Dynaway Mobile Setup

Set up and configure the Mobile Client

Introduction

This section contains guides on how to set up and configure the Mobile Client in the Dynaway Mobile module in Dynamics 365 for Finance and Operations.

Prerequisites

You have completed mobile deployment, as described in the section above.

Audience
Sysadmin, Partner Consultant

Security Roles

In Dynamics 365 for Finance and Operations, security roles are used to grant access rights to a user, allowing the user to access certain menu items and perform specific tasks.

Security roles relate to Client Access Licenses (CAL) in Dynamics 365 for Finance and Operations. Refer to the article Security roles in the Mobile Setup for Dynamics 365FO section for an overview of security roles related to the Mobile Client.

Users and User Groups

User setup tasks must be completed in the Dynaway mobile module as well as in Dynamics 365 for Finance and Operations.

Refer to the five articles below.

User Prerequisites

New Mobile Client users must be set up as system users, and they must be associated with a 'Person' in Dynamics 365 for Finance and Operations. A mobile client user will log into the Mobile Client using system user credentials (Azure Active Directory) and will be identified in Dynamics 365 for Finance and Operations as the associated person when making registrations on the Mobile Client.

  1. Set up new users in the System administration module (System administration > Users > Users).
  2. Set up new persons in the Human resources module (Human resources > Workers > Workers).
  3. Set up new users as Asset management workers (Asset management > Setup > Workers > Workers).

For further details, refer to the documentation for Microsoft Dynamics 365 for Finance and Operations.

Mobile User Setup

Mobile users must be added in Users setup in order to log in and use the Mobile Client. This form works across all company accounts in Dynamics 365 for Finance and Operations.

  1. Select Dynaway mobile > Setup > Users to open the form.
  2. Select New to add users, or Edit if you want to edit existing user data.
  3. When adding users, select the user ID (person).
  4. Select Save.

Add a user in Dynaway mobile
Add a user in Dynaway mobile

User Security Roles

The minimum requirements for Mobile Client user security roles depend on the functionality that the user will be using.

  • The "System user" role is always required.
  • The "Maintenance worker" role is required for making registrations related to Asset management.
  • The "Dynaway Mobile user" role is required for making registrations on the Mobile Client.

Example setup for user security roles
Example setup for user security roles

User License

The number of active users is validated against the Dynaway mobile user license key. If the number of active users exceeds the number of licensed users, a license warning will appear for all users when they log into Dynamics 365 for Finance and Operations.

You can change the number of active users by deactivating the Enabled check box (set it to "No") in Dynaway mobile > Setup > Users for users that are no longer using the Mobile Client. Those users will be inactive in relation to the Mobile Client license. If no users can be disabled, you must purchase additional Dynaway mobile user licenses in order to remove the license warning.

Mobile users also require a Dynamics 365 for Finance and Operations user license. Refer to Microsoft Dynamics 365 for Finance and Operations documentation regarding license requirements.

User Groups

User groups can be used to group users on the Mobile Client with similar or identical skills or certificates. Adding user groups in the Dynaway mobile module is optional. If users are not part of a group, they will all share the mobile configuration settings set up for all users.

  1. Select Dynaway mobile > Setup > User groups to open the form.
  2. Select New to add new groups, or Edit to edit existing groups.

You can also add a group to a user in the Users form (Dynaway mobile > Setup > Users).

User groups in Dynaway mobile
User groups in Dynaway mobile

Module Configuration

The module configuration defines which functions are available for users using the Mobile Client. Select Dynaway mobile > Setup > Module configuration to open the form.

The configuration parameters are shown in a tree structure. The leaves in the tree structure represent a parameter. The leaves are grouped based on functional area. Using standard functionality, the following parameter groups are available:

  • Asset Management
  • General

Change a Configuration Value

All leaves in the configuration structure have a default parameter value that can't be edited or deleted. If required, you must add additional lines to change the value of a parameter – defining a new value for all users, or a user group, or a specific user.

Do this by first selecting a parameter and selecting Add to add an additional value line. When adding a line, you must define both the scope of the value and the selected value. If the scope is either a user group or a user, a specific user group or user is also required.

In the screenshot "Screen-01" below, an example of a configuration setup for "Checklists" is shown. This setup relates to viewing and working with checklists, which are related to work orders, on the Mobile Client. The default value is 'true', meaning all users can view and work with checklists. However, this setup has been modified so the user/worker Charlie Carson can't see checklists related to work orders because that parameter value is set to 'false'.

In the screenshot "Screen-02" below, the Scope column is highlighted to show you the options for setting up different parameter values:

  • "Default" shows the pre-defined parameter value, which is automatically set up during installation of the Dynaway mobile module.
  • Create a new line, select "All", and select the opposite value to "Default" if you want all users to be allowed to use (or not use) a certain function.
  • Create a new line, select "User group", and set up a parameter value to be valid for a specific user group.
  • Create a new line, select "User", and select a specific user/worker, if you want to set up a parameter value for that user.

