyedIn Projects Entry of time and expenses while you re out of the office View task assignments while you re out on the road Access your project contacts to provide phone email and GPS access Benefits Secure - Ensure secure entry and protection of data Ensure data accuracy - Real-time synchronization ensures entries are validated Save time - Complete timesheets on the move Improve communication with and for road warriors - check assignments, check expense submissions, plus contacts information KeyedIn Projects ios App User Guide 3 of 18
Requirements The mobile application works with the KeyedIn Projects Software as a Service platform. Your iphone or ipad must be running ios 6 or later to use this app. Your device must be connected to the Internet to use this app. Logging In Enter your User Id, Password and tap the Server you require. Tap the USA server if the URL of your KeyedIn Projects SaaS application is https://keyedinprojects.com. Tap the Europe server if your URL is https://keyedinprojects.co.uk. Tap Other and enter the URL of your client hosted system. Tap Login to log onto the selected server with the entered credentials. After logging in once, the app will remember your credentials so you don t need to login again. Figure 1 - Login The security system reflects the security assigned through the KeyedIn Projects SaaS solution. The credentials entered will dictate the data you can see when you enter the app. KeyedIn Projects ios App User Guide 4 of 18
Navigation You can navigate to different screens by tapping the available: menu button. The following options are PERSONAL Home shows a summary of timesheets for this week, expenses that have not been submitted and tasks for today Timesheets view, add and edit timesheets Expenses view, add and edit expenses, and create expense submissions Expense Submissions view the payment status of your expense submissions Tasks view tasks assigned to you Contacts search for contacts APPROVALS Timesheet Submissions review and approve timesheet submissions Expense Submissions review and approve expense submissions APPLICATION Dashboard displays up to 6 chart widgets configured against the Analytics dashboard in the web portal Settings Various functions including Offline Mode, Synching data with the server and logging out of the app. You will need to re-enter your user id and password the next time you want to use the app. Figure 2 Navigation KeyedIn Projects ios App User Guide 5 of 18
Home Screen The Home screen is the first screen displayed after logging into the app. The following information is displayed: Total timesheet hours entered this week. Tap to navigate to the Timesheets screen to view the timesheets entered. The total amount of expense items entered in the last 28 days that have not been included in an expense submission. Tap to navigate to the Expenses screen to view the expenses in more detail and to create an expense submission Tasks you have been allocated to work on today. Tap each task to view in more detail. Figure 3 - Home screen KeyedIn Projects ios App User Guide 6 of 18
Timesheets Screen The Timesheets View gives you a daily breakdown of how much time has been entered against authorized projects, tasks and assignments in a selected week. The total number of hours entered for the selected week is displayed at the bottom of the screen. Timesheets can be entered in offline mode and can be synched with the server by doing a pull down to refresh the screen. Tap the Submit button to the top right of the Weekly View to submit your time for the week. Figure 4 Timesheets Screen KeyedIn Projects ios App User Guide 7 of 18
Adding a New Timesheet Item On the Timesheets screen, tap the against the day of the week you want enter a timesheet on and complete the following details on the Add Timesheet screen. You can update your project and activity list from the server by doing a pull down to refresh the view. 1. Date - The date will default to the date selected on the Weekly view. If you want to change the date, tap the date and select a different date. 2. Project Tap the Project to select a project for the timesheet item. The Project will default to the last Project you entered a timesheet against. The app will automatically populate the Activity list with authorized activities for you and the selected project. 3. Activity Tap the Activity to select an activity for the timesheet item. 4. Task Tap the Task to select a task for the timesheet item. This field will only appear if the project is configured to track actuals against tasks. 5. Assignment Tap the Assignment to select an assignment for the timesheet item. This field will only appear if the project is configured to track actuals against assignments. 6. Hours - Enter the hours worked 7. Notes Type in any additional information about the timesheet. 8. Timesheet Custom Fields - Complete any timesheet custom fields configured to appear on timesheet entry. Document, URL and Entity custom fields are not supported. Tap the Save button to save the timesheet. Figure 5 Add Timesheet KeyedIn Projects ios App User Guide 8 of 18
Expenses Screen The Expenses View allows you to add new expense items and create expense submissions, so you can get them reimbursed. You can filter the expense items by date (last 7, 14, 21, 28 days). Only unclaimed expense items are displayed. Expenses can be entered in offline mode and can be synched with the server by doing a pull down to refresh the screen. Figure 6 - Expenses KeyedIn Projects ios App User Guide 9 of 18
