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Jobs - Web Admin

Jobs

CONTENTS

What are Jobs?

Mission Configuration

Create a Job

Edit a Job

Job Statuses

Job Assignments

Reviewing Jobs

What are Jobs?

What is the difference between a Mission and a Job? A Job is a specific instance of a Mission that needs to be completed at a specific place. Jobs help you know with more granularity who is working on what and where. Jobs can:

  • Be assigned to individuals
  • Have a Start and / or a Due Date
  • Can include prefilled Task Responses (Task Pre-population)

Jobs can help you:

  • Verify accounts are being visited
  • Create and track follow-up tasks
  • Give your mobile users a consolidated To Do list
  • You can read more about how mobile users see Jobs here.

Jobs can be created from any deployed Mission. Once the Mission is deployed, you will see the “Job Manager” tab in the Mission’s sub-navigation.

Note: Jobs are only available via the New Mission Overview page. The Job Manager is not visible on the legacy Mission Overview page.

Jobs are made up of:

  • Title (required)
  • Place (required)
  • Assignment Type (required)
  • Dates
    • Start Date
    • Due Date
  • Task Pre-population
    • The pre-population field lets Admins fill in information about the Job to give mobile users more context. For instance, if you know there is a broken toilet at a specific Place, and you want a specific mobile user to fix it. Or, if you want your mobile user to check on a specific brand, you can preselect that brand from the Catalog associated to the Mission.

You can read more about these fields under the Create a Job section

Mission Configuration

Do you have a Mission that you only want to appear in the mobile app, or MyGSC, when a Job is created?

By default, Missions and their Jobs (if created) will display in the mobile app and MyGSC. This option allows users to search for and submit responses to Missions without needing a Job to be created. 

Alternatively, if you only want the user to submit responses to Jobs that have been specifically created, then you can hide the Mission. To hide a Mission from mobile users, and only show any Jobs created, select the checkbox in the General section on the Mission Builder under the Distribute section.

 

Jobs_Mission Configuration.png

 

Create a Job

There are two ways to create a Job. Both options can be done through the Web Admin UI. You can create Jobs manually one-by-one, or by creating Jobs by uploading a .csv.

Manually Create Jobs

From the Job Management view, click on the “Create Job” button on the upper righthand side.

create_job_button.png

  1. Title: Give your Job a title. This is what your mobile user will see when they view their Jobs list on the mobile app and in MyGSC. A title is required. There is a 250-character limit.

  2. Place: Select the place the Job should be completed at. A place is required. 

  3. Assignment: There are two assignment types. Choosing an assignment type is required.

    • Note: Only users who are on the team or team(s) associated to the Mission can be assigned to a Job.

    • Individual:

      • Select the user to assign the Job to. The Job will only be displayed in this specific user’s Jobs list on the mobile app or in MyGSC. It will not display on any other mobile users’ devices or MyGSC if you select this assignment type

    • Team:

      • This assignment allows you to quickly make the Job available to all users on the team or teams associated with the Mission. You can also select a subset of the teams associated with the Mission.

      • The Job will show as unassigned to all users on the selected team or teams associated with the Mission. Any of those users will be able to claim the Job, assigning it to themself to complete. Once a Job is claimed by a user, the other users that can view the Job will not be able to start or claim the Job for themself.

  4. Dates: A Job can have a Start date and a Due Date.

    • Note: When Jobs are created, they are immediately visible to the mobile app and MyGSC. Adding a Start date can delay when the Job will be visible in the mobile app.

    • Start date:

      • If a Job has a Start Date it will not show up in the mobile app until midnight of the selected Start Date. Midnight will be determined based on the device’s local timezone.

    • Due date:

      • If a Job has a Due Date, the date will display on the Job’s card in the mobile app and MyGSC. It will also be displayed on the Job Management table view that you can view in the Web Admin. Once the Due Date has passed, the date will display in red to indicate that it is overdue.

  5. Pre-population: You can pre-populate task responses or variables on a Job

    • Note: Only parent tasks can be pre-populated. Any subtasks or conditional tasks cannot be pre-populated.

    • Note: If you have any On Start Advanced Logic applied to the Mission the Job is being created from you will want to make sure that your pre-population of a Job does not conflict with the On Start Advanced Logic on the Mission. Any pre-population will be overwritten by the On Start Advanced Logic.

    • To pre-populate a variable for a Job, select the “Variable” option in the Pre-population drop down. Then select the variable you want to use from the second dropdown.

    • To pre-populate a task for a Job, select the “Tasks” option in the Pre-population drop down. Then select which Task you want to pre-populate. Once you’ve selected the Task, you can select the value you want to pre-populate for mobile users for that task. You will need to provide the value for Count, Date, Price, and Text tasks.

Note: If a Mission is stopped, the Jobs associated to it will disappear.

Create Jobs via .csv

You can create multiple Jobs at once by importing them via a CSV file on the Job Manager page. CSV is the only file type the Job Importer will accept.

