Frontline Education is please to announce the latest enhancements for Inventory & Help Desk Management Mobile App 2.0 (IHDM), including an enhanced user interface, new dashboard reporting and ticketing, and more.
These release notes will walk you through detailed steps for setting up the app, accessing various features, and making the most of the new functionalities. The new app is designed to streamline your Asset Management and Help Desk tasks with enhanced usability and integrated functionalities.
Release Overview
Enhancements for the Asset Management and Help Desk Mobile App 2.0 (IHDM) include:
- An enhanced user interface
- New dashboard reporting for Asset Management
- New dashboard ticketing for Help Desk Management
- The ability to create, view, and manage Help Desk tickets
- Tag search and ticket history functionality
- Add and view followers and service groups
- One-tap call or email
- Manage and add comments, private notes, and attachments
Download the New Inventory and Help Desk Mobile App
If you don’t already have the IHDM mobile app, follow these setup instructions.
IHDM Mobile App Setup
Step 1: Download the App
- iOS Users: Go to the Apple App Store and search for "Inventory and Help Desk Management," “IHDM,” or "Hayes Software Systems."
- Android Users: Go to the Google Play Store and search for "Inventory and Help Desk Management," “IHDM," or "Hayes Software Systems."
- Download and install the IHDM app on your mobile device.
Step 2: Configuration
- Open the IHDM app.
- Sign-In URL: Enter your district’s Frontline Asset Management System URL.
- API URL: Enter your district’s Frontline Asset Management System API URL.
- Use Single Sign-On: Some districts may use Single-Sign On (SSO), so you may be directed to log in through your district’s SSO portal. Ensure you enable this during the setup process if this applies to your district.
- Remember me: Tap this option to stay signed in to the IHDM mobile app, so you don't have to enter your sign-in and API URLs each time you open the app.
- Scan QR Code Option: Tap the Scan QR Code button at the bottom of the screen and allow camera access to scan the QR code found in your Frontline Asset Management system. When you log into Frontline Asset Management in your web browser, at the bottom of the left side navigation you will see a button that says Mobile-IT Setup. That button will open the QR code. Scanning this QR code in the mobile app setup process automatically configures the URL and API URL settings to your database.
Step 3: Log In
- Username: Enter your username provided by your school district.
- Password: Enter your password provided by your school district.
- Remember me: Tap this option to stay signed in to the IHDM mobile app, so you don't have to enter your username and password each time you open the app.
- Back to Configuration: Tap to reconfigure your mobile app to your district’s Frontline Asset Management system.
Profile Settings Synchronization
- Ensure the email used in your Asset Management user profile matches the one in Help Desk. This is required for seamless access to both Asset Management and Help Desk fields within the new IHDM mobile app.
- From your web browser, log in to Asset Management. Tap your name in the top left corner and, from the drop-down menu, select Profile Settings. Ensure your email is up to date and matches the email you use for SSO when logging in to Help Desk.
Asset Management “Profile Settings”
Help Desk “Profile Settings”
Homepage
Upon logging in, you’ll land on the app homepage. Help Desk tickets will be the default if you have access to both Asset Management and Help Desk systems.
Homepage Configuration
Tailor your mobile app homepage to your role and preferences, making it easier to focus on what matters most to you.
You have two options when changing your homepage default setting: Asset Management dashboards or Help Desk tickets. Help Desk tickets will be the default if you have access to both Asset Management and Help Desk systems.
Change the Homepage Content Setting
Step 1: Navigate to Settings
- Tap the menu icon on the top left of the app.
- Choose Settings from the menu.
Step Two: Modify Homepage Content
-
Asset Management Dashboard: Tap the words or the circle to make this your default view.
- This dashboard view lets you choose from the following charts: "Notifications," "Outbound Transfers Pending Approval," "Staff Status," "Purchasing: Outstanding Tags to Receive," "Inventory Statistics," "Tag Distributions," "Tag Status Change Over Time," and "User Login."
-
Help Desk Tickets: Tap the words or the circle to make this your default view.
- Depending on your role (technician or admin), the "My Tickets" section will display tickets you are assigned to, you submitted, you are following, and you are in a service group for.
- You do not need to tap "Save" for the settings to affect.
Asset Management Dashboard
With this release, you can tailor your Asset Management dashboard to display the most relevant data and charts, providing a more personalized experience.