Screen-01: Configuration for
Screen-01: Configuration for "Checklists"
Screen-02: Options in
Screen-02: Options in "Scope" column

Running Environment

Changes made to the module configuration are effective immediately after the changes have been saved. However, the Mobile Client only retrieves the module configuration during user login on the Mobile Client. This means that changes will not have an effect for a user until that user is required to log in again.

The tables in the two articles below provide an overview of the configuration setup in Dynamics 365 for Finance and Operations > Dynaway mobile > Setup > Module configuration for the Mobile Client, including a description of standard settings.

Asset Management

This area includes configuration of functionality and modules on the Mobile Client.

Configuration
section
Configuration Default
value
Description
Enabled true

Enable/disable the Asset management module.

Assets Asset and functional
location attribute add
false Allow adding attributes to assets and functional location attributes.
Assets Asset and functional
location attribute update
false Allow updating asset attributes and functional location attributes.
Assets Asset BOM true

Enable/disable asset BOM.

Assets Asset counters true

Enable/disable asset counters.

Assets Asset image updates false

Allow updating the image for an asset.

Assets Document attachments true

Enable/disable asset document attachments.

Assets Event history true

Enable/disable asset event history.

Assets Faults true

Enable/disable asset faults.

Assets Maintenance downtime false

Enable/disable maintenance downtime functionality on work orders
and requests.

Assets Offline assets false

Enable/disable downloading assets with only basic information available.
This is done to allow users to create requests and work orders while offline.

Maintenance
requests
Allowed lifecycle states [param]

List of maintenance request lifecycle states that can be set
on the Mobile Client. An empty list means that all
maintenance request lifecycle states can be set.

Maintenance
requests
Document attachments true Enable/disable attachments on maintenance requests.
Maintenance
requests
Enabled false

Enable/disable maintenance requests on assets.

Maintenance
requests
Faults true Enable/disable faults on maintenance requests.
Planning board Enabled false

Enable/disable the Planning board module.

Planning board Planned absence false

Show planned absence for time registration users on the Planning board.

Planning board Readonly mode false

Enable/disable read-only mode on the Planning board.

Planning board Schedule-duration
modification
false

Allow scheduling a different duration than forecasted
on the job during planning.

Planning board Split maintenance jobs true

Allow splitting a work order job schedule in two
individual schedules.

Planning board Week start day [param]

Select the day to be shown as the first day in the
week in the calendar on the Planning board.
The default setting is 'Monday'.

Planning board Work order card title
configuration
[param]

Configure how work order jobs are displayed
on the Planning board.

Service portal Document attachments true

Enable/disable attachments on requests in the
Service portal.

Service portal Enabled false

Enable/disable the Service portal module.

Service portal Faults true

Enable/disable faults on requests in the
Service portal.

Sign-off report Checklists false

Show checklists on the sign-off report.

Sign-off report Customer signature true

Request customer signature on sign-off report.

Sign-off report Enabled true

Enable/disable work order sign-off report.

Sign-off report Expenses true

Show registered expenses on the sign-off report.

Sign-off report Hours true

Show registered hours on the sign-off report.

Sign-off report Items true

Show consumed items on the sign-off report.

Sign-off report Worker signature true

Request worker signature on the sign-off report.

Work orders Allowed lifecycle states [param]

List of work order lifecycle states that can be set
on the Mobile Client. An empty list means that all
work order lifecycle states can be set.

Work orders Checklists true

Enable/disable work order checklists.

Work orders Create related work order false

Enable/disable creating related work orders.

Work orders Create work order false

Enable/disable creating work orders.

Work orders Create work order line false

Enable/disable creating work order lines (jobs) on a work order.

Work orders Document attachments true

Enable/disable work order document
attachments.

Work orders Item forecast modification false

Enable/disable modifying work order
item forecasts.

Work orders Offline inventory false

Allow storing a snapshot of a partial inventory
offline. The snapshot is from a site, warehouse,
and/or location specified by the user on the Mobile Client.

Work orders Purchase requisition false

Enable/disable creating purchase requisitions on work orders.

Work orders Remarks and reason codes false

Enable/disable showing fields to enter remarks and select
reason codes on work orders.

Work orders

Responsible worker
modification

false

Enable/disable editing Responsible worker on a work order.

Work orders

Work order schedule
modifications

true Allow making changes to work order schedules.
Work orders

Work order schedule
work status

false

Show work status on scheduled work order jobs and
use this information to automatically make changes on
work order lifecycle state. If this parameter is not enabled,
the user must manually change work order lifecycle state.

