About this guide
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How to access this guide
Logging In
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How to have a new password issued if you lost your password
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How to change your login password
Logging Out
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You should get into the habit of logging out when you have finished your session - here's how
Overview
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A brief introduction
Users - Types & Accounts
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An overview of the role of the Owner in Flow360
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An overview of the role of the client in Flow360
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An overview of the manager's role in Flow360
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An overview of the general user's role in Flow360
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Clarification of access rights and responsibilities for managers and surveyors based on client level preferences and allocated site personnel settings
Reference
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Navigation in Flow360
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Descriptions of the buttons you will encounter in Flow360 and what they do.
NOTE: not all versions of Flow360 have all these button options!
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Using multiple record selections in lists
Licences
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Usage licence agreements and software licence.
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Adding a client under the auspices of a service provider licence
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How to move a client on your licence from a Lite variant to a Full variant (clients on Provider licences only)
Setting Up
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What are the basic requirements to getting Flow360 running?
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The different types of home in Flow360
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A quick guide to the various client level preferences
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Preference settings that apply to all users
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Overview of layout and button options
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How to reset or change your password
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How to change your username (login name)
Employees & Teams
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How to add a new employee (client admin, managers and providers only)
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How to request for a user account for a new employee (or contact)
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How to add a default user location for another user (employee or contact)
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How to set up teams for shared access to issues and tasks
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Controlling teams and the targeting of Helpdesk issues
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Set up a team to manage all qualifications (HR)
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How to add timesheets
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To add timesheets to a works order item, a Helpdesk issue or project for example, follow the steps in this lesson
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How to delete an employee record when an employment ends
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If the employee has an employment contract setup you can remove the employee by terminating the contract
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How to remove all settings that give an employee or contact access to your site
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How to reset an employee's login name and/or password
Contacts
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A quick look at the contacts list and it's central role in Flow360
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Adding a new contact to Flow360
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How to request for a user account for a new contact
Entering Site Data
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Deciding on a hierarchical data structure for your site and resources
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Setting up new sites in Flow360 - who does it and how.
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Establishing a single or multiple clients on a site.
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Populating your sites with assets and their contents
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Adding basic condition, priority and maintenance due date information to Items and Components.
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Custom data can be added to a resource at any time. This lesson shows you how to add custom data to a resource as you add the resource itself.
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Calculating CO2e outputs
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Removing an asset or resource from the active list
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How to get totals for gross and net usable areas from child resource levels
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How to set up and manage managers and surveyors on sites
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Where to put all that extra information you want to maintain about your resources.
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Use the filters to find resources with specific types of custom data
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How to edit resource names and other information
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How to duplicate an object to a new location
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How to simply replace a resource directly by duplicating an existing resource
Dashboard and Status Message
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How to control when the status message shows
Alarms
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Setting alarms for date sensitive data
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How to set an alarm, say for a training due date or expiry date
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Setting an alarm to remind of a document review or expiration
Standard Tasks
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Add your own user defined standard tasks from the standard tasks tab list
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How to add your own (user defined) standard tasks by adding a task to a location or object and then saving it as a standard task for re-use elsewhere.
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You can define your own service (softFM) tasks at both client and site levels
Searching and finding
Filters - finding and refining what you see
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How to use the popup filter panel to refine the set of records you are viewing.
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Interpreting the filter status
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Setting and re-setting criteria, executing the filter.
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How to re-run a recent filter
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How to restore a set of records from the last filter operation or reload the last set of records listed
Helpdesk
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How to set up Helpdesk managers with responsibility for different areas or services.
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Allocating users to a default location speeds up entry of new Helpdesk issues. It can also limit their access to specific parts of the site. Here's how to set this up.