After customizing your preferences and saving them, your dashboard will automatically update with the latest data based on your selections.
Customize Your Dashboard
- Access the "Chart Preference" page by tapping the settings icon in the top right corner of any Chart panel.
- Site: Tailor your charts to display data for a specific site by adjusting the Site Selection on the "Chart Preference" page.
- Panel Display: From here, you can choose Panel Settings, select your preferred Panel Display from the drop-down menu, and Save your preferred chart configurations.
Panel display options for your dashboard
- Site (Admin, Warehouse, or Campus)
- Product Types (check all or just one)
- Funding Sources (check all, multiples, or just one)
- Date Range (choose one range for data)
Chart Name | Chart Description | Chart Settings |
---|---|---|
Notifications | Shows audits, tags, and transfers at this site requiring action by a user. | Site (Admin, Warehouse, or Campus) |
New Tags Received | Displays new tags received. Filters include Product Types, Funding Sources, and Date Range. Downloadable .csv file available. |
Site (Admin, Warehouse, or Campus) Product Types (check all or just one) Funding Sources (check all, multiples, or just one) Date Range (choose one range for data) |
Site Transfer | Displays transfers, as selected by user. Filters include Transfer Type, Origin Site, Destination Site, Funding Source, Product Type, and Date Range. Downloadable .csv file available. |
Site (Admin, Warehouse, or Campus) Choose transfer type (Site to Site or Room to Room) If you choose Site to Site:
If you choose Room to Room:
|
Purchasing: Outstanding Tags to Receive | Shows quantity of tags to be received on a purchase order (at this site). Filters include Tagging Overdue By and Purchase Date Range. |
Site (Admin, Warehouse, or Campus) Enable/Disable: Sort by Recent Purchase Date Tagging Overdue by (time frame) Date Range (choose one range for data) |
Inventory Statistics | Shows quantity and monetary value of inventory at this site (total, available, and in use). Filters include Product Type. |
Site (Admin, Warehouse, or Campus) Regions (setup in Site tab) Sites (can choose all or one) Product Types (Check All or just one) |
Tag Distributions | Shows the breakdown of assigned tags by percentage/ quantity for this site. | Site (Admin, Warehouse, or Campus) |
Tag Status Change Over Time | Shows the trend of tags, according to selected status, over a period of time for this site. Filters include Status and Date Range. |
Site (Admin, Warehouse, or Campus) Status (Choose one status) Date Range (choose one range for data) |
Tag Status: Breakdown (Rooms) | Shows status of tags allotted to a room at this site. | Site (Admin, Warehouse, or Campus) |
User Login | Shows which users have logged in to Asset Management at this site during an allotted period of time. Filters include User Roles, User Types, and Date Range. |
Site (Admin, Warehouse, or Campus) Regions (setup in Site tab) Sites (can choose all or one) User Roles (Check All or choose multiples, or one) User Types (Check All or choose multiples, or one) Date Range (choose one range for data) |
Refresh Functionality
Easily refresh the data in the charts displayed on your dashboard by pulling down on the screen, ensuring you always see the most up-to-date data.
Mandatory Information for Charts
Some charts may require specific mandatory information before they can be generated. This ensures that the data presented are accurate and meaningful.
Help Desk Tickets
Help Desk tickets feature enhanced functionality, allowing users to track and manage tickets more effectively, with better visibility into ticket status, priority, and other essential details.
Ticket Filters
- By default, "No Filter Selected" will display all tickets for your role.
- Tapping on No Filter Selected allows you to choose options available to your role (technician or admin).
- Filter options could include:
- Tickets I’m assigned to
- Tickets I submitted
- Tickets I’m following
- Tickets I’m in a service group for
- When a filter is applied, the list will refresh to show tickets that match the selected criteria, sorted by submission time.
My Tickets View
- The "My Tickets" section is scrollable, displaying up to four tickets at a time, sorted by most recently submitted.
- If no filter is selected, the page will display all tickets you are assigned, have submitted, are following, and are a service group member of.
- Tapping on any ticket will redirect you to the "Ticket Details" screen, where you can view more information about the selected ticket.
View All Option
Tapping View All to the right of the filter drop-down takes you to the "Help Desk Tickets" page, which displays a comprehensive view of tickets.