Work orders >
Registrations

Expense registrations true Enable/disable expense registration on work orders.
Work orders >
Registrations
From and to time on
hour registrations
false

Enable/disable registration of "From" and "To" time on
an hour registration. If the parameter value is set to 'false',
it means you enter duration in hours on a work order job,
but a specific time interval cannot be selected.

Work orders >
Registrations
Item registrations true

Enable/disable item consumption registrations on
work orders.

Work orders >
Registrations
Lock item registration
storage dimension
false

Enable/disable forcing the Mobile Client to use inventory
dimensions from the functional location on the work order
job during item consumption, if those dimensions have
been set on the functional location.

Work orders >
Registrations
Registrations for other
workers
false

Allow create and edit registrations on behalf of
other workers.

Work orders >
Registrations
Start/stop on
maintenance jobs
false

Enable start/stop of timer that tracks work hours
spent on a work order job.

General

This area includes configuration of general mobile functionality.

Configuration
section
Configuration Default
value
Description
Document attachments Document attachment
cache size
75

Define the amount of storage in megabytes that will be used for
non-prefetched attachments before the least recently used
attachments will be deleted from the Mobile Client to make
room for recently requested attachments.

Document attachments Max. attachment
upload size
15000

Define the maximum file size in kilobytes for document
attachments (default is 15 MB per file).

Document attachments Max. image attachment
upload size
200

Define the maximum file size in kilobytes when uploading
image attachments (default is 200 KB per file).
Larger files will be resized to this value.

Entity synchronization

true

Enable synchronization of entities for offline operation.

NOTE: This is only relevant if mobile users are only using the Planning board.

Telemetry

false

Enable collection of telemetry data on the Mobile Client.

Configuration of all module parameters is set up in Dynaway mobile > Setup > Module configuration. Each parameter has a default value that can be changed for all users, a specific user group, or a specific user. For any user, the most specific setup is always used.

Offline Functionality

The Mobile Client can be used outside company premises, for example, in remote areas with limited or no internet coverage. Registrations on the Mobile Client are transferred to the company's ERP system, Dynamics 365 for Finance and Operations, when an online connection is available. This solution supports offline functionality meaning that registrations can be made by workers even if Dynamics 365 for Finance and Operations is temporarily offline.

The following should be observed regarding data synchronization:

  1. Data synchronization only takes place when the Mobile application is active on the mobile device.
  2. When data are registered on the Mobile Client, the client will attempt to submit those changes to Dynamics 365 for Finance and Operations.
  3. A complete synchronization step, during which data updated in Dynamics 365 for Finance and Operations are synchronized to the Mobile Client and vice versa, takes place every 30 seconds.
    1. When you create a work order from a request, data are submitted immediately.
  4. From Dynamics 365 for Finance and Operations, a system administrator can force a rebuild of the client databases. However, the Mobile Clients will not start a rebuild before all local changes have been submitted to Dynamics 365 for Finance and Operations.

Generally, all data are available on the Mobile Client in offline mode, with a few exceptions:

  • While the Mobile Client is in offline mode, item consumption registrations can only be viewed and deleted. However, if Offline inventory functionality is enabled, you can also create and update item consumption registrations. When the Mobile Client is in online mode, you can perform all tasks on item consumption registrations.
  • Item forecasts on work orders can only can be viewed and deleted when the Mobile Client is in offline mode. However, if Offline inventory functionality is enabled, you can create, view, update, and delete item forecasts in offline mode.
  • Working with the Planning board and Service portal requires online mode.
  • Search for data not already available on the Mobile Client requires online mode.

In some circumstances, errors may occur while synchronizing registrations from the Mobile Client to Dynamics 365 for Finance and Operations. If the errors are caused by data, detailed error information can be seen in the "Synchronization messages" area of the settings page. Generally, the analysis and processing of these messages will not be performed by the worker making the registrations, but by a supervisor, manager, or system administrator.

Example: A worker made hour registrations on a work order on a Mobile Client in offline mode and then logged out and went on a one-week vacation. In the meantime, data were not submitted to Dynamics 365 for Finance and Operations, and when the worker returns and logs in again, the data transfer fails because, during the one-week period, a manager changed the status of the work order, on which hour registrations was made, to "Completed". You cannot make registrations on a completed work order, which is why an error message will be displayed in the synchronization log when the Mobile Client goes online.

Overview of offline setup
Overview of offline setup

Data Entities

Data sent to and from the Mobile Client are sent as data entities, which are stored offline by the Mobile Client in a local database. The data entities can be viewed in entity setup.

Entity Setup

Select Dynaway mobile > Setup > Entity setup to see the list of mobile entities.

Note: The entities, which should be synchronized to the Mobile Clients, must be enabled. Usually, that would include all entities.

All the data entities that are eligible to be sent to the Mobile Client are stored in a synchronization table in the database, which must be initialized before you can start using the Mobile Client. No data will be available to mobile users on the Mobile Client until data initialization has been completed.

