7/21/2017

University of
Denver
mobileTMA GO
Training Guide
Version 1.0
CONTENTS

Introduction And Logging In ..........................................................................................................................................3

Downloading mobileTMA GO ....................................................................................................................................3
How To Log In ............................................................................................................................................................3
Home Screen .................................................................................................................................................................4
Work Orders ..............................................................................................................................................................4
Labor Hours ...............................................................................................................................................................4
How To View Your Timecard .................................................................................................................................5
How to Post Indirect Time .....................................................................................................................................6
Unpushed Records .....................................................................................................................................................6
How To View/Resolve Unpushed Records .............................................................................................................6
How To Clear Unpushed Records ..........................................................................................................................7
Work Order Menu .........................................................................................................................................................8
How To Create a Work Request.................................................................................................................................8
How To Refresh Your Work Orders ...........................................................................................................................9
How To Change Your Work Order List .......................................................................................................................9
How To Change What Displays ..............................................................................................................................9
How To Sort Your Work Orders ...........................................................................................................................10
How To Filter Your Work Orders .........................................................................................................................10
How to Search Through Your Work Orders .........................................................................................................11
How To Post Time On Work Orders .........................................................................................................................11
How To Finish Work Orders .....................................................................................................................................12
How to Post Parts On Work Orders .........................................................................................................................12
How To Post Comments On Work Orders ...............................................................................................................13
How To View PM Task Instructions .........................................................................................................................13
How To Attach Photos To Work Orders...................................................................................................................14
How To Update Work Order Statuses .....................................................................................................................14
How To Create a Corrective Work Order .................................................................................................................14
Location Based .....................................................................................................................................................14
Item Based ...........................................................................................................................................................16
How To View Area/Item History From a Work Order ..............................................................................................17
How To Remove Finished Work From Your List ......................................................................................................18
How To Use WO Queue – Assigning Unassigned Work To Yourself ........................................................................19
Other Settings/Tips ......................................................................................................................................................19
Apple Device Settings ..............................................................................................................................................19
Notifications ........................................................................................................................................................19
Refreshing Static Data .............................................................................................................................................20
INTRODUCTION AND LOGGING IN

mobileTMA GO is an app available in the Apple App Store for Technicians to access and create work orders while in
the field. The app can be used on iPhones, iPod Touches, and/or iPads. Before you can use the app you will need
to download the proper app and receive a Login ID and Password from an administrator.

DOWNLOADING MOBILETMA GO

1. Go to the App Store on your device

2. Search for mobileTMA GO SaaS (Software as a Service)
a. If you are on an iPad you may need to select iPhone only in the top menu bar to find the right
app
3. Download the application. NOTE: If you need an Apple ID and Password contact your administrator

HOW TO LOG IN

1. Tap on the app on your device

2. Enter your Login ID, Password, and Client (udenver). You should receive this information from an
administrator. If you have any problems logging in or you need your password changed contact an
administrator.
3. Click Sign In
HOME SCREEN

Your Home Screen is the first thing that you see whenever you log in. It is also the place you should return to
throughout your shift to make sure your hours are correct and that you do not have any unpushed records.

WORK ORDERS

The 30 above are all work orders assigned to the Technician logged in. They may also be assigned to other
Technicians but they are definitely assigned to you. The unread number of work orders of 28 indicate all the work
orders that have not yet been looked at. This is similar to email or text on your phones. You may also see the
unread number of work orders by looking at the badge on the app when you’re outside of mobileTMA GO. This
will help you to keep track of new work orders.

LABOR HOURS

Technicians may view the number of Labor Hours they have for their current login by returning to the Home
Screen to see the hours. From here they may also post indirect labor and view past time cards.
HOW TO VIEW YOUR TIM ECARD
1. Go to the Home Screen
2. Tap on the Labor Hours
3. Tap on Advanced Options Be aware of the time of
4. Set the date range you are looking for day, if it doesn’t include all
5. Press Done of your shift you may not
6. Press Search Server see all your hours

NOTE: After searching your timecard the device will load all of the labor entries for the time frame that
you selected. You will want to clear those off to start from 0 again to more easily track your time for
the day or week.