Ticket Information
- Each ticket on the page will display key information, including:
- Ticket Number
- Status
- Summary
- Problem Type
- Priority
- Submitted Date and Time
- Assigned To
Visual Indicators
"Priority" and "Status" display with color codes and icons for quick reference.
No Tickets Available Message
If you have access to view Help Desk tickets but there are none currently available, the app will display the message: "There are no Help Desk tickets available for you at the moment. Please contact support if the problem persists."
Help Desk Ticket Workflows
The Help Desk ticket workflows streamline the management of ticket statuses, assignments, and communication, ensuring that tickets move efficiently through their lifecycle. By providing clear processes for handling tickets from creation to resolution, this feature enhances team collaboration, improves response times, and helps maintain accountability at every stage.
Creating a Help Desk Ticket
Navigating to Problem Types
- Tap the Create Ticket button.
- On the "Create New Ticket" page, select the Problem Type. Available problem types are displayed, with the default view set to grid layout.
- Tap the corresponding icon at the top of the page to switch between grid and list layout.
- Creating a Ticket with Sub-Problems
Selecting a problem type that has sub-problems will navigate the user to the "Sub-Problem Type" screen, where additional options are displayed.
Users can either choose a sub-problem type or tap "Skip" to proceed to the "New Ticket" form.
Creating a Ticket Without Sub-Problems
If a selected problem type does not have sub-problems, the user will be taken directly to the "New Ticket" form.
New Ticket Form
- The screen will display a header with the title "New [Problem Type name] Ticket," followed by fields such as Summary, Description, Priority, Assigned To, Assign Service Groups, Add Followers, and Submitted By. These fields are populated using the ticket templates you set up in the web application.
- The form fields will dynamically adjust based on the selected problem type and subtype.
- Similar to the main "Problem Type" screen, the "Create" button is disabled until all mandatory fields are filled with valid data.
- Cancel: Redirects the user back to the "Problem Type/Subtype" screen.
- Create: This button remains disabled until all mandatory fields are completed with valid data. Once enabled, Tapping "Create" generates the ticket and redirects the user to the "Ticket Details" screen.
New Ticket Form Field Validations
- Summary: Requires a minimum of 10 characters and a maximum of 100 characters.
- Description: Requires a minimum of 3 characters and a maximum of 8,000 characters.
- Assigned To: Selecting "Assign to me" will automatically display the user's name.
- Assign Service Groups: Allows the selection of up to 5 service groups. Selecting more than 5 will trigger a visual alert, with the notes text shaking and turning red.
- Add Followers: Allows adding up to 50 users. Exceeding this limit will also trigger a visual alert.
- Submitted By: Selecting "Submitted by me" will display the user's name and email.
- Tag Number Device Details: After entering a valid tag number, a "Device Details" pop-up will appear for the user to Confirm or Cancel.
Attachments and Rich Text Editor
- Tap Attach or Browse Files to open a pop-up with options: Camera, File Library, Document, and Cancel.
- Camera: Take and upload a photo directly.
- File Library: Select and upload a photo from your library.
- Document: Choose a file from your documents to upload.
- Cancel: Close the pop-up without uploading.
Attachment Limits
- Users can add up to 3 attachments per ticket. Supported file types include .jpg, .pdf, .docx, .mp4, and more. A full list is provided in-app.
- Exceeding 3 attachments or 100MB total size will trigger an error message.
- Unsupported file types will display a "File type not allowed" error.
Managing Attachments
After uploading, use the X icon to remove attachments if needed.
Rich Text Editor
The Description field supports rich text formatting, with various options available to enhance the clarity of the description.
Users can style the text by selecting the respective options shown below:
- Bold: Displays the text in bold.
- Italic: Displays the text in italic.
- Underline: Underlines the text.
- Strike-through: Crosses out text.
- Font Size: Changes the text size.
- Text color icon: Change the text color.
- Background color: Applies a background color to the text.
The vertical ellipse icon allows you to:
- Left Align: Text is left-aligned.
- Center Align: Text is center-aligned.
- Right Align: Text is right-aligned.
- Highlight: Highlights selected text in yellow.
- Big Red: The font color will change to red and font size will be increased.
- Small Blue: The font color will change to blue and the font size will be small.
- Clear Formatting: Selected format will be cleared.
