02. Building New Jobs

Available YouTube Video(s) for this Topic:

• Main Tutorial: Basic Data Collection Job

• Main Tutorial: Basic View Data Job

• Main Tutorial: Basic Show Resource Job

• See Also: Passing Value into Surveys via Hierarchy Drill Down

Introduction

In order for your FOs to do a job with their Android, you would first need to build it and then publish it. Given the flexibility of the system, this article will provide a general walkthrough and leave specific topics to be covered in other dedicated sections.

Recall there are three types of tasks to build a job with:

1. Data Collection task – collects information entered by FOs and upload it to the cloud.
2. View Data task – display information pertinent to FOs.
3. Show Resource tasks – play a media file from the device

Together these are flexible enough cover a wide range of use cases involving your FOs, empowering them with the information they need in the field, helping them to adhere to SOPs and simultaneously giving you near-real time visibility into your operations anywhere in the world.

Getting Started

Log into your copy of saleforce, open the TaroWorks App and click the tab labeled Jobs to see the Jobs Manager screen. At this point you can either start a completely new job or clone an existing job (in v2.27.1 or higher).

Option A) Start a New Job

Click on New to build a new job. You will see a screen where you can edit components of this new draft job. Continue to build the job by going through the sections.

Option B) Clone an Existing Job

You can clone jobs in any status (Draft, Published, Closed), this is useful when making changes as it save you from re-doing any work that stay the same.

First, open the job in the Job tab and then click the Clone button. There will be a dialog reminding you that any changes must be first saved in order for them to be cloned. Once you click Ok the screen will refresh and you will be editing the new cloned job with the same name in draft status. (It is already saved.)

Note: If surveys used in the tasks for a job have been closed, error(s) will be shown after you first clone the job. You will be given an opportunity to use another survey when you build this cloned job. If the job involved deleted objects and fields, it cannot be cloned and an error will appear.

Continue to edit the information as shown below.

General

Here there are three fields that can be edited.

Job Name

This is the name of the job that the FOs will see and pick from the job list. Non-English characters are supported, what you see in this field is what will be shown.

Starting with v2.27.1, you are now able to have jobs that are of the same name. However, take care not to confuse yourself or your field agents when you publish or close them, or when setting Job Targets.

TIP: Consider something short and simple beginning with a verb such as “Make a sale”. Jobs are listed in alphabetical order on the device.

Instruction

This is optional. You can enter a few short sentences for FOs to read before commencing the job. The instruction will be shown after that job has been selected and the mobile user tap the See Instructions button on the android device.

TIP: This is useful to remind FOs take steps such as “Don protective equipment” or “Calibrate scales”. You can help your FOs when they are faced with a choice between similar jobs and need help to figure out which is appropriate to their circumstance.

Status

There are three possible statuses for a job:

• “Draft” means a job is being built and it is not ready for use and is the default. The job will not be visible on any devices. While in this status you are free to edit the job. You are also able to delete a draft job.
• “Published” means that a job is available on the devices for FOs to do. A published job cannot be edited or deleted. It can only be closed. 
• “Closed” means that a job is no longer available for FOs. The job will disappear from the devices. Any jobs completed by FOs before the close date will be able to upload to salesforce. Jobs done after the close date will not be uploaded. A closed job cannot be edited or deleted.

NOTE: In the current version, you must save a job as draft first before it can be saved as published. This is to encourage user to double check the job.

Hierarchy Drill-Down

Hierarchy here means the object model you have setup in your salesforce. This determines how your mobile user will find the record that they will view, change or append a child record to. TaroWorks will follow your settings here to determine what information to load onto your FOs’ devices.

It is possible to have a valid job without adding any objects in the Hierarchy Drill-Down as not all jobs require a Hierarchy Drill-Down to be defined. Usually these jobs involve registration type surveys where no existing records are affected and there are no view data tasks.

How to Define a Hierarchy Drill-Down for a Job

1. The job must be in Draft status. Click New to begin adding objects to the Hierarchy (red arrow).
   
2. A dialog box as shown below will appear. Click on the Object droplist (green arrow) to choose the top level in the hierarchy.
   NOTE: Starting with Taroworks Managed Package v2.26.2, the first level object is free to be anything in Salesforce and not forced to be Contact. Be sure to use the latest version where possible.
   
3. The screen will show "Loading..." for a short while, then you will be able to see the object's fields in the droplist labeled Field Displayed on Drill-Down (green arrow).
   NOTE: This is usually something that is distinctive and meaningful to the field officer for them to select the record.
4. Choose the field that you want to be displayed for the drill down. For example, if “School Name” is selected then the choices for schools would be their official school name.
5. Now set the Fields Displayed in Detail. Select fields from the left box labelled Available Fields (red box), then click the Add button (yellow arrow) to move them to the right box labelled Selected Fields (green box).
   
6. Repeat step 5 as needed to pick all the fields you want to be displayed in the detail view. Use the Up / Down buttons at the right (red arrow) to arrange the order.
    
