In order to access the Successware Mobile Admin Site, you must be logged in as an Admin in Successware Platform.
Accessing the Mobile Admin Site
From the Main Menu, hover over Setup, and select Mobile Admin.
This will bring you directly to the Successware Mobile Admin site:
There are two subtabs on the left side of the Mobile Admin page. They are the Business Settings and Forms tabs. The settings on these tabs are configured on a per company basis. If you have multiple companies, make sure to select a company from the drop-down menu at the top of the page.
The Business Settings tab contains email settings, business license information, and payment account data.
Forms allow you to create customized forms to gather information and present it to your customers.
Business Settings - Business License
The Business License will appear on the invoices made using the Successware Mobile app both within the app and on the invoice that will be emailed to the customer.
To add your Business License:
- Click the Edit button.
- Type in your company’s Business License.
- Click Save.
Business Settings - Email Settings
After the technician collects payment for the invoice, they will be able to email the invoice. By default, these will be sent from receipt@successware21.com.
If you want to change the email address that invoices are sent from, complete these steps:
- Click the Edit button in the Email Settings section.
- Enter the Email Address.
- Enter your Sender Name. This will be the name that your customer sees instead of just the email address.
- Tap Save.
- Once you hit Save, there will be a prompt that asks you to verify your email. Until you verify your email, the invoices will come from receipt@successware21.com
- Click OK.
- An email from Amazon Web Services (no-reply-aws@amazon.com) will be sent to your email address.
- Click the link in the email to verify your email address. After clicking OK, you will see a prompt that the email was updated.
Business Settings - Payment Processing Accounts
If you want to enable credit card payment processing access in Successware Mobile, you can utilize Successware Payments.
Payment Processing - Recurring Payments
Successware Mobile's Recurring Payments is a feature that will allow you to accept regularly scheduled payments from homeowners. The timing of those recurring payments can be different for each homeowner, or it can be standardized.
Click the On/Off toggle to select whether you want to allow recurring payments.
Payment Processing Accounts - Successware Payments
If you're using Successware Payments, follow the steps below:
1. Click the Edit button in the Payment Account section.
2. Enter the API Key, Merchant ID, and Web Token that you will obtain from Successware.
If you don't know what your credentials are, you can contact Successware by emailing us at successwarepay@authoritybrandsllc.com. If you are using recurring payments, no other actions are needed.
Business Settings - Categories
This section determines what Pricebook categories are visible from Successware Mobile. Categories that have a checkmark next to them will be visible by the technicians in the mobile app.
You can specify which categories are visible for each type of employee. Click the Employee Type drop-down to access categories that apply to each type of employee.
Business Settings - Disclaimer Settings
The disclaimers appear when the customer is signing to authorize work or as the customer is signing to show they agree to pay for the services.
- Click the Edit button to change how these disclaimers are worded.
- Type in your disclaimers.
- Click Save.
Business Settings - Invoice Content Blocks
Invoice content blocks allow your company to include notes on your invoices to communicate legal notes for payment terms, or warranties, among others.
- Edit an existing block or add a new block. To add a new block, click on the Add Block button. To change an existing block, click Edit.
- Fill out the block’s Content Title and Content Description. Optionally click "Hide Title" if you do not wish to show the title on the invoice. The Title has a character limit of 30 characters. The Description is limited to 3000 characters.
- Click Save.
- If you need to delete an Invoice Content Block, simply click on the trash can symbol.
Business Settings - Predefined Notes
Predefined notes allow you to setup note templates that your technicians can use while onsite at their jobs to save time by not needing to type out their notes from scratch.
Technicians can change the notes once the notes are added in the app. These predefined notes are a starting point that the technicians can add to or edit.
To create a Predefined Note:
- Click the Add Note button.
- Type in the Note Title. The Note Title field is limited to 30 characters.
- Type in the Note Description. The Note Description is limited to 3000 characters.
- Click Save.
Business Settings - Data Accessibility Settings
These settings allow you to restrict some of the information that the technicians can see and use within Successware Mobile.
Billable Hours Accessibility
This option allows the technician to see the Billable Hours duration for task items. If this option is unchecked, they will not be able to see the duration on tasks.
Cost Plus Invoice Accessibility
This option enables the technicians to make a Cost-Plus invoice through Successware Mobile.
Customer Account Balance Accessibility
This enables the technician to apply the Customer Account Balance (either a positive or negative balance) to the invoice at the payment screen.