Editing Help Desk Tickets
Editing a Help Desk ticket allows users to update ticket details, modify problem types, and ensure accurate tracking and resolution of tickets. Below are the workflows for various scenarios when editing a Help Desk ticket.
Editing a Ticket with Routing Rule
Admins or technicians can edit a ticket that has routing rules configured based on specific "Ticket Detail" field changes.
- Open an existing ticket to view the "Ticket Details" screen.
- Tap Edit Details at the top right corner of the page.
- Modify the fields (e.g., priority, category) that trigger routing rules.
- Tap Update to save changes.
- Confirm the routing action if prompted and verify that the ticket is rerouted based on the updated "Ticket Details."
Changing the Problem Type and Updating the Ticket Template
- Open an existing ticket to view the "Ticket Details" screen.
- Tap Edit Details at the top right corner of the page.
- Select a different Problem Type from the drop-down menu.
- A pop-up will ask if you want to proceed with loading a new template.
- Tap Yes to confirm and load the new template.
- Review the new template fields and complete necessary information.
- Tap Update to save the changes, thenverify the updated problem type and template fields on the "Ticket Details" screen.
Canceling Ticket Edits
The user decides not to proceed with editing the ticket.
- Open an existing ticket to view the "Ticket Details" screen.
- Tap Edit Details at the top right corner of the page.
- Modify fields as needed.
- Tap Cancel to discard changes.
- Confirm cancellation if prompted, and ensure the ticket remains unchanged.
Editing the Tag Number and Confirming Device Details
The ticket contains a tag number field linked to device details.
- Open an existing ticket to view the "Ticket Details" screen.
- Tap Edit Details at the top right corner of the page.
- Modify or enter the Tag Number.
- A pop-up will display device details. Tap Confirm to update the tag number with the device name or Cancel to discard changes.
- Tap Update to save the changes, then verify the tag number reflects the correct device information.
Reflecting Edited Changes on the Ticket Detail Screen
The user successfully edits the ticket and needs to verify that changes are accurately displayed.
- Complete the ticket edits by modifying the desired fields.
- Tap Update to save the changes.
- Return to the "Ticket Details" screen to ensure all edits are correctly reflected and no information is missing.
Changing a Ticket Status
When changing a status on a ticket you are working on, you have the option to add a comment to each status change that would add a public comment for the end user to see.
Approve, Pending, or Deny a Ticket
After a ticket has been put in an "Approved," "Pending," or "Denied" status, it will route through the “update routing rules” your admin team has created. If you have not created any “update routing rules,” the ticket will stay assigned to the current assignee.
Ticket to "Open" and Start Progress
Once a ticket has been set to "Open," you can start progress on the ticket.
Put a Ticket On Hold
If a ticket needs to be placed “On Hold," you have the option to do so while the ticket is in the status of “In Progress." You also have the flexibility to bypass the “On Hold” status and move the ticket directly to “Resolved."
Resume a Ticket
When you're ready to resume work on a ticket that has been marked "On Hold," simply tap Resume to move the ticket back to "In Progress."
Resolve a Ticket
Once a ticket is completed, you can mark it as "Resolved" and add any resolution notes to the public comment section.
Close a Ticket
After a ticket has been resolved, a technician or admin can close the ticket.
Reopen a Ticket
After a ticket has been closed or resolved, you can reopen a ticket by tapping Not Fixed.
Editing Custom Fields
When a ticket is created, the problem type selected uses a custom ticket template set by the admin in the web application. These templates are predefined and cannot be edited through the mobile app. Custom fields within the ticket, however, can be modified during editing.
- Scroll to the "Custom Fields" section.
- Tap the edit pencil icon next to the custom fields to make changes.
- After editing, tap Update to save your changes.
- If you tap Cancel, no changes will be saved.
Public Comments
The Public Comment feature allows admins, technicians, and other users to share comments on a ticket. These comments are visible to all users with access to that ticket. Comments are vital for transparent communication and collaboration across teams. Public comments support rich text formatting, emojis, hyperlinks, and media attachments.
To submit a public comment, use the following steps:
- Open a ticket to navigate to the "Ticket Details" page.
- Scroll down to the "Activity" section and tap Public Comments.
- Tap Add a Public Comment at the bottom of the page
- Type your public comment using the rich text editor. Available formatting options include:
- Bold, italic, and underline.