Job_Import.png

  1. Click on the “Import Job” button in the upper right-hand corner.
  2. Download the example CSV for this Mission by clicking on the “Download Example CSV for Jobs” button on the Import Job pop-up. The example CSV if specific to the Mission you are creating Jobs for. See below for more information on preparing the CSV.
  3. Once your CSV is prepared, upload it by either dragging the file onto the upload section of the modal or by clicking on the upload icon and selecting a file from your computer.
  4. Click on the “Process CSV” button. You can close the pop-up. Your file will continue processing in the background. Jobs will appear on the Job Management screen as they are created. You may need to refresh the page to see the newly created Jobs.
  5. Depending on the size of your file, it could take a while for all Jobs to be processed. You will receive an email when processing is over. If there are any errors, the email will continue them.

Jobs_Import_PopUp.png

 

Jobs with an error will not be created. You will need to correct the errors on the error CSV and upload the corrections. If you re-upload your original CSV with corrections and do not remove the Jobs that were successful on the first run duplicate Jobs will be created.

 

Prepare the Jobs Import .csv

A couple of items to keep in mind when preparing your file for the Job importer:

  • .CSV is the only file type the Job Importer will accept.
  • Do not change the column headers of the file.
  • Do not change the order of the first 7 column headers in the file. You can delete any column headers you do not need, if desired.
  • There is a 3,000-row limit on the .csv for import.

Information to gather before putting together your .CSV:

  • User emails
  • Place ids
  • Catalog item ids
  • Multiple Choice values

The following columns are required, meaning you must provide a valid value for the Job to be processed properly. They cannot be left blank.

  • Mission ID
  • Job Title:
    • Format: Alphanumeric
    • 250-character limit
  • Place ID:
    • Format: numeric GSC place_id value
    • No quotes
  • Assignment Type:
    • Value options: “TEAM” or “INDIVIDUAL”
    • Case sensitive, no quotes
  • Assignee:
    • Email associated with the user
    • No quotes

The following columns are not required, meaning you can leave them blank. Jobs will be processed properly without this information.

  • Dates
    • Start Date
      • Format: YYYY-MM-DD
    • Due Date
      • Format: YYYY-MM-DD

Pre-populating Tasks (only parent / top level)

Note: You can only pre-populate a parent / top level task. If you have any On Mission Start Advanced Logic applied to the Mission the Job is being created from you will want to make sure that your pre-population of a Job does not conflict with the On Mission Start Advanced Logic on the Mission. Any pre-population will be overwritten by the On Mission Start Advanced Logic.

  • Multiple Choice
    • Copy-paste the answer from the mission builder
    • Answer selection must the same as one of the options configured on the Task in the Mission Builder
  • Multiple Select
    • Separate the answers you want selected with a pipe (|)
    • Answer selections must the same as the options configured on the Task in the Mission Builder
    • You can pre-populate only one answer, if you wish.
  • Yes/No
    • “Yes” or “No” (case sensitive, no quotes)
  • Searchable List
    • Separate the item ids you want selected with a pipe (|)
    • Items must be in the Catalog configured to the Task in the Mission Builder
  • Count
    • Integer
  • Price
    • Decimal to two places
    • No currency symbols
  • Short Answer
    • Alphanumeric; no formatting
  • Scale
    • Numeric value only
    • Max length: 15 characters
    • Must be between and inclusive of the configured values on the Mission
    • Positive integer
  • Date
    • Dates: YYYY-MM-DD (requires code change)
  • Temperature; Signature; Image
    • Pre-population is not supported for these task types

 

Edit a Job

Things happen. People get sick. Sometimes you need to update a Job once it’s been created.

Jobs can be edited by selecting the desired row on the Job Manager table, or through bulk actions.

You can change the following Job details on Jobs with a To Do status (see more on Job Statuses here):

  • Title
  • Place
  • Assignment Type
    • Assignee (if Assignment Type is Individual)
    • Unassign (if Assignment Type is Team)
  • Start Date
  • Due Date
  • Change Job status to Closed Out

You can change the following Job details on Jobs with an In Progress status (see more on Job Statuses here):

  • Assignee (Individual Assignment Type)
  • Unassign (Team Assignment Type)
  • Change Job status to Closed Out

You cannot edit a Job that has been Submitted or Closed Out (see more on Job Statuses here).

Note: Mobile users will receive any updates made to Jobs once their devices have established connectivity again, whether through a data plan or connecting to wifi. If they are in offline mode, they will not receive the updates.

Editing One Job

You can edit a Job by selecting an individual row. Doing so will open the Job Details modal. You can then make your changes and save. See the information above on what can be edited based on the Job’s status.

You can also hover on a row in the Job Manager table. From there you will see quick actions you can take without opening the Job Details modal.

If the Job has a To Do status, you can:

  • Reassign the Job
  • Change the Due Date
  • Change the Job status to “Closed Out”

If the Job has an In Progress status, you can:

  • Change the Job status to “Closed Out”
  • Reassign the Job

You cannot edit a Job that has been Submitted or Closed Out (see more on Job Statuses here).