Customer Phone Number Accessibility
This option allows the customer to see the customer phone number within Successware Mobile. If you uncheck this, they will be unable to access the customer’s phone number.
Geolocation Accessibility
This option enables you to use the Geolocation feature with Successware Mobile. This includes the ability to see your technicians’ location, see if the tech leaves or arrives out of range from a service location, and auto-arrives the technician when they arrive onsite. If this is removed, no technicians will be able to use the Geolocation feature or have their location recorded.
Schedule Search Accessibility
This option enables you to remove the ability for any and all of your technicians from seeing the Schedule Search. This takes place regardless of permission.
Forms
Forms are created on the Successware Mobile Admin site and then filled out while technicians are on the job. These forms can then be emailed to your customers.
These forms could be used to create several different forms and checklists for your technicians to use. Examples of what types of forms you could create include signup forms, system performance checklists, and satisfaction surveys.
Form Creation
From the Forms tab, you can create your custom form. To get started, click the Create button in the top right portion of the screen.
Adding Form Components
To start adding Form Components:
1. Find the Form Component that you wish to add to the form.
2. Click and drag the Form Component from the Component List into the form where you it to be placed.
3. Release once it is in the correct place. You may change its position later if you wish.
4. A screen will appear that allows you to change the properties of the specific Form Component. Each Form Component will have slightly different settings.
5. Click Save once you are ready to save the properties.
Form Component Types – Basic
Text Field
The Text Field is a simple text box to record text answers from your technicians and customers.
Text Area
The Text Area component is like the Text Field except that it shows text in multiple rows. This works best for longer response answers such as potentially lengthy notes.
Number
The Number component is similar to the Text Field except it only allows the entry of numbers.
Checkbox
The Checkbox component is a simple check that records if it is checked or not.
Select Boxes
The Select Boxes component is a group of checkboxes and allows you to select multiple options at once.
Select
The Select Component allows the user to select from a dropdown list. Use this component when you want to restrict possible options.
Radio
The Radio Component is similar to the select boxes except that only one option may be selected at a time within each component.
Button
The button allows you to click on the button to perform an action. At the current time, the only function of button that we support is the Submit Action.
If you delete the Submit button, simply add a new Button, and make sure that the Action field is set to Submit.
Form Component Types – Advanced
Email
The Email component is like the Text Field except this is designed to accept email addresses and verify that it is an email address.
Note: Kickbox validation is currently not supported and is going to be turned off.
Phone Number
The Phone Number component is similar to the Text Field except this is designed to accept only phone numbers.
Currency
The Currency component is a field that formats numbers to be currency.
Date / Time
Date / Time is a component that records the date and time. Clicking the calendar button at the end will bring up a calendar picker tool.
You can choose to format the date in a format you chose by customizing the Format Field under display. The format code explanations can be found here: DateParser Codes.
Time
The Time component allows you to record just a specific time.
Day
The Day component allows you to record just the specific month, day, and/or year. Under the Day tab, there is an option to switch the Day to be before the Month.
Nested Forms
The Nest Forms component allows you to reuse other Forms previously made and add them to your new form. This is a good way to have information needed on multiple forms created once and then reused.
Only 1 nested form layer is supported meaning that you cannot nest a form within a nested form within a form.
File
The File component allows external pictures and videos to be added to the form. A Dropbox is required to use this feature. This component currently can only accept images and videos through the mobile app. Only pictures can currently be previewed once uploaded; videos cannot.
Survey
They Survey component is a series of questions that share the same set of Radio button answers. With this, you can quickly enter questions that have the same set of options as answers.
Signature
The Signature component allows you to collect a signature from the tablet such as from your technician or customer.
Form Component Types – Layout
Content
The Content component allows you to include descriptive text and images to your form. If you need to add your logo or your company address to the form you can use this to include formatted text.
Columns
Columns allow you to have elements organized side by side. Once you place the Columns component, you can add sub components to it by dragging and dropping them into one of the columns.
Form Properties
Each Form Component has different properties that could be changed to customize how it looks and behaves to varying degrees.
Each component will have different properties. We cannot list every property for every component, but we will discuss the common and most notable fields. We encourage you to play around with the settings.
There are a few Advanced Properties that we will mention. These are useful, but we do not fully support these fields.
There are also a few components that may not be relevant to you. We will list those properties that you can ignore, and we do not support as well.
Display Properties
Display properties affect how the component looks. This includes labels, label placements, and descriptions.
Notable Properties
• Label, Label Position, Option Label Position
• Description – This can provide extra information about the type of information you are trying to collect.