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How to put a hold or action lock on a helpdesk issue
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How to release a Hold that has been applied to a Helpdesk issue, task or works order
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Adding a new helpdesk issue
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Helpdesk issues can be logged directly from a room location. Here's how
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Helpdesk issues can be logged directly from a room location. Here's how
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Helpdesk issues can be logged directly from a room location. Here's how
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How to add a backdated or historical issue for the purposes of building a complete historical record
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How to change the issue raised and closed dates
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How to change the linked location / object for a logged Helpdesk issue
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Simple Helpdesk issues do not require a works order. or instruction to be passed to someone else. Here's how to simply sign them off as done.
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How to review a newly logged Helpdesk request and send it on as a works instruction (simple route).
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Whenever the status is changed, the person who logged the issue is informed of the change. Manually setting the status to 'in progress' is a quick way to inform others that the issue is being looked at.
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The quick method for a Helpdesk manager to sign off a works order as completed
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How to print a works order
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How to set up and interpret the warning colour flashes on the Helpdesk issues list
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How to set what you see initially
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Checking the status of helpdesk issues
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Changing the person currently in charge of a helpdesk issue.
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Example process for logging a new catering request and issuing an order
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How to re-open a closed Helpdesk issue
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How to message the caller or person in charge directly from the Helpdesk issue record
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How to add a photo from an iOS device
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Key performance indicators for Helpdesk issues
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Mark issues as duplicates and link
Reactive & Planned Tasks
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When adding tasks you have the choice of a quick action task, a user defined task (complete with code and costs breakdown), a standard task or a task selected from the all tasks list. This example takes you through adding a simple inspection task to an object.
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When adding tasks you have the choice of a quick action task, a user defined task (complete with code and costs breakdown), a standard task or a task selected from the all tasks list.
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When adding tasks you have the choice of a quick action task, a user defined task (complete with code and costs breakdown), a standard task or a task selected from the all tasks list.
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Defining and storing your own task specifications for re-use.
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How to add the same task to multiple objects at once
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How to set up and interpret the warning colour flashes on the tasks list
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How to add a manual cost to a task
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How to change the settings for multiple tasks at once.
Adding Service Providers and provider remits
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What are service provider remits and how do they function within Flow360
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How to add and set up a new service provider or contractor
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A quick way to add a default set of remits to get a new service provider active as fast as possible
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Setting the geographical areas that a service provider covers
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Setting the work types that a service provider provides
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Setting the cost remits for a service provider, including cost-plus and flexi-contract options.
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How to remove all remits for a provider at once
Rates
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An explanation of how stored rates in Flow360 are used when issuing enquiries and orders and how to view them.
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How to target a specific rate for a task and for use in cost projections.
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Updating the rates attached to maintenance and other tasks
Composite, Component and User Tasks
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Adding your own composite and component tasks with costs breakdown, description and method to Flow360
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Creating a new user component element to add to a user composite task
Cost Centres, Accounts & Finance
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How to set up a new cost center and budgets
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Setting default cost centres at client and individual site level
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Setting default accounts at client and individual site level
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How to change the cost centre that a particular task or works item is linked to.
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Checking on tasks and works cost centre allocations
Tenders, Enquiries and Works
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An overview of the different types of instructions that can be issued through Flow360
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Setting up and sending out a new tender enquiry, enquiry or order.
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The quickest way to select a task and put it on an order
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A look at the process of raising and confirming a purchase order number to link to a Flow360 works order.
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Adding tasks to a new enquiry or order
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How to check messages and respond to a tender enquiry (service provider or contractor)
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Responding to a new works enquiry (service provider or contractor)
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Converting a returned enquiry into an order.
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Starting a new order - setting start dates and updating progress on works items
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How to set the start date and update percentage progress
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How to update the current completion percentage on an 'in progress' order.
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Indicate full completion of all items on an order
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How to cancel or delete an enquiry or order
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How to put a hold or action lock on a works order in progress
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How to release a Hold that has been applied to a Helpdesk issue, task or works order
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How to re-target or reassign an existing order from one provider to another or subcontract all or part of an order.