HOW TO CLEAR YOUR LABOR TO START FROM ZERO AGAIN

1. Press Advanced Options
2. Press Reset Criteria
3. Press Done
4. Press the “v” in the top of the window
5. Press Clear
6. Select Clear All
a. NOTE: It is important you only clear records with a checkmark. If you clear records that
haven’t synced yet you may lose them entirely and have to re-enter them.
HOW TO POST INDIRECT TIME
Indirect Time refers to any labor not related to a work order. Most of your time is spent in the field working on
different work orders but there is also a portion of the day/week spent in meetings, trainings, or performing shop
and administrative duties. To capture your non work order time you may post indirect labor.

1. Press Labor from your Home Page

2. Press the + button in the top right to add labor
3. Ignore the WO # that appears required, and skip down to Time Type. Select the proper Type of indirect
labor such as Safety Training
4. Enter your Hours
5. Press Save

UNPUSHED RECORDS

Unpushed Records are entries you have made on your device that have not synced to the server. This means that
none of the information in these entries is visible to anyone else as they are stuck on your device.

**If you log out or clear records that are unpushed you will lose them entirely. It is important for Technicians to
consistently check for unpushed records throughout their shift so they don’t lose that information. Unpushed
records should be resolved as soon as possible. You should see your administrator when having problems
resolving them, just remember not to log out.**

Unpushed records are likely stuck on your device for one of two reasons: you have lost your connection to the
internet OR a record was not filled out completely/properly.

HOW TO VIEW/RESOLVE UNPUSHED RECORDS

1. Go to your Home Page
2. Press Unpushed Records
3. Press the record you want to resolve.
4. Check the ! for the error description
5. Resolve the problem
6. Press Save
a. Continue these same steps if there’s more than one unpushed record
7. Press Refresh
HOW TO CLEAR UNPUSHE D RECORDS
In some cases you may not remember what data you were entering and you just want to clear the record entirely.
You may also run into errors that for any number of reasons can’t be resolved at all and your only option is to clear
the record and enter it again. Regardless, at the end of your shift you should have 0 unpushed records so that they
don’t stack up and all the work you have done throughout the day is visible in the work order system.

1. From your Home Page press Unpushed Records

2. Press Clear
3. Press Yes to Clear Pending Data
a. NOTE: You should only do this after resolving the records you intend to resolve. Clear all will
remove every record from the device and it cannot be recovered.
WORK ORDER MENU

To navigate through mobileTMA GO press the Menu button up in the top left of the application. The most
common menu you will use will be the Work Order menu.

HOW TO CREATE A WORK REQUEST

You may create Work Requests from your mobile device to send in for dispatch to review/route. A work request is
not a work order until it has been accepted by someone in the system.

1. Go to Main MenuWork OrderRequest Log

2. Press the + button to add a new Request

3. Type a Requestor name or you may select yourself by searching with the (…) button
4. Select a Facility
5. Select a Building
6. Select a Floor
7. Select an Area by searching using the (…) button. If you can’t find the proper Area just make sure to be
descriptive in the Action Requested

Helpful Tip: When using (…)

search windows you can type a
portion of the
description/number. If you just
want to see EVERYTHING in the
list press the Space Bar.

8. Select a Request Type

9. Enter an Action Requested (or you may dictate using the microphone)

You may dictate instead

of typing by pressing the
microphone. You need
an internet connection
and dictation enabled.

