March, 2019

Introduction

This document provides information about new features and modifications in release v3.2 of the Trimble® AllTrak™ Cloud software, which was deployed to the alltrak.trimble.com site on March 29, 2019.

New Features and Improvements in Version 3.2

Automatically Email Delivery Notes

A copy of the Transfer Delivery Notes can automatically be emailed to employees who will become responsible for any items in the transfer.

  1. The Enable Email Notifications setting must be turned on in the Company Settings | General Settings page.

 

  1. For an employee to receive the Delivery Notes via the automatic email, the Delivery Note must be checked on the Email tab of the Edit Employee popup.

  1. When tools are transferred, employees who are listed as responsible employees for tools in the transfer cart will receive an email with the Delivery Notes PDF file attached.

  • The email subject line will read: “Delivery Note”.

  • The Body of the email will read:

Dear Sir/Madam,

Asset(s) have been transferred to your responsibility, see the attached Delivery Note for the details.

Transfer Cart Changes

A Task code field has been added to the Transfer Cart.  

  • The task code field is shown at the bottom of the Transfer Cart on the AllTrak Cloud Web Browser client and on the Transfer Details screen in the Mobile Transfer workflow.

  • An alphanumeric code up to 20 characters can be entered in the field

  • The Task Code will be printed on the Delivery Notes

  • Task Code can be added as a column to Asset Transfer History Reports

  • Task Code is a column on the Raw Data tab of the Excel version of the Asset Charge Reports.

Selected Item Count

The summary line at the bottom of the grid displays will now show how many items have been selected in the grid.  This enables a user to select items in the grid and scroll the grid to view more items and still keep track of how many have been selected.

AllTrak Cloud Mobile New Features & Improvements

A new version of the mobile app will be available within a few days from the v3.2.1 deployment date (March 29, 2019) for download from the Google Play store for Android devices and the App Store for iOS devices.

AllTrak Cloud Mobile Home Screen Changes

The Home screen on the AllTrak Cloud mobile app has been modified to accommodate the new Field Request feature.  The overview section of the home screen has been reduced to increase space for the new feature. The new layout is shown below.

Home Screen Changes

  1. Current Working Location

Click on the location icon to select a different working location.

  1. Request

Click on Request to launch the Field Request workflow (described below).

  1. Settings

Click on Settings to view and modify the mobile app settings.

  1. Logout

To fully logout of the AllTrak Cloud mobile app, click on the burger button and select Logout at the bottom of the menu.  You may close the app without logging out.

Note: Users may need to log out of the mobile app and log back in after installing the update in order to access the Request workflow.

Mobile Field Request

The Field Request feature enables a mobile user to build a list of tools needed in the field and email the list to a worker in the warehouse.   The requested list of required tools will also include the location, the date the tools are required and the employee who requires the tools. The expected return date and notes can also be added to the request.  

Requests are saved on the device enabling the request to be forwarded in case the recepient did not receive it or was out of the office that day.  Previous requests can also be copied and modified as a new request. A label can be added to generated requests to make it easier to find a desired request.  Individual requests or all requests upto a selected date can be deleted from the history list to keep the list managable.

Generating a new Field Request

  1. On the home screen tap on Request

    • The Request history page will be displayed.  The first time this feature is used on the device, the history will be blank.

  2. Tap on the icon to begin creating a new request.

    • The Add to Request screen will appear

  3. Enter search criteria for the desired tool

    • The list of tools that meet the entered criteria will be displayed

    • The search routine will search the Description, Asset Group, Manufacturer, Model, Scan Code and Alternate Code fields

  4. Tap on a tool in the list that is like the one desired.

    • Although the search results will return all tools that meet the search criteria, the request will not include the scan code or alternate code of the tool selected, so simply select the first one that matches the type of tool needed.  

    • The request will include the Asset Group, Description, Manufacturer and Model of the selected tool, so that the warehouse employee can find an appropriate tool to fulfill the request.