• Tooltip – This will show a "?" next to the component. Use this to give your techs a tip.
• Table View – This makes this field show up on the View Data table. We recommend using this sparingly to prevent the table from becoming too crowded.
Advanced Properties
• Input Masks – This can help you control what information is put into the form.
Properties to Disregard
• Custom CSS Class
• Tab Index
• Hidden
• Shortcut • Initial Focus
• Disabled
• Modal Edit
Data Properties
Data properties affect what data can be put into the component. If you are using components such as Select or Survey, this tab is where you will add options to selection. You can also put in default values on this tab.
Notable Properties
• Default Value – This allows you to determine values your component has by default.
• Values – This is how you will enter values to be selected from.
Properties to Disregard
• Persistent
• Input Format
• Protected
• Database Index
• Encrypted
• Redraw On
• Enable Static Search
• Choices.js options
• ID Path
• Item Template • Data Source Type
• Storage Type
• Search threshold
• Clear value when hidden
• Custom default value
• Calculated value
• Calculated on server
• Allow manual override of calculated value
Validation Properties
Validation properties control if the data is valid that is being entered. This includes marking if the component is required or not, maximum, or minimum length, and error messages that are displayed if the values are not correct.
Notable Properties
• Required – This allows you to require that the field be entered before submitting.
• Maximum / Minimum Length
• Error Label / Custom Error Message – This allows you to state why the information entered was not valid.
Advanced Properties
• Regular Expression (Text Field related components) – This allows you to require specific criteria from the text fields by using a regular expression. If you wish to use this you must look how to use it online.
Properties to Disregard
• Unique
• Validate On
• Custom Validation
• JSONLogic Validation
Auto-Fill Components
Successware Mobile has a feature that will allow your forms to be automatically filled out with specific information on specific components based on which customer the technician is working on.
Note: Auto-Fill does not work on fields that are contained within a Nested Form or within the Column component.
To utilize the Auto-Fill feature:
1. Open up a Form in Edit mode to make changes.
2. Add one of the components that can contain the information that you wish to auto-fill.
3. In the Label field, enter the Field Name that you would like the field to auto-fill from the list of accepted fields.
4. Click Save on the component and the Form.
5. When the technician creates the form, the fields will be filled out.
Auto-Fill Options
Below is a list of all the information types that can be filled out by the Auto-Fill feature. Simply type the Field Name in the Label field. If the field has multiple Component Types, you can type the field name into those labels to have the field be brought in. If the field has characters that are not accepted as part of the component type such as characters in the Number Component, the field will remain empty and your technicians will need to fill them out.
You may add extra text after or before the field name and have the Auto-Fill feature work, but text at middle will cause this feature to not work. With “Phone” as an example, “Phone Number” and "Home Phone" will work, “Pho#1ne” would not have the information automatically be pulled in.
Editing Form Components
Once you place a Form Component in the form, you can change the properties of the component.
1. Hover over the component until you see these symbols in the upper right-hand corner of the component.
2. Click on the settings button.
3. The Properties window will appear. Make the changes that you need.
4. Click Save.
Moving Form Components
Once you place a Form Component in the form, you can move it.
1. Click and hold on the component.
2. Drag it to where you want on your form.
3. Release the mouse button.
Remove Form Components
To remove a component:
1. Hover over the component until you see these symbols in the upper right-hand corner of the component.
2. Click on the remove button.
3. If you are working with Columns, removing the Columns component will remove any component within the columns. You will receive a message asking you to confirm that you want to delete both the Columns and any nested components.
Form Creation Tips and Tricks
These are some tips and tricks that you can use to make your forms easier to use and better.
Use Nested Forms
Nested forms are a very powerful tool. If you have elements that are going to be used on multiple forms, it is advisable to make them a form then use the Nested Form component to add it to the form.
Note: You can have multiple nested forms in one form, but you cannot have a nested form within a nested form within a form.
For example, you can have your company header information, logo, and customer name fields saved as a “Form Header” form. Then you can nest that form in other forms.
Make Fields Required
If you would like to make a field required, open the Validation properties tab, and click on the Required checkbox. The form will note be able to be submitted until the field is filled out. A red asterisk will be present next to any required field.
Use Surveys to Save Time
The Survey component allows you to create a component that allows you to reuse multiple answers for multiple questions provided that the questions needed a Radio answer type.
Use Content to Present Logos and Text
There are instances where you will want to include information like your company address, license numbers, company logos, or description text. You can use Content to accomplish this. It is under the Layout tab.