10. Press Save

HOW TO REFRESH YOUR WORK ORDERS

1. Navigate to your Work Order list by either tapping on work orders from your Home Page, or by going to
the MenuWork OrdersWork Order
2. Press the “v” on the top of the window
3. Press Refresh See the note below about
clearing the list prior to
refreshing it

Important Note: Refreshing the work order list as shown above only looks for new work orders, it does
NOT update the existing work orders in your list in case they have been changed by someone else. Any
new comments or edits to the work order will not show by just refreshing. In order to fully refresh a list
clear it first and then refresh

HOW TO CHANGE YOUR WORK ORDER LIST

HOW TO CHANGE WHAT DISPLAYS

1. Navigate to your Work Order list by either tapping on work orders from your Home Page, or by going to
the MenuWork OrdersWork Order
2. Press the “v” on the top of the window
3. Press Configure
4. Set the fields you want to display as on and the fields you don’t as off
5. Press Done
HOW TO SORT YOUR WORK ORDERS
1. Navigate to your Work Order list by either tapping on work orders from your Home Page, or by going to
the MenuWork OrdersWork Order
2. Press the “v” on the top of the window
3. Press Configure
4. Set the field you wish to sort on
a. If it is a multi-layered sort, put the first field on top of the second and so on as described in the
callout below
5. Press Done

To change the order of the

fields, press down on the
three lines and drag the fields
above or below others

HOW TO FILTER YOUR WORK ORDERS

In some cases you may want to filter your list to view only PM work orders for example or only work orders with a
priority of Urgent.

1. Navigate to your Work Order list by either tapping on work orders from your Home Page, or by going to
the MenuWork OrdersWork Order.
2. Press Advanced Options button
3. Set your filters
4. Press Done

The * lets you know

filters have been set

IMPORTANT NOTE: You must remove/reset the filters to return to your original complete list of work
orders. To remove all filters scroll to the bottom of the Advanced Options Screen and press Reset
Criteria
HOW TO SEARCH THROUGH YOUR WORK ORDERS
Sometimes it is helpful to search through your work orders instead of scrolling through them. You may search by
Work Order #, Equipment Tag #, Building, Department, Request, and even Status.

1. Navigate to your Work Order list by either tapping on work orders from your Home Page, or by going to
the MenuWork OrdersWork Order
2. Begin typing what you are searching for in the top search bar.

HOW TO POST TIME ON WORK ORDERS

1. Tap on the work order you wish to post time on from your work order list
2. Go to the Work Order Tasks window
3. Tap on the Task you want to post time on
4. Press the Labor button
5. Enter your hours in increments of .25/15 minutes
a. You may also scroll down and enter Tech Comments here. NOTE: It is always important to post
comments so dispatch can relay them to the customer in the event of a customer complaint.
b. You may also Finish the work order at this time by checking the Finish Task checkbox. Do not
check this box if the work is not finished as the customer will get an email saying you have
completed the work
6. Press Save on the labor screen and once again on the work order to complete the transaction

This defaults to you but you

may change it to post time
for other Techs you are
working with
HOW TO FINISH WORK O RDERS

In most cases you will be posting labor while finishing your work. You may refer to the instructions to post labor
and finish the work at the same time by clicking here: #How To Post Time On Work Orders. If however you have
already posted your time but you just need to enter a finish date follow the instructions below.

1. Navigate to the work order you want to finish.

2. Go to the Work Order Tasks tab
3. Tap on the Task you would like to finish
4. Enter a Finish Date
5. Press Save

HOW TO POST PARTS ON WORK ORDERS

If you have used any materials for a work order you should also post your material charges before finishing the
work order.