Entity list

Each line in the Entity setup list represents a data entity that is being sent to the Mobile Client. Entities may contain data from one or more tables in Dynamics 365 for Finance and Operations. Each entity can have a number of properties (described in the table below), which affect the synchronization and the amount of data being sent. These properties can't be changed, but some individual properties can be adjusted or contain related setup.

Enabled

This property indicates whether or not the entities should be monitored and sent to the Mobile Clients.

Personated

This property indicates if the data entity will be personalized to the individual mobile user.
Personalized entities mean that data will only be synchronized to devices for selected mobile users.
This occurs if there is a relation between the user and the data entity. Personalizing will be done
during an 'initialize synchronization data' job each time data inside Dynamics 365 for Finance and
Operations are created or updated.

Example: "Work orders" is a personalized entity. Work orders will only be personalized and
synchronized to the users' mobile devices when the work order, or any of the work order jobs,
have been scheduled to the users. The result is that the number of work order data on the users'
mobile devices are greatly reduced.

Some entities may also get personated to users based on their behavior on the Mobile Client,
even if they have not been directly linked to the data. If the user requests data on the Mobile
Client that are not available offline, this can result in personalizing new data entities.

Example: If a user does have any work related to a specific asset, data for that asset will be
unavailable offline as this is not automatically personalized. However, if the user uses the
online search to find an asset and starts working with the asset, the asset data will be
personalized.

Document
references

This property indicates if the data entity supports attachments on the Mobile Client. Attachments
are handled in Dynamics 365 for Finance and Operations as document references.

If document references are related to a data entity, document references can also be included in
the data entity for offline use. Data can either be downloaded on demand or using prefetch. The
configuration determining which document types are related to an entity, and how data are
downloaded, is described in the article Attachments.

Date range
enabled

Date range enabled indicates if the entity synchronization can be adjusted to take less data,
based on the age of the data. This is done by using a sliding window of a set amount of days -
refer to the "Days" description below. If no sliding window is available, all historical data are
sent to the Mobile Client.

This setting will only have an effect during 'entity initialization'.

Days

See the "Date range enabled" description above.

Change this value to reduce the amount of data being sent to the Mobile Client. The number of
days indicate the number of days in the past that will be included in the synchronization of the
entity. If the number of days has not been specified, or if it is set to zero, no sliding window of
data will be applied.

Example: Setting up a sliding window for a period of 90 days on 'TimeRegistrationHeader' and
'TimeRegistration' means that only time registrations for the past 90 days are available to the
user on the Mobile Client.

Initializable

This indicates if the entity type can be initialized directly.

Initialization
count

Number of entities generated if initialization is performed with the current setting (Days).

Entities

This value shows the total number of data entities that are currently stored in the
synchronization table. If the entity is not personated, this is also the number of data
entities being sent to all mobile users.

A large value may indicate a large amount of data being sent to Mobile Clients for
offline use. Setting up a date range and/or 'initialize synchronization data' could reduce
the number of entities.

Personations

This value shows the number of personalized entities.

A large value may indicate that a large amount of personalized synchronization entities
have been generated. If the entity initialization is taking a long time to run, the reason
could be a large value set in this field.

Initialize entity allows an entity to be initialized individually. In the Entity setup list, the Entity initialization button is only intended for debugging or testing purposes and not recommended to use in production environments. It can be used to test the impact when setting a sliding window on an entity. This function will drop synchronization data for an entity and recreate the synchronization data. In production environments, entity initialization should always be used if changes to entity setup have been made.

Entity Initialization

The data initialization job will, based on user and entity setup, identify and add the data required by users to the synchronization table. Only data required by users will be added to the synchronization. In most cases, the data entities will be personalized to specific users. This means that data are only sent to users that require the data, which is done in order to limit the overall data size being sent to individual users.

Example: Maintenance work order data are personalized based on work order scheduling. This means that the work order data entity - and associated data entities – will only be sent to the users who have been scheduled to the work order.

  1. Click Dynaway mobile > Periodic > Entity initialization.
  2. In Dynaway mobile > Setup > Mobile parameters > Change tracking > Synchronization status FastTab, the Initialization active check box may already be activated on the company account on which you want to run initialization. If that check box is activated, you can't start a new initialization. See example in screenshot "Screen-02" below. Therefore, if you want to run initialization once more, for example, if the first initialization failed, you must select "Yes" in the Force field in Entity initialization dialog, which will override the mobile parameters setup.
  3. Select "Yes" in the Verbose field if you want to see detailed information about the initialization. Detailed information is shown in an Infolog message.
  4. Select OK to run data initialization.

The screenshot "Screen-01" below shows the Entity initialization dialog.

