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Complete additional inspections

In the previous lesson, you were a firefighter in San Diego and you inspected a hydrant. In this lesson, you'll switch back and forth between two roles: the fire captain dispatching work, and the firefighter doing the hydrant inspections in the field. This allows you to see how the communication between the two roles works. As the dispatcher, you'll create and assign a new inspection to the mobile worker. As the mobile worker, you'll be notified of and complete that inspection. As the dispatcher, you'll see that the work is complete.

Note:

You'll want to be at a computer and have your mobile device at your side to see the interactions between these two roles. Throughout this lesson, each role and corresponding app (fire captains in the web app or firefighters in the mobile app) is referenced so that you're looking at the correct screen as each change happens.

  1. As the fire captain, use the web app to create a new inspection. Assign it to the firefighter whose account you're signed in to in the mobile app. Before you click Create Assignment, make sure that your mobile device is beside you, and be ready to look at that screen. Once your mobile device is ready, click Create Assignment.

    See Dispatch inspection assignments if you need help creating or assigning the work.

  2. As the firefighter, in the mobile app, you see a notification about your new inspection assignment.
    • On Android, a system notification appears.
    • On iOS, if the app is in the foreground, a notification appears in the app. If the app is in the background, a notification appears in your device notifications.
    Note:

    Workforce gets updates every minute, so the notification might not appear immediately. You can get an idea when you'll see it from the text at the bottom of the assignments list: if it says Updated just now, it was updated within the last 30 seconds, and if it says Updated 30 seconds ago, the list was updated 30–60 seconds ago. You can drag the assignment list down to force it to update, and the new inspection appears in the list.

  3. Select the notification to see details about the inspection. For this lesson, assume it's an inspection on the hydrant you're at. As the fire captain, make sure that your computer screen is on, showing the Workforce web app. As the firefighter, in the mobile app, start the work.

    If it's a critical assignment, you need to acknowledge the assignment before you can start it.

  4. As the fire captain, in the web app, watch the assignment symbol and status change from Assigned to In Progress.
    Status changed from Assigned to In Progress
  5. As the firefighter, in the mobile app, add a note to the inspection. For example, because you're already at the hydrant's location, you could add this note: I'm already here, so the inspection will be completed quickly.
  6. As the fire captain, in the web app, review the note left by the firefighter.
    Display the note
    Tip:

    You can also see the notes in the assignment details.

  7. As the firefighter, in the mobile app, complete the inspection by selecting Finish.

    The symbol for the assignment changes, and it's removed from your To Do list.

  8. As the fire captain, return to the web app again to see the changes.

    The assignment shows as Completed and the symbol updates on the map.

    Completed assignment
  9. As the fire captain, create critical assignments. As the firefighter, acknowledge the assignment before you begin the inspection.

    As the fire captain, you're notified when the firefighter acknowledges receiving the work because the Critical Priority text in the assignment is de-emphasized.

    Critical assignment acknowledged
  10. As the firefighter, swipe an assignment in your To Do list to start it.
  11. As the fire captain, create and assign a new inspection. As the firefighter, decline the assignment. As the fire captain, reassign it back to the firefighter.
    Reassign the declined assignment
  12. As the firefighter, view the details of a completed assignment.
  13. Experiment with the apps on your own. Try creating assignments of different priorities, or multiple assignments at once, to see how they appear to the firefighter. As the firefighter, try pausing assignments or contacting the dispatcher.
  14. As the firefighter, set your status to Not Working to indicate that you're done for the day.

    By setting your status to Not working, dispatchers know not to give you assignments they expect to see completed the same day.

You've now seen what both the fire captain and the firefighter see as they work together to get all the inspections completed. The fire captain can communicate to the firefighter where to inspect. At the same time, the firefighter can communicate to the fire captain the progress and status of the inspections.

In these lessons, you have created a Workforce project. You provided an assignment type and assigned users as dispatchers and mobile workers. You also configured Navigator so that your mobile workers could easily get to their assignments. As the fire captain (the dispatcher), you then created assignments and assigned them to mobile workers. As a firefighter (the mobile worker), you completed hydrant inspections and kept the fire captain aware of the status of the assignments. Finally, you alternated between being a dispatcher and a mobile worker to see how Workforce assists in managing workload and keeping project participants informed of what is going on.

While you might not be part of a fire department, think about the other assignments your organization takes on and completes. With Workforce you create the types of assignments yourself, so the opportunities are endless! Perhaps you do a different type of inspections, or manage sales leads. Maybe you work with community feedback and need to have workers follow up on reports that are being made. You can follow the basic workflow you learned in this lesson, and you can expand it to include not just Navigator but also Collector and Survey123.