1. Navigate to the work order you wish to post materials on

2. Go to the Work Order Tasks tab
3. Tap on the Task you want to post material against
4. Press the Parts button
5. Press the (…) search button next to Part
6. Type in a portion of the Part Code or Part Description. If you’re not sure just press the space bar and all
Parts in the inventory will be loaded
7. Select the Part
8. Enter the quantity used. NOTE: At this time DU equates quantity used with estimated dollar amount. If
you used about $100 worth that will be the quantity you select
9. Press Save on the QP Parts screen and save once more on the work order to complete the transaction

You can hit spacebar

to see everything
HOW TO POST COMMENTS ON WORK ORDERS

In many cases you should post comments while you are posting your labor hours. You may check the link here for
those instructions: #How To Post Time On Work Orders

1. Navigate to the work order you want to post time on

2. Click on the Work Order Tasks tab
3. Tap the Task you want to post Comments on
4. Press Task Comments
5. Press New
6. Tap into the Comments box and either dictate or type to enter your comments
7. Press Save on the Comments screen and save once more on the work order to complete the transaction

HOW TO VIEW PM TASK INSTRUCTIONS

For PM work orders in some cases step by step instructions have been added to assist the Technician in performing
the work properly.

1. Navigate to the PM work order

2. Go to the Work Order Tasks tab
3. Tap on the Task you need instructions for
4. Tap on Task Sheet on the bottom menu
HOW TO ATTACH PHOTOS TO WORK ORDERS

1. Navigate to the work order you want to attach a photo to

2. Look for the tab on the bottom of the work order called Photos. If you do not see it on the bottom of the
work order then it is in the section called More
3. Press Take Photo and Use Photo. Repeat this to attach more pictures

HOW TO UPDATE WORK ORDER STATUSES

It is important to update the Status of work orders so that all maintenance personnel knows quickly what is going
on with the work order, but also because Status changes can generate an email to the Requestor to update them.

1. Navigate to the work order that needs a Status change

2. Scroll to the bottom of the Identity page
3. Change the Status
4. Press Save. Be aware this will send an email to the Requestor

HOW TO CREATE A CORRECTIVE WORK ORDER

LOCATION BASED
When creating corrective work orders you’ll need to select either a Location or an Item. It is extremely important
that you select the proper location so that good reports can be written about the history of work in a particular
location. IMPORTANT NOTE: IF THE WORK IS ASSOCIATED WITH A SPECIFIC ITEM LIKE A VEHICLE OR AN AHU
THE WORK SHOULD BE LINKED DIRECTLY TO THE ITEM AND NOT JUST THE LOCATION. SEE BELOW SECTION FOR
ITEM BASED WORK ORDERS.
1. Navigate to your work order list
2. Press the + button in the top right corner

3. Select a Facility
4. Select a Building
5. Select a Floor
6. Search for the proper Area # using the (…) You may type a portion of
the number or description.
You may also hit the space
bar to load the list of all
Areas on that Floor

7. Select the Repair Center

8. Choose a Work Order Type
9. Choose a Priority
10. Type in or dictate the Action Requested
11. Go to the Work Order Tasks Tab and press New (This is the most frequently forgotten step because it is on
another tab)

12. Select a Task

13. Select the proper Trade
14. Scroll down to the bottom and check Assigned To Self if you will be the one performing the work,
otherwise leave this blank so it will go in the unassigned queue for that Trade’s foreman
 It is important to Assign To
Self if you want the work
order staying on your
device. If it is not assigned
to you it will go to that
Trade Foreman’s queue for
unassigned work.

15. Press Save on the Work Order Tasks tab

16. Press Save on the Work Order to complete the transaction

ITEM BASED
It is critical to associate specific pieces of Equipment with corrective work orders you are performing on them.
Choosing the Equipment on your work orders will start to build a maintenance history that is helpful in addressing
future problems and in justifying an item’s replacement instead of repair. If you discover a major piece of
Equipment is not in WebTMA you should notify the Shop Foreman and/or the WebTMA administrator so that it
can be added into the database of items we maintain. The steps will be exactly the same as the instructions above
for Location Based Work except for steps 3-6.