- Emojis: Add relevant emojis for more expressive comments.
- Hyperlinks: Add links to external resources or related information.
- Tap Create to submit your public comment.
The latest public comment will appear at the top of the list, with previous comments below it. The page will continue to scroll and comments will be shown in the mobile app.
Each comment will be added to the list in reverse chronological order.
Character Limits
- Minimum: 1 character.
- Maximum: 8,000 characters per comment. Longer comments will include a "Show/Hide" option to expand or collapse the text.
Editing Public Comments
The editing feature allows users to modify previously submitted public comments. This is useful for correcting information or adding additional context. The feature supports all the same rich text formatting and attachments as the original public comment.
Updating a public comment will not trigger a notification email or notification in the bell icon.
- In the "Activity" section of a ticket, locate the public comment you wish to edit.
- Tap the three dots (ellipsis) icon next to the public comment and select Edit.
- Modify the text in the rich text editor, applying any formatting as needed (bold, italic, underline).
- Tap Update to save the changes.
- If you tap Cancel, your changes will be discarded, and the original public comment remains unchanged.
The edited public comment will be updated in the public comment list with the new content.
Deleting Public Comments
Admins and technicians can delete their public comments if they are no longer relevant or were posted in error. Deleting a comment does not unsend the email notification of that comment.
- In the "Activity" section of a ticket, locate the comment you wish to delete.
- Tap the three dots (ellipsis) icon next to the comment and select Delete.
- Confirm the deletion. The comment will be permanently removed from the list and will no longer appear in the ticket's activity.
Private Notes
The Private Notes feature allows admins and technicians to document internal notes that are only visible to authorized users. These notes are not shown to end users or external viewers, making them ideal for internal discussions or tracking information.
Private notes do not trigger email notifications that include the message.
Adding a Private Note
- Open a ticket to navigate to the "Ticket Details" page.
- Scroll down to the "Activity" section and tap Private Notes.
- Tap Add a Private Note at the bottom of the page.
- Enter your note and apply formatting such as bold, italic, or underline. You can also:
- Add attachments such as images, documents, or media.
- Insert hyperlinks to other resources.
- Include emojis for clarity or emphasis.
- Tap Add Note to save the private note, or Cancel to discard it.
Editing a Private Note
Editing a private note will not trigger an email notification.
- In the "Activity" section of a ticket, locate the private note you wish to edit.
- Tap the three dots (ellipsis) icon next to the public comment and select Edit.
- Modify the text in the rich text editor, applying any formatting as needed (bold, italic, underline).
- Tap Update to save the changes.
- If you tap Cancel, your changes will be discarded, and the original private note remains unchanged.
The edited public comment will be updated in the private note list with the new content.
Deleting Private Notes
Admins and technicians can delete their private notes if they are no longer relevant or were posted in error. Deleting a comment does not unsend the email notification of that comment.
- In the "Activity" section of a ticket, locate the comment you wish to delete.
- Tap the three dots (ellipsis) icon next to the comment and select Delete.
- Confirm the deletion. The comment will be permanently removed from the list and will no longer appear in the ticket's activity.
Attachments
Attachments are a crucial part of ticket management, allowing users to upload files that provide additional context or documentation. Users can add up to 3 attachments per ticket when creating a new ticket or up 100MB on existing tickets, with a variety of supported file types.
- When creating or editing a ticket, tap Add an Attachment or Browse Files.
- A pop-up will appear with the following options:
- Camera: Take a new photo and upload it.
- File Library: Select a file from your device’s photo library.
- Document: Upload a document from your device (e.g., PDFs, Word documents).
- Cancel: Close the pop-up without uploading anything.
Once the file is uploaded, a loading indicator will appear. After the file is uploaded, when creating a new ticket, you’ll see an X icon next to the attachment, allowing you to remove it if needed. When you are editing an existing ticket, there will be a vertical ellipsis icon with the options to download or delete the attachment.
File Type Limits
- You can upload a maximum of 3 files per ticket when creating a new ticket.
- You can add up to 100MB worth of attachments.
