Idencia 101-19: Creating Jobs (step by step)

Step by step instructions to create jobs

NOTE: This lesson plan is designed for use in our Tutorial system where hands-on exercises and datasets can be created without affecting your Production Idencia system.  If you viewing this lesson plan from within your production Idencia site, please contact your customer liaison for access to our Tutorial site for hands-on learning.

Login to Idencia

If you are already logged in to Idencia, skip to the Creating New Jobs section below.

1. Click the link below to open the Idencia Tutorial site in a new browser tab.  Once a new browser tab is open and the tutorial site has been loaded, you'll need to return to this tab to finish reading your instructions. 
   
   https://tutorial.idencia.net/
   
   
2. Login to the Tutorial site using the credentials below
   
   User Name: <your email address>
   Password:  <supplied by your Idencia Customer Liaison>
   
   
3. Verify that you now have two browser tabs open for your Idencia 101 work.
   1. This page
   2. The Idencia Tutorial site

Creating New Jobs

1. In the left-hand navigation menu, select Jobs
   
   
2. Click New Job 
   
   
   
   
3. Enter <YourFirstName> - Job 1 in the Number field.  
   
   
4. Enter <YourFirstName> - Job Name 1 in the Name field.
   
   
5. Select one of the customers you created in the previous lesson from the Customer drop down list.
   
   
   
   
6. Check the Limit Items to Number Required checkbox.  When this box is checked, users will be prevented from creating new items once the required quantity of the Item Type has been fulfilled.  Users will no longer see this Item Type in the selection list when creating new items in the Mobile Application
   
   
7. Leave the Mark Job as Completed checkbox UNchecked.  When checked, the Job will be marked complete and the Job Completed Date will be recorded.  Users will no longer see this Job in the selection list when creating new items in the Mobile Application.
   
   
8. Leave the Default Process field blank for now.  We'll circle back to this later.
   
   
9. Enter information in the Delivery Address, Purchase Order Number, and Notes fields you created in the previous lesson.  Be sure to fill in the fields prefixed with your first name.
   
   
10. Click Save.  The Job Details screen will be displayed.
    
    
    
    Congratulations!  You've just created your first job.  But notice there are no item types listed at the bottom of the screen.  Next, you'll need to create the products (custom item types) that need to be produced for the job.

Creating Custom Item Types

Custom Item Types are used to define the specific types of Items for a Job.  Custom Item Types can be created in two ways.  You can use the New Item Type button to create a single Custom Item Type, or you can use the Import button to import as many Custom Item Types as you wish.  Let's use the New Item Type button for now.  We'll learn about importing item types from a file in a future lesson.

New Item Type Button

1. Click New Item Type.   The Create New Custom Item Type page will display.
   
   
   
   Notice that, with the exception of the page title, this screen is identical to the screen you used to create stock item types.  The processes and fields are identical.  The only difference is that you're creating a Custom Item Type for a specific Job.
   
   
2. Enter the following values:
   
   Number: A unique number for the Custom Item Type.
   Name: A description of the Custom Item Type.
   
   Now lets take a look at two of the fields we skipped when creating stock item types.
   

   Default Processes
   

   Default Processes are Processes that must be completed before any other process can be run against a particular Item.  A Pre-pour Process, for example, where the user must respond to questions regarding form cleanliness, rebar placement, etc. can be set as the default process for specific precast Item Types.  When a new Item is created, the default process for the Item's Item Type will be assigned by default and must be completed before any other process can be started.

   • An Item Type (or Custom Item Type) is not required to have a default processes. 
   • Default processes can be set at the Item Type/Custom Item Type or Job level.
   • Only 1 default process will be run per Item

   A Mobile Application user will not have the ability start any Additional Process on an Item until the Default Process is complete.  If the Item's Item Type does not have a Default Process specified, the user will have the ability to start any available Process they choose.

   Example Scenario

   Say, for example, you have the following Processes defined in your system.

   • Concrete Beam Pre-pour Process
   • Concrete Wall Pre-pour Process
   • Concrete Beam Post-pour Process
   • Concrete Wall Post-pour Process
   • Add to Inventory Process
   • Document Repairs Process
   • Add to Shipment Process

   You also have the following Item Types defined in your system.

   • 12' Noise Wall
   • 6' Noise Wall
   • 8' T Beam
   • 10' L Beam
   • 12' I Beam

   You could choose to assign default processes as in the table below.