Synchronization status and paging information is shown in Change tracking:

  • The Synchronization paging section shows how many records are currently held in the temporary synchronization paging table, which is used to ensure a steady flow of data to the Mobile Clients. Under normal conditions, this number should be fairly low; only after a new data initialization has completed should a large number be shown in the Records field. Under normal conditions, a large number may indicate a problem with data or synchronization in general.
  • The Synchronization status section shows the synchronization status for each company account for which synchronization has been initialized. The table shows the company account, if initialization is currently running for this company account, start and end times for the latest initialization, database change tracking version, number of initialized entities, and the number of personations currently active in the company account.

If any of the data entities have been disabled by setup, or data related to entities have been changed - either by module updates or custom changes - synchronization data must be reinitialized.

Screen-01: Entity initialization dialog
Screen-01: Entity initialization dialog
Screen-02: Initialization active on a company setup
Screen-02: Initialization active on a company setup

Initialize Data in Multiple Companies

If you have multiple company accounts in which you need to initialize data entities, the Multicompany entity initialization functionality allows you to quickly start data initialization for several companies at a time.

  1. In the Synchronization status grid view, select the company accounts that should be initialized by selecting the Initialization active check box for the accounts.
  2. Select the Multi company initialization button to start data initialization.

If you create a batch job for the initialization process, each company account initialization will be created as a separate task, allowing for parallel execution of the entity initialization. Depending on the hardware, this setup may reduce the total time for data initialization significantly. If you don't create a batch job, the company accounts are initialized in sequence.

Multiple company entity initialization
Multiple company entity initialization

Data Synchronization

When the Dynamics 365 for Finance and Operations environment is running, and the Mobile Clients are used, initialization data synchronization is not required. Any changes to data, which are required by users, will be identified based on database change tracking. This means that any changes made in Dynamics 365 for Finance and Operations are added to the synchronization table immediately, if those changes are required by one or more mobile users.

Example: A maintenance work order is scheduled to a user in Dynamics 365 for Finance and Operations, which will result in an update to the work order database table. This change in data triggers the data to be added to the synchronization if the user scheduled on the work order is a mobile user.

Initialization of synchronizing data in a running environment should only be done during planned system maintenance, or if synchronization data sent to users have been identified as incorrect or containing data errors.

Specify Synchronization Frequency

You have the option to specify an interval of how often data is synchronized to the Mobile Client.

Example: You are working with poor wifi conditions, and you want to set the frequency to update data at e.g. every hour in order to make the Mobile Client run faster.

Setup
Go to Setup > Module configuration > Synchronization frequency and set the frequency in seconds to specify the interval between live data being synchronized to the Mobile Client. Any value lower than 10 seconds will automatically be set to 10 seconds, as that is the lowest value available.

Inspect Synchronization Data

It is possible to inspect the number of entities and the data content that are sent to the Mobile Clients. This can be used for debugging purposes if offline data on Mobile Clients are unavailable or incorrect.

Select an entity in the grid view, and select Inspect in the action pane to open this form.

You can inspect the synchronization table for all entities by clicking Dynaway mobile > Inquiries > Inspect entities. See screenshot example below.

The grid views show all the entities that have been added to the synchronization.

  • The Inspect entities grid shows a line for each entity.
  • Selecting a line shows a list of workers to which the entity has been personalized (if any), and the data included.
  • In the Entity personations section, a line indicates a personalized entity. The worker name indicates the user to which data has been personalized.

Specify synchronization frequency
Specify synchronization frequency
Inspect mobile entities
Inspect mobile entities

Handlers

Handler setup shows the data handler and data provider classes and data handler methods used on the Mobile Client. These handlers are used for data synchronization or online data requests.

Select Dynaway mobile > Setup > Handler setup to open the grid view.

Each mobile handler is represented by an ID, which is used by the Mobile Client when communicating with Dynamics 365 for Finance and Operations. Each handler has a corresponding Dynamics 365 for Finance and Operations class and method, which represent the code that handles the request.

When this form is opened, available handlers are automatically initialized/refreshed. During initial installation and setup, you must open this form; otherwise the Mobile Client will be unable to connect to Dynamics 365 for Finance and Operations.

The Mobile Client will not be able to connect to handlers if the handlers haven't been initialized. If any custom data handlers have been added, or existing handlers have been updated, you may need to open the form in order to initialize new handlers.

Enable logging

On the handler setup, you can specify if incoming requests from the Mobile Client, and the result of these requests, should be logged to the handler log. Enabling logging can be used to identify errors seen on the Mobile Client, or data created on the Mobile Client that haven't been committed in Dynamics 365 for Finance and Operations. If logging is enabled, the contents of data received, and the response, are added to the handler log.

Enable logging on a handler by selecting Edit and selecting the Enable logging check box on one or more handler lines.

Handler setup
Handler setup

Work Status

Work status is used on the Mobile Client to define work progress on a work order job. Work status has five values, which can be mapped to different work order lifecycle states.

