How to I create, edit, and delete Jobs?

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Overview

Idencia includes a Jobs feature which allows you to create and manage your Items on a Jobs basis.  Using this feature you can define Custom Item Types specific for a Job and track the production status of all the Items for a Job.

Working with Jobs in Idencia is very simple.  The sections below explain all the aspects of the Jobs feature.

Understanding Jobs

Job Details and Custom Item Types Tab

Shipments Tab

Understanding Default Processes

Viewing All Jobs

Creating New Jobs

Editing a Job

Deleting a Job

Creating Custom Item Types

New Item Type Button

Importing Custom Item Types

Import File Format

Understanding Jobs

Selecting a Job number from the Jobs list will display the Job Details page.  Below is an overview of the elements on the Job Details screen.

Job Details and Custom Item Types Tab

• 1 - Number
  • The unique identifier for the Job.  This field is called the Job "number" but can include any combination of numbers, letters and most symbols.

• 2 - Name
  • The Job Name

• 3 - Customer (optional)
  • The Job's Customer (see Maintaining a Customer List for additional information)

• 4 - Created
  • The date the Job was created in the system.

• 5 - Limit Items to Number Required
  • Specifies whether or not users will be allowed to over produce.  When this box is checked, once the Number Required for an Item Type has been met, no new items of that type can be added to the Job.

• 6 - Mark Job as Completed
  • Checking this box sets the Job status to "Complete" and sets the Completed date (below) to the current date.

• 7 - Completed
  • The date the "Mark Job as Completed" checkbox (above) was checked.

• 8 - Default Process (optional)
  • When creating new Custom Item Types, if the Default Process is not specified at the Custom Item Type level, this process will be used as the Default Process for all items of that type (see the Understanding Default Processes section below for more information on how this setting affects Mobile Application users).

• 9 - Custom Item Types 
  • This tab contains the list of Custom Item Types for the Job and their primary properties.

• 10 - Shipments
  • This tab contains the list of Shipments for the Job and their primary properties (see the Shipments Tab section below for more information).

• 11 - Action
  • This column contains the action buttons available for each Custom Item Type.
    • Pencil Icon :  Opens the Custom Item Type for editing
    • Delete Icon:  Deletes the Custom Item Type (note that Custom Item Types that contain Items cannot be deleted)

• 12 - Number
  • This column contains the list of Custom Item Type numbers for the Job

• 13 - Name
  • This column contains the list of Custom Item Type names for the Job

• 14 - Produced
  • This column contains the quantity of Items produced for the given Custom Item Type.  If the Limit Items to Number Required checkbox (above) is checked, this number cannot exceed the number 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.  
    
    

• 15 - 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.

• 16 - Shipped
  • This column contains the quantity of Items shipped based on information pulled from the Shipments tab (below).
    
    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. 
    
    

• 17 - Default Process (optional)
  • This column contains the Default Process to be used for all Items of the given Custom Item Type (see the Understanding Default Processes section below for more information on how this setting affects Mobile Application users).

• 18 - Information URL (optional)
  • This column contains the URL where information about the given Custom Item Type can be found.  This URL is specified when the Custom Item Type is created (see the Creating Custom Item Types section below).
• 19 - New Item Type button
  • Click this button to create a new Custom Item Type (see the New Item Type Button section below).

• 20 - Import button
  • Click this button to import a .CSV file of new Custom Item Types (see the Importing Custom Item Types (Overview) section below).

• 21 - Edit button
  • Click this button to Edit the Job (see the Editing a Job section below).

• 22 - Back to List button
  • Click this button to return to the main Jobs list.

Shipments Tab

• 23 - Action
  • This column contains the action buttons available for each Shipment.
    • Pencil Icon :  Opens the Shipment for editing
    • Delete Icon:  Deletes the Shipment

• 24 - Number
  • This column contains the list of Shipment Numbers that have been created for the Job.

• 25 - Names
  • This column contains the list of Shipment Names that have been created for the Job.

• 26 - Scheduled Date
  • This column contains the date a Shipment is scheduled to ship.

• 27 - Shipped Date
  • This column contains the date the Ship Now button was clicked (see the Shipped column below). 

• 28 - Shipped
  • Before a shipment is shipped, this column will display the Ship Now button.  Clicking this button will mark the shipment as shipped and set the Shipped Date (above) to the current date.  This action can be reversed by editing the shipment details (click the pencil icon in the Action column).
    
  • After a shipment is shipped, this column will display a check mark 
    

• 29 - New Shipment Button
  • Click this button to create a new shipment.

See the Creating Job Shipments article for detailed instructions.

Understanding Default Processes

When a default process is specified for an Item's Item Type, that process must be run and 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 (in this case, Custom Item Type) or Job level.