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How to set up and interpret the warning colour flashes on the works list
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Key performance indicators for works orders
Service Level Agreements
Incidents and Incident reports
Email Submissions, Replies and Additions
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How replies sent to response@flow360.net are handled
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Primary manager preferences control whether Helpdesk issues and extra notes for issues and works orders are allowed.
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Using the standard template allows location to be specified
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Issues can be emailed without using the template at all though this not recommended.
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Note additions (including attachments) can be emailed and linked to existing Helpdesk issues, works, works items, projects, bookings (including events) and inspections records.
Document management
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How to find, view, share and print documents
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How to upload and share documents
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How to share ownership and collaborate with others on documents
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Setting the Key doc flags
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Working with document versions
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How to link an existing document to another object in Flow360
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How to view and print documents stored with Flow360
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How to send a document by message link and email
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How to ensure that documents linked to works orders are also automatically emailed to service providers
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How to ensure that users confirm they have read an attached document
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If you are currently the owner of a document you can pass ownership on to someone else - here's how.
Bookings, Occupancies & Events
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An overview of occupancies (including tenancies) and resource bookings and options.
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How to use the booking / booking request form
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How to add a new direct booking (bookings managers)
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How to add catering/ICT support/general service requests to a booking or event
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How to check on resource usage statistics
Inspections and Forms
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How to add and complete building safety inspections
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How to add an asbestos inspection record
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Confirming stock levels and / or condition of listed items.
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Meter readings are one of a number of different 'inspections' that can be attached to objects in Flow360.
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How kWhrs are calculated
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Viewing usage charts and target charts
Valuations
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Setting up standard depreciation for assets, entering manual valuations and calculating automatic depreciation values.
Reports
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A quick overview
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How to create and print one or more works orders on a single report
Communication
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Automatic message creation - sending and receiving messages through Flow360
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How to reply to a message. Message threads.
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How to message all the personnel linked to multiple Helpdesk issues or requests in one go
Events
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An overview of events in Flow360
Categorisations
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Categorise your resources for easier location
Training Courses
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How to add a new course
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How to add course documents to a course, module or step
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How to add or change the certificate file attached to a course, module or step
Contracts
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How to set up a new training contract for a client
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How to add a package to a contract
Projects
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New projects can be initiated (only by Managers) from the projects tab on the client record card or directly from the projects list
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Projects can have 1 or more phases
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The project cost centre must be assigned before you start adding tasks!
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Scheduled tasks are aded to the project phases
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You can delete a project that has no history or cancel a project at any time
Packages
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How to create a new package of courses
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How to add courses to a standard package
Employee qualifications, supervisions and appraisals
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Setting up employee roles and training regimes (full variants only)
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Scheduling and managing employee supervisions and appraisals (full variants only)
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How to manually add a qualification or assign a course to an employee (Workgroup variants only)
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How to manually add a qualification to an employee record (full variants only)
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How to edit an existing training or qualification requirement record. (full variants only)
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How to confirm that a qualification has been achieved from the qualifications tab list/s (full variants only)
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When can you delete a qualification record
Troubleshooting
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Sometimes it can appear that Flow360 has become unresponsive in your browser - this is what to do
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The buttons in the Adobe Reader plugin
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How to turn off the mixed content warnings in Internet Explorer
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Changing pdf viewer settings in Chrome (Windows)
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What to check to ensure that providers are listed correctly
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Follow these steps if you having trouble viewing pdf documents in your browser in Windows
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DWG files are plans (site and/ or buildings) from a Computer Aided Design (CAD) application.
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How to add an iOS icon for Flow360
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How to add an icon to an Android (JB 4.3) device homescreen
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It is possible to download and open shared non-standard files such as DWG drawings on iOS and other mobile devices. Here's how
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In order for Flow360 to auto enter your email and / or phone number when you register a new Helpdesk issue, you must have entered the relevant details on the comms tab on your Home contact card.
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Assigning courses / qualifications to employees from the course record