Depending on the setup, which we will explain in this article and related sub-articles, changing the work status on a work order job schedule may update the work order lifecycle state on the work order automatically.

Changing the work order lifecycle state on a work order does not change the work status of a work order job schedule automatically.

A work order may contain one or more work order jobs.

A work order job may contain one or more work order job schedules.

The five work status values available are:

  • Not started
  • In progress
  • Waiting
  • Canceled
  • Work completed

There are different rules for when a work order lifecycle state should be updated, depending on the work status of one or all work order job schedules.

Not started
Update the work order lifecycle state (for example "Scheduled") when all work order job schedules on the work order are in this work status.

In progress
Scenario 1: Update the work order lifecycle state (for example "In progress") when at least one work order job schedule is in this work status, and all other schedules are either "Not started", "Canceled", or "Work completed".
Scenario 2: Update the work order lifecycle state when some work order job schedules are in "Canceled" or "Work completed" while the others are in "Not started".

Waiting
Update the work order lifecycle state when at least one work order job schedule is in this work status.

Canceled
Update the work order lifecycle state when all work order job schedules are in this work status.

Work completed
Update the work order lifecycle state when all work order job schedules are in this work status.

Scenario 1: A work order contains five work order jobs. When you complete each job, you update work status to "Work completed". When all jobs have status "Work completed", the work order lifecycle state is automatically updated.

Scenario 2: A work order contains 10 work order jobs:

  • Two jobs have work status "Canceled"
  • Three jobs have work status "Work completed"
  • Five jobs have work status "In progress"

As you complete the five "In progress" jobs, you update the work status of those jobs to "Work completed". When you update the last of the five work order jobs to "Work completed", the work order lifecycle state is automatically updated even though two work order jobs have been canceled.

Setup in Asset Management

If you want to use work status to automatically update a work order lifecycle state, you must set up a mapping between a work status and a work order lifecycle state.

You set up the mapping of work status and work order lifecycle state in Asset management.

1. Select Asset management > Work orders > Lifecycle models.
2. Select the Mobile work status to state mapping FastTab.
3. Select Add line.
4. Select a Work status, and select the work order lifecycle state that you want to update a work order to when you select the work status.
5. Repeat steps 3-4 if you want to add more lines.
6. Save the setup. The screenshot below shows our minimum recommended setup.

Refer to Microsoft documentation regarding the general setup of work order lifecycle models in Asset management: Work order lifecycle states.

If you've set up several lifecycle models, work status mapping should be set up on each lifecycle model.

Minimum recommended setup for mapping work status and work order lifecycle state
Minimum recommended setup for mapping work status and work order lifecycle state

Setup in Dynaway Mobile

Next, you set up the mobile workers who should be able to select work status on a work order job on the Mobile Client. This is done in D365FO in Dynaway Mobile > Setup > Module configuration > Asset management > Work orders > select config "Work order schedule work status".

Refer to the article Module configuration and related sub-articles to learn more about configuration of the Mobile Client.

You can set up specific workers (as shown in the screenshot below), or user groups, or all mobile workers to be allowed to select work status on work order jobs on the Mobile Client.

Workers who are not set up to use work status can only change work order lifecycle state on a work order.

Workers who can change work status on a work order job are also able to change work order lifecycle state on the related work order on the Mobile Client. In that case, we recommend that you instruct your workers to only use work status.

Module configuration setup in Dynaway mobile module.
Module configuration setup in Dynaway mobile module.

Usage on the Mobile Client

On the Mobile Client, work order lifecycle state is shown in the upper-right corner of the work order details screen.

Work status is shown in the upper-right corner of the work order job details screen if a schedule has been created (see example in the screenshot below).

When you update work status (by selecting the current status, which opens a dialog), a message confirming the update is shown on the Mobile Client.

Work order job details screen. Current Work Status (in this case
Work order job details screen. Current Work Status (in this case "In Progress") is shown in the upper-right corner of the screen.

Attachments

The Mobile Client supports handling file and image attachments using standard Dynamics 365 for Finance and Operations document handling. Enabling this functionality requires defining document type setup on data entities, and setup in the module configuration.

Attachment setup is enabled for each specific entity.

Document types that have been set up on entities will be included in the synchronization and will be available on the Mobile Client for offline use.

Set up Document Types

The basic requirement for using attachments is that document references are supported on the entity, and that document types have been set up for the entity.

Entities that support document references can be seen by the check mark in the grid view. To configure document types for entities with document support, select an entity and go to the Entity setup document types grid view.