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 Additional Process they choose.

Because Default Processes can be set at both the Item Type (or Custom Item Type) level (#15 above) and the Job level (#8 above), 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

 

Viewing All Jobs

Selecting Jobs from the main menu will display the Jobs page. Here you can see the complete list of Jobs.

Checking the "Active Jobs" checkbox will narrow the Jobs list to only those Jobs without a Completed date.

Column Descriptions

• Action:  Edit and Delete action buttons
• Number:  Job Number
• Name:  Job Name
• Customer:  Customer (if any) for whom the Job's items are being produced
• Created:  The date the Job was created
• Completed:  The date the "Mark Job as Complete" checkbox was checked

Creating New Jobs

Follow the steps below to create a new Job.

1. In the left-hand navigation menu, select Jobs
2. At the top of the Jobs list, click the New Job button
   
   
   
   
3. Enter the Job details
   
   
   
   Number:  A unique identifier for the Job.  This field is called the Job "number" but can include any combination of numbers, letters and most symbols.
   Name:  The Job Name (can be the same as the Job Number)
   Customer (optional):  Select a customer from the drop down list (see also Maintaining a Customer List)  
   Limit Items to Number Required:  When checked, users will be prevented from adding new items to an Item Type in the Job where the Number Required has already been met.
   Mark Job as Completed:  When checked, the Job will be marked complete, 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.
   Default Process (optional):   When importing Custom Item Types into this Job, if no Default Process is specified in the import file, this process will be used as the Default Process on imported Item Types.
4. Click Save

 

Editing a Job

1. From the Jobs list, click the edit icon next to the Job you want to edit.  The Edit Job page will display.  
   
   
   
   
2. Update the Job Details.  See the Creating New Jobs section for more information about the available fields.
3. Click Save.

 

Deleting a Job

Jobs cannot be deleted unless all of the Items and Item Types associated with the Job have also been deleted, or moved.  Follow the steps below to delete a Job.

1. Click the delete icon for the Job.  A confirmation screen will display. 
   
   
   
   
2. Click the Delete button.  The Job will be deleted.

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.

New Item Type Button

1. Click the New Item Type button.   The Create New Custom Item Type page will be displayed.
2. Enter the following values:
   
   Number: A unique number for the Custom Item Type.
   Name: A description of the Custom Item Type.
   Default Process (optional): the Process to use when creating a new Item of this type.
   Information URL (optional): a URL address to a image or PDF file that can be displayed on the mobile device for reference.
   Quantity Required: the number of Items of this type that are required for this Job.
   
   
   
   
   
3. (Optional) Enter values into any defined Item Type Custom Properties.  Values entered into these custom properties will be associated with all items of this type.  See the How do I create, edit, and delete Custom Properties? article for more information.
4. Click Save.

The Job Details page is displayed showing the new Custom Item Type added to the list.

Importing Custom Item Types (Overview)

If you have a large Job with a lot of Custom Item Types, you can import a CSV file and create all of the Custom Item Types at one time.  Below is a brief overview of this process.  See the How do I import Item Types? article for more detailed instructions.

1. From the left-hand navigation menu, select Jobs
2. Select the Job you want to work with
3. Click the Import button
   
   
   
   Selecting the Import button displays the Import Custom Item Types page.  
   
   
4. Click the Browse button to navigate to the import file, then select Open.  The file name will be displayed in the CSV file box.
5. With the file selected, press the Next button.  The import file is now validated.  If all of the data is valid, a message will be displayed telling you how many Custom Item Types will be imported.  If there are problems with the import file, an error messages will display.  The following conditions are checked:
   
   1. If there are any duplicate Custom Item Type Numbers, a message will be displayed stating so and the file will not be imported.
   2. If there are invalid data in the file (a letter in the Quantity column, for example) a message will be displayed stating that not all of the items will be imported.
      
      

1. If everything looks good, select the Import button and the Custom Item Types will be imported into the Job.  When a Custom Item Type is imported, two things can happen:
   
   1. If the Custom Item Type Number does not exist in the Job, a new Custom Item Type is created.
   2. If the Custom Item Type Number does exist in the Job, the information about that Custom Item Type is updated to the values in the import file.  You can change anything about the Custom Item Type including the Quantity.

Custom Item Type Import File Format

The Custom Item Type import file must be a CSV (Comma Separated File) format.  The easiest way to create a CSV file is to use a spreadsheet program like Microsoft Excel.  Fill in the values and when it is time to save the file, select Save As, then select CSV as the file type.

The import file must contain the following columns:

• Number
• Name
• Quantity
• Process

In addition, you can include the following optional columns:

• URL
• Any Item Type Custom Property Name

These columns can be in any order.

See the Importing Custom Item Types from a File article for more detailed instructions.