  5. Enter the quantity needed for the type of tool being requested.

    • If 2 angle grinders are needed you can change the quantity from 1 to 2 in order to indicate that 2 grinders like the one requested are needed in the field.

    • Click on OK to return to the Add to Request screen.

  6. Repeat steps 3 through 5 until all the desired assets have been added to the list.

  7. Tap on the next arrow icon at the bottom right of the screen to view the full Request List

    • To add more assets to the Request List tap on the search icon

   

  1. From the Request List screen tap on the next icon to enter the Request Details.

    • The Request Details screen will appear

    • Tap on the Send Request To field and select the employee the Request should be emailed to.

    • Tap on the Date Required field and select the date when the requested items are needed.

    • Optional: Tap on the Need Until field to select a date indicating how long the requested items are needed.

    • Tap on the Request for Location field to select the location where the requested items are needed.

      • The location will default to the selected current location on the mobile app

    • Tap on the Request for Employee to select the employee that the requested items should be transferred to

      • The employee will default to the user who is logged into the mobile app

    • Optional: Tap on the Notes field to enter notes to be included with the request

    • Optional: Tap on Request Lable to add a label for this request

      • Enter a label to make it easier to find common request list in the History log so the request can be easily repeated for another location

    

  1. Tap on the Finish icon to submit the request.

    • A PDF Request will be created and attached to an email sent to the employee selected in the Send Request To field.

    • The employee must have an email address setup in their profile within AllTrak Cloud.

    • The subject of the email will be “Requested Items for Location < Location Name (ID) >

 

Sample email for a Field Request

 

Subj: Requested Items for Location Coffee Shop (CT-103017)

 

Dear John Hooper, 
 

Please find the attached file contains a list of Requested Items. The fulfillment of this Request is subject to availability of the items.

 

Field Request Details

For Location

:

Coffee Shop (CT-103017)

For Employee

:

John Inman (EMP112)

Need By

:

03/28/2019

Request Notes

:

Will pickup at warehouse on Thu am

Submitted By

:

John Inman

For any clarification, contact either the For Employee or the Submitted By Employee.

 

Sample Field Request PDF attachment

 

Using the Request History

Field Requests that a user has generated will appear in the Request History Screen when the Field Request workflow is launched.  

  • Requests are shown on cards displayed in descending order based on the date they were submitted.

  • If a label was added to the request, then the label will be displayed as the title of the request.

  • If a label was not added to the request, then an automatic title will be used in the format of yyyymmdd-### (Year Month Day – number of requests submitted that day).

  • Each card will show the submittal date, designated “To Location”, “To Employee”, and number of items in the request.

  • Tap on the ellipse on the card to access actions that can be taken for each request

 

  • Forward Request forwards the request and Request PDF attachement to a another Send Request To employee.

    • None of the other details or the items requested can be changed when a request is forwarded.

  • View Requested Items will display the list requested assets so that you can make sure that you are viewing the correct request.

  • View PDF will download the PDF file that was emailed with the request

  • Copy Request makes a copy of the selected request including all of the requested assets and requires new Request Details to be entered

    • Note, the back arrow button can be used and the list of requested items can be modified as if the request was being created from scratch.

  • Remove will delete this request from the History.

  • Tapping on the  on the Request History title bar allows a user to delete multiple requests in the history by entering a date to delete all requests submitted on or before the selected date.

Privacy Information

At Trimble, we are committed to your privacy. We know that we must earn your trust—and keep it—every time you use Trimble products and services to transform the way the world works.  You can view more details at www.trimble.com/privacy.aspx.

In regards to Trimble AllTrak Cloud, it is possible that a company may add certain information about an employee that is private.  This information is solely retained within the AllTrak Cloud environment and is not linked to any other Trimble system. Trimble will not use this information for any marketing purposes.  This data can be removed by a user who has been given permission to edit employee information within your company’s AllTrak Cloud tenant. If you have any questions about the data stored within AllTrak Cloud, please contact your company’s AllTrak Cloud administrator.

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