1. Navigate to your work order list

2. Press the + button in the top right corner

Type a portion of the Tag # here. All

Equipment is tagged as
BuildingCode_EquipmentTypeAbbreviation-
3. Scroll down to Select Item
Sequence#
4. Select the Item Type (almost always Equipment or Vehicle)
5. Search for the proper Equipment Tag # using the (…)

6. Select the Repair Center

7. Choose a Work Order Type
8. Choose a Priority
9. Type in or dictate the Action Requested
10. Go to the Work Order Tasks Tab and press New (This is the most frequently forgotten step because it is on
another tab)
 11. Select a Task
12. Select the proper Trade
13. Scroll down to the bottom and check Assigned To Self if you will be the one performing the work,
otherwise leave this blank so it will go in the unassigned queue for that Trade’s foreman

It is important to Assign To
Self if you want the work
order staying on your
device. If it is not assigned
to you it will go to that
Trade Foreman’s queue for
unassigned work.

14. Press Save on the Work Order Tasks tab

15. Press Save on the Work Order to complete the transaction

HOW TO VIEW AREA/ITE M HISTORY FROM A WOR K ORDER

Sometimes it is helpful to see a snapshot of the other work that has taken place in a particular room or on a
particular item. When a Technician gets dispatched to a particular space for a plumbing issue, it might be helpful
to know what else has been going on in that Area. This highlights the importance of selecting the proper locations
and the proper items when creating work orders. The history will display on the location/item selected for the
work order. If for instance someone just selected the Mary Reed Building, history will show but it won’t be
particularly helpful as that is a large space.

1. Navigate to the work order with an Item whose history you’d like to check
2. Go to the History tab
3. Click Fetch More to continue loading work order history.
a. You may tap on a particular work order to see more detail
b. You may tap on the Work Order Tasks tab to see the previous Tech’s Comments
 Scroll down to see
previous
comments

HOW TO REMOVE FINISH ED WORK FROM YOUR LIST

After finishing work orders you may not want to see them remain in your list. mobileTMA GO will leave finished
work orders in your queue for up to 24 hours before they will drop off. If you would like to remove them manually
follow the instructions below:

1. Navigate to your work order list

2. Scroll to the finished work order you want to remove from your list
3. Swipe right to left with your finger on the work order
4. Press Delete
a. So long as your work orders have synced there is no harm in deleting them from your device.
This does not delete the work order, it just removes it from your device. If a work order is still
open and you accidentally deleted it, it will return to your device as soon as you refresh your
work order list: #How To Refresh Your Work Orders
5. Continue this for all finished work orders as needed
HOW TO USE WO QUEUE – ASSIGNING UNASSIGNED WORK TO YOURSELF

WO Queue allows Technicians to view the queue of work orders within their Trade and assign them to themselves.
This should help drive efficiency by allowing Technicians to jump on work orders that the foremen may not have
had time to assign yet. NOTE: This has not been set up for all Trades so if work doesn’t appear here then your
Shop hasn’t had this done yet.

1. Go Main MenuWork OrdersWork Order Queue

2. Click the “v” in the top and hit Refresh

3. Tap on the work order you want to assign to yourself
4. Check the Assign to Myself box
5. Press Save

OTHER SETTINGS/TIPS

APPLE DEVICE SETTINGS

There are some settings on your Apple device that can help make best use of mobileTMA GO

NOTIFICATIONS
mobileTMA GO will ding/vibrate if notifications are allowed for the application.

1. Tap on Settings
2. Scroll to the bottom of the left pane
3. Select mobileTMA GO
4. Allow notifications
REFRESHING STATIC DA TA

It is important to Refresh Static Data occasionally. mobileTMA GO downloads lists of things like
Buildings, Tasks, Technicians, Work Order Types etc. on your first login. Whenever new
Buildings, Tasks etc. are added they must be downloaded again. This is also usually a good first
troubleshooting step if you are noticing that the application is not functioning properly. You
may Refresh Static Data by logging out and back in or follow the steps below:

1. In mobileTMA GO, Main MenuData Manager.

a. Note you may also get here by pressing on the Unpushed Records from your
Home Screen
2. Press Refresh Static Data on the bottom of the screen
3. Wait for mobileTMA GO to complete the download of everything