- Supported file extensions include:
- Images: .jpg, .jpeg, .png, .gif, .bmp
- Documents: .doc, .docx, .pdf, .txt, .csv, .xlsx, .ppt, .pptx, .rtf
- Videos: .mp4, .avi, .mov, .wmv, .flv
- Audio: .mp3, .wav
- Emails: .eml, .msg
- Archives: .zip
- If you attempt to upload more than 3 files or exceed the size limit, the system will display an error message:
- “Maximum 3 files are allowed" (only when creating a new ticket).
- “Maximum of 100MB of files is allowed for each ticket.”
- "File type not allowed" (for unsupported formats).
Removing Attachments
To remove an attachment, tap the X icon next to the file. The attachment will be deleted from the ticket.
Contact and Location Information
The "Contact Information" and "Location Information" sections in "Ticket Details" allow users to easily communicate with team members via email or phone, as well as view and edit location-related data. This feature enhances direct communication and keeps essential contact details accessible.
Viewing Contact Information and Initiating Actions
- Open a ticket to navigate to the "Ticket Details" page.
- Scroll down to the "Contact Information" section and observe the details displayed:
- Assigned Technician
- Submitted By
- Last Edited By
- Tap on any name to initiate an action. A pop-up will display options:
- Email: Tap to open your email client with the recipient's email address prefilled.
- Copy Email: Copies the email address to your clipboard.
- Phone (if available): Tap to initiate a call to the provided phone number.
Initiating an Email
- Tap the email address of the Assigned Technician, Submitted By, or Last Edited By.
- Your default email client will open with the recipient’s address pre-filled, ready for you to compose a message.
Initiating a Phone Call
- Tap the phone number associated with the Assigned Technician, Submitted By, or Last Edited By.
- Tapping the number will initiate a direct phone call.
Contact Information Without a Phone Number
- Tap on the Contact Information section.
- Observe that no phone number field is displayed if a number is not available for the contact.
Service Groups and Followers
- Leveraging "Service Groups" and "Followers" streamlines communication and enhances collaboration. Service groups allow tasks to be assigned to specific teams, ensuring efficient task management and clear ownership. Followers can stay informed on ticket progress without being assigned tasks, maintaining visibility into the workflow.
- For seamless communication, users can easily interact with followers by tapping on their name to quickly email, copy their email address, or call them if a phone number is available. This ensures that the right people stay connected and up to date throughout the ticket’s lifecycle.
Viewing Service Groups and Followers
- Open a ticket to navigate to the "Ticket Details" page.
- Scroll down to the "Service Groups and Followers" section.
- Tap on the Service Groups section to view the list of people in the service group.
- Tap the Followers' names to view their contact information.
- Tap on any follower's name to initiate an action. A pop-up will display options:
- Email: Tap to open your email client with the recipient's email address pre-filled.
- Copy Email: Copies the email address to your clipboard.
- Phone (if available): Tap to initiate a call to the provided phone number.
Adding Service Groups
- Open a ticket to navigate to the "Ticket Details" page.
- Scroll down to the "Service Groups and Followers" section.
- Tap the Assign Service Groups icon.
- Select up to 5 service groups from the available options.
- If more than 5 service groups are selected, an alert will appear, and the excess groups will be deselected.
- 5 Close the pop-up to save your selection.
Adding Followers
- Tap the Add Followers icon.
- Select up to 50 followers from the list of available users.
- If more than 50 followers are selected, an alert will appear, and the additional users will be deselected.
- Close the pop-up to save your selection
Contacting Followers
The "Service Groups and Followers" section in a "Ticket Details" allows users to easily communicate with followers via email or phone. This feature enhances direct communication and keeps essential contact details accessible.
Initiating an Email
- Tap the email address of the followers.
- Your default email client will open, with the recipient’s address prefilled, ready for you to compose a message.
Initiating a Phone Call
- Tap the phone number associated with followers.
- Tapping the number will initiate a direct phone call.
Previous Releases
The following are release notes for prior releases.
Version | Release Date |
---|---|
AudioEye Release | July 2024 |
13.3 Release Notes | December 12, 2023 |
13.2 Release Notes | June 19, 2023 |
13.1 Release Notes | March 28, 2023 |
12.4 Release Notes | November 1, 2022 |
12.3 Release Notes | June 28, 2022 |
12.2 Release Notes | April 19, 2022 |
12.1 Release Notes | January 25, 2022 |
11.4 Release Notes | October 5, 2021 |