  1. Select Dynaway mobile > Setup > Entity setup.
  2. Select the entity. The selected entity must support document references.
  3. Select Dynaway mobile > Setup > Document types to see document setup across all entities.
    1. You can't add support for document references on entities dynamically. It's not possible, using setup alone, to enable document references on entities that do not already support it.
  4. Add one or more document types that should be available on the Mobile Client. You will need to reference a Dynamics 365 for Finance and Operations standard document type and a permission level. For documents that are supposed to be attached from the Mobile Client, you must also select a Document type identifier.
    1. Select New to create a new document type. The screenshot "Screen-01" below shows the Entity setup document types grid.
  5. The type value refers to standard Dynamics 365 for Finance and Operations document types, which are managed in Organization Administration > Document management > Document types. Consider whether existing document types can be used, or new document types should be added.
    1. In the screenshot "Screen-02" below, you see an example of a document type used for attaching documents like PDF files.

The upload identifier value is specific to the Dynaway mobile module and is used by the synchronization framework to identify incoming and outgoing file types when new attachments are created from the Mobile Client. Refer to the table below to select the required value.

Document
identifier
Description
Audio

Used for audio files, for example, mp3 and wav formats.

File/All

Includes file types if specific types haven't already been defined.

Image

Should be used for all image types. Images will be automatically reduced in size
to reduce use of network bandwidth and storage space on the Mobile Client.

Select "Attach file" in the document type Class field, and "Image" in the Group field.

Sign-off report

Identifier used specifically for work order sign-off reports. This is only available on
the work order entity setup.

Select "Attach file" in the document type Class field, and "File" in the Group field.

Text

Used for handling text files, html pages (other than the sign off report), log files, etc.

Video

Used for handling video files, for example, mp4 and mov formats.

If the "File/All" identifier is configured for a specific entity type, it works as an "all files included" configuration, meaning any file type can be handled without having to configure it.

Permission level indicates if users on the Mobile Client should be able to read, create, update, or delete documents. The minimum value is read. Refer to the table below for permission level values.

Permission
level
Description
Read

Allows users to view documents on the Mobile Client.

Minimum value and the recommended value for most document types.

Create

Allows users to attach new documents/images using the Mobile Client.

This is the recommend value for images and the required value for the sign-off report.

Update

Allows users to update/replace existing attached images/documents.

Delete

Allows users to delete attachments.

This value is generally not recommended. Deleted files will be removed from the Mobile Client and Dynamics 365 for Finance and Operations without any option to undo.

The prefetch field indicates whether data should be fetched automatically to the Mobile Clients. If the Prefetch check box has not been selected, data are not retrieved until the user selects the attachment to view it. This also means that if the Mobile Client is in offline mode, the data related to attachments are not available.

Once the user has downloaded attachments, they are available on the Mobile Client in online and offline mode.

Screen-01: Entity setup document types in Dynaway mobile
Screen-01: Entity setup document types in Dynaway mobile
Screen-02: Document types setup
Screen-02: Document types setup

Module Configuration

When the entity setup has been made, the attachment functionality needs to be enabled in one or more sections of the module configuration. Enabling attachments will make attachment menu items available on the Mobile Client.

See an example of enabling attachments on work orders in the screenshot below. It is a prerequisite, that documents have been set up on the work order data entity.

Attachments added to a maintenance job type setup in Asset management are automatically transferred to work order jobs on the Mobile Client, if they use a job type setup that includes attachments, and if the entity document type setup is set to be prefetched.

If an add blocker extension is set up in your browser, it may block access to attachments and asset documents on the Mobile Client. Attachments can be related to assets, requests, work orders, work order jobs, and checklist lines. Asset documents are set up on assets. To allow mobile users to see attachments and asset documents, you can either remove the add blocker extension, or you can allow the mobile site in the add blocker extension.

Module configuration setup for document attachments
Module configuration setup for document attachments

Sign-off Report

The sign-off report is a document generated by the Mobile Client, which identifies the completion of a maintenance work order and includes a summary of the work provided, for example, registered work hours and consumed spare parts. As the name indicates, it may contain signatures from the mobile user (maintenance worker / service technician), and the recipient of the work (customer).

The document will be stored in Dynamics 365 for Finance and Operations as an attachment to the work order.

The use of the sign-off report on the Mobile Client requires setup of a sign-off document type.

Sign-off Document Type

The sign-off report is sent to Dynamics 365 for Finance and Operations in an HTML file format, which includes embedded pictures of signatures. The sign-off report is handled as other document attachments, but it requires individual document setup on the work order entity.

Document types are set up in D365FO > Organization administration > Document management > Document types (refer to screenshot "Screen-01" below). To set up a new document type for a sign-off report, select "Attach file" in the Class field and "File" in the Group field.

Next, completion of the setup of sign-off report document type is done as described in the article Attachments and related sub-articles. The sign-off report is related to work orders. If you want users to be able to fill out and send a sign-off report when a work order is completed on the Mobile Client, it requires entity setup, which is done in Dynamics 365 for Finance and Operations.

