1.14 Enhancements for Asset Management (TIPWeb-IT) Mobile

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Frontline Education is excited to announce the release of TIPWeb-IT with RFID (version 1.14) for iOS and Android. This latest release brings some of the primary workflows of Site to Site Transfers, conveniently to mobile devices.

Release Overview

Highlights include:

  • Initiate new Site to Site Transfers
  • View and edit Site to Site Transfers in the status of “New”
  • Receive Site to Site Transfers in the status of “Receiving”
  • Add and view existing notes on Site to Site Transfers

Access & Permissions (Site-to-Site Navigation)

 User Permissions

User access to the Initiate / Receive Transfer features are managed via the “Modify Permissions” window in TIPWeb-IT. The two following permissions must be enabled. Otherwise, the features will be unavailable (greyed out) in the mobile app.

 Initiate Transfer
 Receive Transfer

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 Additional Related Settings

The “Denied Asset Process” and certain tag transfer restrictions continue to be managed in TIPWeb-IT and will affect the workflow within the mobile app. Some functionality described in this article will depend on the values of the district settings shown below.

 Enable Denied Asset Process
 Restrict tag transfers if the funding source is restricted

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Feature Navigation

To access the Initiate Site Transfer / Receive Site Transfer features, select Transfer Devices from the home screen. Also, notice that the Room to Room Transfer feature has moved. This feature can now be accessed conveniently under this new section, as well.

If the Transfer Devices selection is greyed out or otherwise unable to be accessed, ensure that the user currently logged in has the appropriate permissions indicated in the previous section of this document.

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Initiate Site Transfer

 Origin Site Selection

After selecting "Initiate Site Transfer", users with access to multiple sites will first be presented with the Origin Site Selection screen (shown below). Users who only have access to a single eligible site however, will not see this screen. If this screen is not displayed, then the single eligible site will be automatically selected.

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Next, the Transfer Selection screen is displayed, where users have the ability to do the following:

  • View a list of all transfers in the status of New and Submitted, originating from the site selected.
  • Search the list of transfers by transfer number or destination name. *The camera icon to the right of the search bar also allows a transfer number barcode to be scanned for easier access.
  • Initiate a new transfer.
  • Edit an existing transfer ("New" status) or view an existing transfer ("Submitted" status).
  • Delete a transfer ("New" status).

 Note:

  • Currently, Site to Site Transfers to or from sites listed as warehouses in TIPWeb-IT are not supported in the mobile app and will not display.
  • Transfers that have been moved to In Transit will not appear on the list.
  • Approvals and Signatures will still need to be done on the web application.

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 Initiate New Transfer

To create a new site to site transfer on mobile, select the plus “+” icon in the top right of the Transfer Selection screen. Then, select a destination site and optionally add any notes relevant to this transfer (*Notes can also be added while editing a transfer, so feel free to leave this field blank).

Tap the “Next” button to complete the creation process.

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 Edit Existing Transfer (New Status)

Once a new site to site transfer has been created, or an existing site to site transfer (in the status of New) has been selected from the Transfer Selection screen, the user will be presented with the View / Edit Transfer screen. Here, users are able to toggle between the tagged inventory, untagged inventory, and notes sections of the transfer.

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 View Tag Details

To view the details of specific tags that exist on a transfer, tap on the tag group on the View / Edit Transfer screen.

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Tapping on the small red “X” icons at the top right of a given tag will allow the users to remove that tag from the transfer.

 Note: Removing a Parent or Component tag will also remove all other related Parent / Component tags.

 Add Standalone Tags

To add Standalone tagged inventory to the transfer:

Enter (or scan) a tag or serial number into the search field. If there is an exact match, the app will attempt to automatically add that inventory item to the transfer.

A successful addition will display a brief text notification on the screen and (if the sound is turned up) the device will emit a short beep sound. If the inventory was unable to be added, an error dialog will appear with more information, and the device will emit a low-pitched error sound. The error dialog must be dismissed before the next tag can be entered or scanned.

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 Add Parent Tags

The addition of Parent / Component tagged inventory is similar in process but includes a few additional prompts. After entering (or scanning) the tag or serial number of a Parent tag, a modal will appear, displaying the Component tags that must also be considered for addition.

The small red “X” icons at the top right of each Component can be used to indicate tags that should not be added to the transfer. To be specific, any tag that is “greyed out” once the "Confirm" button is tapped, will become Standalone and will not be added to the transfer.

The blue “undo” icon can be used to return the tag to its original state.

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Once all tags have been considered for addition to the transfer, the "Confirm" button can be pressed, and the appropriate tags will be added to the transfer. Tapping "Cancel" at any point in this process will abort all actions and return the user to the previous screen.

 Add Component Tags

After entering (or scanning) the tag or serial number of a Component tag, a confirmation dialog will appear to inform the user that adding a Component tag to a transfer will result in the tag becoming Standalone.