   Item Type	Default Process
   12' Noise Wall	Concrete Wall Pre-pour Process
   6' Noise Wall	Concrete Wall Pre-pour Process
   8' T Beam	Concrete Beam Pre-pour Process
   10' L Beam	Concrete Beam Pre-pour Process
   12' I Beam	NONE

   When a 6' or 12' Noise Wall item is created, the Concrete Wall Panel Pre-pour Process will be assigned to the new item by default. No other process can be run against the item until the default process is complete.

   When an 8' or 10' L Beam is created, the Concrete Beam Pre-pour Process will be assigned by default and must be completed before any other process can be run. 

   Because the 12' I Beam item type has no default process, the user will not be forced to complete any one process first. Instead, when a 12' I Beam is first scanned on a mobile device, the Idencia Mobile Application will present the user with a list of processes available to existing items. The user will then need to choose the process they wish to run first.

   Job Default Process vs Custom Item Type Default Process

   When working with Jobs, the Default Processes can be set at both the Custom Item Type level and the Job level.  If you remember, we left the Default Process field blank when creating the job earlier, but we could have set the default process at the Job level.  The matrix below is used to determine which, if any, Default Process will be enforced.

   	Item Type (or Custom Item Type) Default Process Exists	Item Type Default Process Does Not Exist
   Job Default Process Exists	Item Type Default Process will be enforced	Job Default Process will be enforced
   Job Default Process Does Not Exist	Item Type Default Process will be enforced	No Default Process will be enforced
   Item is not part of a Job	Item Type Default Process will be enforced	No Default Process will be enforced

   
   Now that you have a brief understanding of default processes, let's use your Prepour Checklist as the default process for your Custom Item Types.
   
   
3. Select <YourFirstName> - Prepour Checklist from the Default Process drop down list.
   
   

   Information URL

   The other field we skipped when creating Stock Item Types was the Information URL field.  This field is used to add a link to the URL address of an image or PDF file that can be displayed on the mobile device for reference.  Most often, the PDF that is linked here is the design drawing of the Item Type being produced. A sample document will be provided for you to use while learning.
   
   

4. Enter the URL below in the Information URL field.
   
   https://cdn2.hubspot.net/hubfs/361933/Sample%20Product%20Document.pdf
   
   
5. Enter 10 in the Quantity Required field.  This is the quantity of the item type that needs to be produced for the job. 
   
   Reminder:  When you created the Job details you checked the Limit Items to Number Required checkbox.  This means that once 10 items of this type have been produced, users will no longer be able to select this item type when creating new items on the mobile device.
   
   The remaining fields on the screen are the same Item Type Custom Properties you filled out when creating Stock Item Types.  
   
   
6. Scroll down and fill in the Custom Properties that begin with your first name.
   
   
7. Click Save.  The Custom Item Type Details page is displayed.
   
   
   
   Note that the Items list at the bottom of the screen is empty.  This is because no items of this type have been produced.  Once you've produced a few items of this type, their serial numbers will be listed here.
   
   
8. Click Back to Job.  The Job Details screen is displayed with your new Custom Item Type at the bottom of the page.
   
   
   
   Along with the Custom Item Type name and number, the Custom Item Types list includes the following columns:
   
   Produced:  This column contains the quantity of Items produced for the Custom Item Type. An Item is considered "produced" as soon as it's serial number exists in the Idencia database, regardless of the processes that have or have not been completed. 
   
   If the Limit Items to Number Required checkbox is checked, this number cannot exceed the quantity required for the Custom Item Type.
   
   The quantity Produced and the quantity Required (set when the Custom Item Type is created) will be displayed next to each other and separated by a slash.  Below this will be a blue progress bar that will fill as the number produced reaches or exceeds the number required.  
   
   
   
   Remaining:  This column contains the quantity of Items left to be produced for the given Custom Item Type (Number Required - Number Produced).  If the Limit Items to Number Required checkbox (above) is not checked, and more items than are required have been produced, this number will be a negative value.
   
   Shipped:  This column contains the quantity of Items shipped based on information pulled from the Shipments tab (more on shipments later).
   
   The quantity Shipped and the quantity Required (set when the Custom Item Type is created) will be displayed next to each other and separated by a slash.  Below this will be a blue progress bar that will fill as the number shipped reaches or exceeds the number required. 
   
   
   
   Default Process (optional):  The Default Process that must be run for all Items of the Custom Item Type.
   
   Information URL (optional):  The URL where information about the Custom Item Type can be found.
9. Repeat the steps in the Creating Custom Item Types section of this lesson to create a second Custom Item Type for the job.
   
   When you're finished.  Click the link below to continue with your next lesson.

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