7. Click Save (green box) to save the changes, click Cancel (red box) to discard them.
   
8. A row would appear, showing that the object has been added to the Hierarchy Drill-Down. Click Edit to make changes and Delete to remove it from the Hierarchy.
   NOTE: You may not be allowed to Edit or Delete an object in the Hierarchy if it is currently being used in this job or if there are lower levels in the Hierarchy under this object.
   
9. If you wish to add more objects, click New again.
10. You can now choose the object for the 2nd Level in the Hierarchy Drill-Down. Note that only child objects of your previous level are shown (child objects meaning objects that contact via a lookup field or a master-detail field).
    NOTE: It is possible for two objects to relate in multiple ways. If this is the case you can see the text in parenthesis to help you decide how to drill down. This behaviour applies to any pair of related objects in general.
11. Repeat the above steps as necessary until all levels are added to the Hierarchy Drill-Down.

Using the correct Hierarchy Drill-Down is especially important if there are any detail fields to be automatically passed in to any data collection tasks. Currently due to the limitation of starting with Contact objects, your intended data structure may need minor modifications. For more tips on how to combine Hierarchy Drill Down with field mapping in surveys, please see this guide. (Coming Soon.)

WARNING: Use EXTREME CAUTION when DELETING / CHANGING a Mapped Object

Once you have added an Object or a Field to the Drill-Down Hierarchy, the following actions will negatively affect the job and could cause data to be lost:

• Deleting the Object / Field, and
• Changing the Object / Field Name. 

For more on this, please see this article on Actions to Avoid while using Taroworks.

Tasks

A job consists of one or more tasks, which can be thought of as steps in the process. A job is done when all tasks in that job is executed. You can link any type of tasks (data collection, view data and show resources) together to build your job that fit your organization’s process.

Before adding any tasks, it is strongly recommended to first make ready the following:

• The Hierarchy Drill-Down (if applicable) set;
• Surveys for all Data Collection Tasks in this job are properly built (draft or published); and
• Media files for all Show Resource Tasks in this job are properly uploaded.

Please refer to respective documentation for building surveys and uploading media files.

How to Add a New Task to a Job

1. The job must be in Draft status. Click New to begin adding a task to the job (red arrow).
2. A New Task dialog box as shown below will appear. You will be presented with the three tasks to choose from, defaulted to Collect Data. Make a choice and refer to the sections below for more information.

How to Add a New View Data Task

1. Enter title of the task in the Title field.
   TIP: Short and descriptive is best. You may also wish to add a number. For example: “Task 1 of 3: Check Well Record”
   NOTE: In the current version, while you can enter text for the Instruction field, it will not be shown on the Android devices.
   
2. In the End Object dropdown box, select which object will be viewed.
   NOTE: Only object added to the Hierarchy Drill Down can be chosen as the End Object.
   
3. Click Save to save this task or Cancel to discard changes.

How to Add a New Data Collection Task

1. Enter title of the task in the Title field.
   TIP: Short and descriptive is best. You may also wish to add a number. For example: “Task 2 of 3: Record Observations”
   NOTE: In the current version, while you can enter text for the Instruction field, it will not be shown on the Android devices.
   
2. In the Survey dropdown box, select the survey to collect data with.
   NOTE: Draft surveys will also be shown here, but that survey must be published before the job can be published.
   
3. Once a survey has been selected, a new dialog box will appear (green box) if there is a defined Hierarchy Drill Down.
4. (Optional) If you have defined the Hierarchy Drill Down in this job, and you wish to pass a value from the Field in a Detailed View then click the +Add link (red arrow) and continue to step 5. Or else just click Save to save the task.
   
5. A row of fields will appear with the labels Object, Object Field and Survey Field. Set these to inform TaroWork which fields to pass in.
   • Object - These are the objects you have added to the Hierarchy Drill down.
   • Object Field - These are detailed fields you have chose to show for the selected object.
   • Survey Field - These are the questions that are in the chosen survey.
   • NOTE: Click Delete (red arrow) to remove a field pass-in.
     
6. Repeat steps 4 and 5 if there are additional fields that you wish to pass into questions. Else click Save (green box) and save the task.

How to Add a New View Resource Task

1. Enter title of the task in the Title field. 
   TIP: Short and descriptive is best. You may also wish to add a number. 
   NOTE: In the current version, the Instruction field will not be shown on the Android devices.
2. All valid files in the TaroWorks library will appear in the table. Click the radio button next to one to choose it.
   
3. Click Save (red box) and save the task.

How to Reorder Tasks within a Job

1. To change the order of saved Tasks, click Order (red arrow).
   
2. A dialog box as shown below will appear. Click on the task that you want to move (red box).
3. While a task is selected (hightlighted in grey), click the up/down buttons (green arrow) to move the selected task up or down.
   
4. Repeat step 3 until all your task are in the desired order. Click Save to save changes or Cancel to discard changes.
   
5. You will see that the order has been changed successfully.
   

How to Save Changes to a Job

1. Find this set of buttons near the top or at the bottom of the screen. Click Save to save the job or Cancel to discard changes.