Note: Mobile users will receive any updates made to Jobs once their devices have established connectivity again, whether through a data plan or connecting to wifi. If they are in offline mode, they will not receive the updates.

Bulk Editing Jobs

You can select multiple Jobs and change the Due Date, Assignee, or Unclaim Jobs in bulk. You can only make changes to Jobs that have a To Do or In Progress status. See the information above on what can be edited based on the Job’s status.

If you select one or more Jobs in the Job Management table, you can:

  • Change the Due Date on the selected Jobs
    • All the selected Jobs will have the same Due Date once the change is made
  • Change the Assignment on the selected Jobs
    • Only Jobs with the same Assignment Type can be bulk changed together
    • All selected Jobs with an Individual Assignment Type will have the same Assignee once the change is made
    • All selected Jobs with a Team Assignment Type will be unassigned. This means these Jobs will become available to all specified team members again.

Note: Mobile users will receive any updates made to Jobs once their devices have established connectivity again, whether through a data plan or connecting to WiFi. If they are in offline mode, they will not receive the updates. Mobile users will still be able to submit a Job on the old version of the Job.

 

Job Statuses

A Job can have one of four statuses during its life cycle.

  • To Do: The Job has been created and has not been started by the mobile user
  • In Progress: The Job has been started by the mobile user
  • Completed: The mobile user has completed and submitted a Mission Response for the Job
  • Closed Out: The Job was closed through the Web admin portal. No Mission Response was submitted for the Job. The Job will no longer show on the mobile app for users. Only Jobs with a To Do or In Progress status can be Closed Out. You can use this action if the Job is no longer needed or relevant.

Jobs can also be Over Due. A Job is Over Due when its Due Date has passed, and the Job has either a To Do or In Progress status.

When a mobile user claims a Team Job, the Job will keep its To Do status until the user starts the Job. When the user starts the Job (and if they have network connectivity), the Job’s status will change to In Progress. You will see this change reflected on the Job Management table.

If the user does not have network connectivity, you will see the Job go from To Do to Completed, once the user has network connectivity and the Job has been submitted.

Job Assignments

There are two assignment types for a Job. Choosing an assignment type is required when creating a Job. More information on creating a Job can be found here.

The two assignment types are:

  • Individual
  • Team

Jobs_Individual Assignment.png

Deciding which one is the right assignment type for the Job depends on the Job itself. Generally, individual assignments are best if you know exactly who needs to do the work (such as a specialized teammate), or if your mobile users typically have a set route they follow. Team assignments are best if there’s a pool of team members who can address the Job, not just one specific person.

An individual assignment means you explicitly select the user who should complete the Job. When a Job has an individual assignment, no other users will see the Job in their mobile app.

A team assignment means anyone on the teams associated with the Mission the Job is based on can view, claim, and complete the Job. The Job will show as unclaimed to all users on the team or teams associated with the Mission. Any of those users will be able to claim the Job, assigning it to themself to complete. Once a Job is claimed by a user, the other users that can view the Job will not be able to start or claim the Job for themself.

There are two ways for a user to claim a team Job.

  • A user can tap on an unclaimed Job and select “Claim Job.” You can read more about this action in the mobile documentation here.
  • A user can open a Job an unclaimed Job and select “Start Job.” The system will automatically claim the Job for the user.

Reviewing Jobs

After you’ve created Jobs for a Mission, you can keep track of their status and review progress on the Job Management view. You can access the Job Management view by clicking on a Mission and then clicking on the “Job Manager” tab in the Mission’s sub-navigation.

You can filter and sort the Jobs. In addition, there is a high level, visual graphic to help you quickly understand the current state of the Jobs. See the Graphic section for more information.

You can filter on Status, Assignee, Place, and Due Date.

You can sort on any of the columns. If you sort on Due Date, all Jobs without a Due Date will be grouped together after Jobs with a Due Date.

Graphic

The graphic on the Job Management page provides a high level visual of the number of Jobs and their States.

By default, the total number of Jobs created for the Mission will display. 

When you apply filters, the numbers in the graphic will change and reflect the Jobs that meet the filter criteria.

When you look at each Job status, you will see a percentage, a bolded number, and the number of Jobs that are unclaimed (if any). 

  • The percentage reflects the percentage of Jobs with this status out of the total number of Jobs (represented by the bolded number on the left side). 
  • The bolded number indicates the count of the Jobs with this status. 
  • The unclaimed count is the number of Jobs with a Team Assignment that are unclaimed (meaning no mobile user has claimed them). This information is intended to help you identify whether any action is needed to ensure the Jobs are completed. 

Note: When you apply filters, the numbers in the graphic change according to Jobs that meet the selected filter. Sorting does not affect the numbers of the graphic.

You can learn more about Job Statuses here. You can learn more about assignment types here.

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