  1. Select Dynaway mobile > Setup > Document types.
  2. Select Add.
  3. Select the document type.
  4. In the Document type identifier field, select "SignOffReport" (required).
  5. In the Permission field, select "Create" (recommended) or "Update" or "Delete".
  6. Select the Prefetch check box if the Mobile Clients should always fetch sign-off reports.
  7. Save the record. See example screenshot "Screen-02" below.

Screen-01: Document types setup in D365FO
Screen-01: Document types setup in D365FO
Screen-02: Document types setup in Dynaway mobile
Screen-02: Document types setup in Dynaway mobile

Search Lists

On the Mobile Client, saved search lists are available to maintenance workers for:

  • Work orders
  • Assets
  • Maintenance requests

It's also possible for the workers to create their own lists on the Mobile Client. In Dynaway mobile > Inquiries > Saved search lists, you have an overview of all lists, predefined as well as user-defined. You can add, edit, and delete lists as you require.

To create a new search list

  1. Select Dynaway mobile > Inquiries > Saved search lists.
  2. Select New.
  3. In the Area field, enter WORK_ORDER or ASSET or REQUEST to define which part of the Mobile Client the list belongs to. Then, insert a Description for the list.
  4. In the Type field, select "Predefined" to create a list that is visible to everyone using the Mobile Client, or select "User defined" to create a list for specific users.
  5. In the Search criteria field, insert a blank string {} to create a predefined list to include all data for the selected area.
    1. We recommend using the Mobile Client if you want to create lists with specific parameters, such as functional location, job type, job type category, and service level.
  6. In the User mapping section, you define which users have access to the list. In the Scope field, select All, User Group, or User.
    1. If you select User group, select the group in the User group field.
    2. If you select User, select the user in the Mobile user field.
    3. You should only select the Prefetch check box on a user mapping line if you want all search results to be available in offline mode for mobile users. If the Prefetch check box is not selected, some search results are available to the mobile users in offline mode.
  7. Save the list.

Saved search lists
Saved search lists

Planning Note Categories

If you want to use categories for planning notes on the Planning board, you must set up those categories in Dynaway mobile. You can add colors to planning note categories. This allows you to easily distinguish the notes you add on the Planning board.

To create a new category

  1. Select Dynaway mobile > Setup > Asset management > Planning note categories.
  2. Select New.
  3. In the Planning note category field, enter a name for the category.
  4. Enter a Description.
  5. To add a color code in the Color field, follow steps 2-4 in the article Colors on work order lifecycle states.
  6. Select Save.

Below is an example of a note category setup, including the drop-down for color selection.

Planning note categories setup
Planning note categories setup

Colors on Work Order Lifecycle States

You can set up colors for work order lifecycle states, which are visible on the Planning board. This allows you to easily get an overview of current lifecycle states on work orders on the Planning board.

This functionality requires that you have already created the work order lifecycle states you want to use in Asset management. Refer to Microsoft documentation to learn about the general setup of work order lifecycle states in Asset management.

Color code setup for work order lifecycle states is done in the Dynaway mobile module.

  1. Select Dynaway mobile > Setup > Asset management > Work order lifecycle state display setup.
  2. On a record, select the arrow-down button in the Color field. In the drop-down, you can change color in two ways.
    1. In the color palette, select a color. The color number is automatically inserted in the Hex # field, or
    2. If you know the Hex number, enter the Hex color number in the Hex # field.
  3. Select OK.
  4. Leave the field to see the color update.

Color setup on a work order lifecycle state
Color setup on a work order lifecycle state

Publish Mobile Site on Mobile Devices

The Mobile Client may be published on the users' mobile devices for offline use. This is an easy step as the Dynaway Mobile solutions are based on HTML5. The user must insert the link to the website containing the mobile application.

In the following procedure, we describe how to publish a mobile site using the Azure setup on a mobile device.

  1. Start the web browser on the mobile device.
  2. Go to the deployed website (example https://example.azurewebsites.com/index.html).
  3. The browser automatically detects that the site contains an HTML5-based application and starts to download the application to the browser's application cache. This means that the application can run offline, if required.
  4. Log in with your user credentials. Depending on the configuration setup described earlier, login is done using Active Directory credentials, or the credentials defined for the mobile user in Dynamics 365 for Finance and Operations.
  5. When the website is launched in the browser, the downloaded HTML5 application will start to set up the local database and initiate the first data synchronization. When synchronization is complete, the Mobile Client application is ready for use.

We recommend that you add the Mobile Client website to the home screen of the mobile device.

Browser recommendation for Android™

On mobile devices using Android, we recommend using the Google Chrome™ browser.

Browser recommendation for iOS

On mobile devices from Apple®, we recommend using the Apple® Safari® browser.

Browser recommendation for Windows®

On mobile devices using Windows, we recommend using the Google Chrome™ browser or the Microsoft® Edge browser.

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