 Note: If the user does not wish to break the Parent / Component relationship when adding it to the transfer, then the user should cancel the action, and the appropriate Parent tag should be entered / scanned instead.

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 Add Untagged Inventory

To add untagged inventory to a transfer, select the “Untagged” tab at the top of the screen and enter the name of the untagged product that should be added to the transfer.

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Once a product has been selected from the resulting list, a modal will appear that allows an optional identifier and a quantity to be added. Tapping "Save" will add the untagged inventory to the transfer.

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 Remove Untagged Inventory

To remove untagged inventory from a transfer, users can long-press on the untagged item and confirm the action in the resulting dialog.

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 Add Transfer Notes

To view or add notes to a transfer, select the “Notes” tab at the top of the screen. Existing notes will be displayed in chronological order, starting with the most recent note added to the transfer. Tapping the “Add notes…” entry box at the bottom of the screen will open the Add New Note modal.

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 Submit Transfer

To submit a transfer once all tagged inventory, untagged inventory, and notes have been added to the transfer, users can tap the Submit button at the bottom of the View / Edit Transfer screen.

 Note: Transfers cannot be submitted if any tags are in "Pending" status.

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 View Existing Transfer ("Submitted" Status)

If a transfer in the status of "Submitted" is selected from the Transfer Selection screen, users are able to view the transfer in a static state. This means the tagged inventory, untagged inventory, and notes sections of the transfer can be viewed, but cannot be added to or edited.

 Delete Existing Transfer

To delete a transfer, it must be in the status of New. From the Transfer Selection screen, users must long-press on the transfer and confirm the action on the resulting dialog.

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Receive Site Transfer

To begin receiving inventory within a transfer, navigate to the Receive Site Transfer section of the app and select the appropriate destination site (where the transfer is being received).

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Next, the Transfer Selection screen is displayed, where users have the ability to view a list of all transfers (in the status of Receiving), being received at the site previously selected.

Users can also search the list of transfers by transfer number. *The camera icon to the right of the search bar also allows a transfer number barcode to be scanned for easier access.

Select an existing transfer to begin receiving tagged inventory,

 Note: Currently, Site to Site Transfers to or from sites listed as warehouses in TipWeb-IT are not supported in the mobile app and will not display. Additionally, in order to see transfers listed on this page, they must be in the status of Receiving. TipWeb-IT should be used to advance transfers into this status before attempting to access them from the mobile app.

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 Receive Tags into Room/Status

The receiving process is made up of two primary steps:

  • Select a room / status to receive tags in to.
  • Scan appropriate tags that should be assigned to the selected room / status.
 Example: Room 1236622 COW and the status "Available" has been selected. Once the user taps "Next", the Receive Transfer screen will be displayed, and the user can enter or scan tags to be received into the 1236622 COW room. Tags will be assigned to the status "Available", per the user’s previous selection.

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Once the user has entered or scanned the tags that should be received into the room and status selected, the "Back" button can be used to select a new room and status, and begin the entry / scanning process again. This process is repeated in succession until all tags have been assigned to a room / status.

 Receive Parent Tags

If a Parent tag is entered or scanned, a modal will display the Component tags that must also be considered for receipt into the room / status selected. Similar to the “Add Parent Tag” process for the Initiate Transfers feature, individual tags can be removed from the receipt action, if required. Any tags removed from the receipt action will become Standalone and will need to be received separately.

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Once all tags have been considered for receipt, the "Confirm" button can be pressed, and the appropriate tags will be assigned to the selected room / status. Tapping "Cancel" at any point in this process will abort all actions and return the user to the previous screen.

 Receive Component Tags

If a Component tag is entered or scanned and the action is confirmed on the resulting dialog, the tag will become Standalone and will be received into the room / status previously selected.

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 Untagged Inventory

Similar to TipWeb-IT, untagged inventory does not need to go through a receipt process in the way tagged inventory does. Untagged inventory is not tracked in the same way and therefore becomes automatically received into the destination site once the transfer moves into the “Receiving” status. However, untagged inventory can be viewed while a transfer is in Receiving. Users can view these products by selecting the “Untagged” tab at the top of the screen.

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 View/Add Transfer Notes

Similar to the Initiate Transfer process, selecting the “Notes” tab at the top of the screen will display existing notes on the transfer. Tapping the “Add notes…” entry box at the bottom of the screen will open the Add New Note modal.

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 Transfer Completion

After all tagged inventory has been received, the transfer will automatically be marked as complete. The transfer UI will become read-only, and once the user navigates away from the transfer, it will no longer be visible within the mobile app.

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System Requirements and Devices

Apple:

  • iOS 14 and 15 for iPhone
  • iPadOS 14 and 15 for iPad

Android:

  • 9, 10, 11 for various devices