Adding a New Expense Item On the Expenses screen, tap the + button on the navigation bar. The Add Expense screen will be displayed where you can fill in the following expense details. You can update your project and expense type list from the server by doing a pull down to refresh the view. 1. Date - The date will default to today. If you want to enter an expense item for an earlier date, tap the date and select a different date. 2. Project Tap the Project to select a project for the expense item. The Project will default to the last Project you entered an expense against. The app will automatically populate the Expense Type list with authorized expense types for you and the selected project. 3. Category - Tap the Category to select a category for the expense item 4. Expense Type Tap the Expense Type to select an expense type for the expense item. 5. Units Enter the units for the expense item. 6. Cost - Enter the cost for the expense item. 7. Notes Type in any additional information about the expense. For example, Return flights from London to New York. 8. Receipt Tap Take Photo to take a photo of the expense receipt using the camera or Choose Photo to pick an existing photo from the Photo Library. The photo will be attached to the expense item, which can be viewed by the person authorizing the submission. 9. Expense Custom Fields Complete any expense custom fields configured to appear on expense entry. Document, URL and Entity custom fields are not supported. Press the Save button to save the expense item. Figure 7 Adding a New Expense Item KeyedIn Projects ios App User Guide 10 of 18
Making an Expense Submission On the Expenses screen, tap the checkbox against any expense items that you want to submit. When you are ready to submit your expenses, tap the Claim button. You will be prompted to enter a description for the submission and tapping the OK button will submit it for payment in the KeyedIn Projects SaaS system. The Expense Submissions screen will then be displayed with your latest submission displayed as the first item in the list. Figure 8 Making an Expense Submission KeyedIn Projects ios App User Guide 11 of 18
Expense Submissions Screen The Expense Submissions screen allows you to see previously entered expense submissions, with the most recent at the top. You can check the status of each submission and most importantly see if the submission has been paid. You can filter the submissions by date (last 7, 14, 21, 28 days) and by payment status. Each submission displays the core details, including the submission description, total expense value, submission date and payment status. If a submission is rejected, the expense items will re-appear in the Expenses list and you can change the details and resubmit as a new submission. Figure 9 Expense Submissions KeyedIn Projects ios App User Guide 12 of 18
Tasks Screen The Tasks view enables you to view your task assignments by week. Tap the date and select a different date or tap the chevrons to move forwards or back by a week. Tap the task to view the details. On the Task Details screen you can email, call or view the client address in Maps. Figure 10 - Task Figure 11 Task Details KeyedIn Projects ios App User Guide 13 of 18
Contacts Screen The Contacts screen allows you to search for clients and contacts held in the KeyedIn Projects SaaS system. Tap the contact to view the details. On the Contact Details screen you can email, call or view the client address in Maps. Figure 12 - Contacts Figure 13 Contact Details KeyedIn Projects ios App User Guide 14 of 18
Timesheet Submission Approvals Screen This screen allows a line manager to approve timesheets that have been submitted by their team. You can filter the submissions by date (last 7, 14, 21, 28 days) and by acceptance status. Each submission displays the core details, including the name of the resource, total hours, submission date and status. You can bulk accept submissions by selecting the submissions and tapping the Accept button. You can also drill into an individual submission to view the timesheets in more detail and accept, reject or unlock the submission. An internet connection is required to use this feature. Figure 14 Timesheet Submissions Figure 15 Submissions Details KeyedIn Projects ios App User Guide 15 of 18
Expense Submission Approvals Screen This screen allows a line manager to approve expense submissions that have been submitted by their team. You can filter the submissions by date (last 7, 14, 21, 28 days) and by acceptance status. Each submission displays the core details, including the name of the resource, total expense amount, submission date and status. You can also drill into an expense submission to view the expenses in more detail and accept or reject the submission. An internet connection is required to use this feature. Figure 16 Expense Submissions Figure 17 Submissions Details KeyedIn Projects ios App User Guide 16 of 18
Dashboard Screen The dashboard view allows you to display up to 6 chart widgets that have been configured to appear on the Analytics tab in the main web application. Tap the button to pick the widgets to display. On the iphone, only one widget is displayed at a time. The user is required to swipe to display the next widget. On the ipad, four widgets are displayed at a time and the user is required to scroll down to view the remaining two widgets. An existing dashboard can be viewed when the app is offline. Figure 18 iphone Dashboard KeyedIn Projects ios App User Guide 17 of 18
Figure 19 ipad Dashboard Settings Screen The Settings screen has the following functions: Logout Tap to log out of the system. Sync Now Synchronize your offline timesheets and expenses with the server. This will also update the app with any relevant data changes on the server. Offline Mode Set the app into offline mode when you don t have any internet access. This will allow you to enter offline timesheets and expenses, view contacts and the dashboard. Data Warning Users will be warned that they could incur charges because they are not connected to Wi-Fi and are using the app over 3G\4G. KeyedIn Projects ios App User Guide 18 of 18