Add a picture by clicking on the add image icon.
If you click on the picture, you can resize the picture and realign the picture to be in-line with the image or have it off to the left, center, or right of the text.
Radio Buttons – In line
If you want the Radio options in a horizontal line, use the “In line” option on the Display tab.
Add Emojis to your Form
Adding emojis in your Forms in the right spots can emphasize what you are trying to communicate to your users especially for a system performance checklist where you want to communicate what status the user’s equipment is in.
For example:
• ✅ Good / Not Applicable
• ⚠️ Attention Needed
• ❌ Immediate Attention
Use Table View to get a Summary of the Responses
Under the Display properties tab there is a Table View property.
This allows you to see the field on the view data form without needing to open the form. We recommend keeping this only to a few items to prevent over-crowding.
How to Use Columns
The Columns component by default shows 2 columns. You can increase the number of columns. To have the columns to appear in a singular row, the width of the columns must add to 12. If there are multiple columns such that the columns width was more than 12, the form will move the column to the text row.
Important Limitations
There are a few limitations that you should be aware of with working with the Forms.
- Component Labels need to be Unique. You should not have labels with duplicate names such as two components labeled “Name”. This can result in issues with data retrieval.
- Numbers do not make a label unique. Labels with nearly identical with only numbers differentiating them (i.e., “Equipment 1” and “Equipment 2”) are not considered unique behind the scenes and may cause issues.
- Having components labeled only with numbers can also cause issues. Do not call your components just numbers.
- You cannot have multiple nested form levels is not supported meaning that you should not nest a form within another nested form.
- Some emojis do not appear in the PDF that is generated currently, they do show on the tablet when the technician is presenting the form to the customer.
- Some form components appear faint when presented through the PDF. Particularly the Radio buttons appear faint and a bit hard to read.
Form Management
Once you have forms, you can start to manage them.
There are 4 different ways to interact with your forms.
• View Form
• View Data
• Edit
• Archive
Viewing the Form
To view a form:
1. Have the forms tab open.
2. Click on View Form.
From here you can view the form as it would be presented to the customer and edit the form. You may also view the data by clicking on the View Data option.
You can change the form from this view by clicking the Edit Button.
Viewing the Data
To view the data:
1. Have the Forms tab open.
2. Click on View Data.
From here you can see a summary of the data entered by the customer. The fields presented will be determined based on if the Table View property (on the Display tab) is checked or not. Note that nested forms or other component types like Survey may not show up here.
You may click on View to be able to see the data for that form entry.
At the bottom of the page there are navigation controls to move between pages of form responses and control the number of responses per page.
How do Responses Appear in the Data Table
There is a property for each component that has a display called “Table View” under the Design tab. If this is checked, the field will try to be displayed in the view data table.
There are some fields that cannot be included such as signatures or nested fields as they will display as [Complex Data] or select boxes which will display as [Object].
It is recommended to not make every field this way. If your labels are too long, it can make this unsightly. We recommend using the Description field to move some of that text away from the label.
Where do Form Responses Save to
Form responses will save to the Forms tab on Successware Mobile. These could be accessed by clicking “View Data” on the Forms View and finding each user.
The form responses can also be emailed to the customer, and if you have the Copy To email address setup, you will receive a copy of the email response.
If you enter a response to a form using the Successware Mobile Admin site, it will not store a PDF version of the report and any files uploaded will also not be saved.
Publishing a Form
Before a form can be used after it is created or reactivated, the form must be published. Until the form is published, the form will not be able to be seen by your technicians.
You will see the unpublished indicator by the report name while the form is unpublished.
To publish forms:
1. Make sure that you are on the View Form screen.
2. Click Publish.
3. You will be presented with a prompt. Click Publish to publish the form.
Archiving a Form
When you no longer want to use a form or wish to make a form temporarily unavailable, you will archive it so that it cannot be used the techs. You can reactivate the form later.
1. Find the form that you wish to archive.
2. Click on Archive.
3. You will be presented with a prompt. Click Archive to archive the form.
4. The form will appear in the Archived form list. Tap on the Archived tab to see the archived form. You may also choose to tap Archive from the View Form screen.
Reactivating an Archived Form
You can reactivate an archived form that you want to use again.
1. Find the form on the Archived tab that you wish to reactivate. You may also re-activate from the View Form screen.
2. Click on Activate.
3. You will be presented with a prompt. Click Activate to activate the form.
4. The form will appear in the forms list as Unpublished. You will need to republish the form for it to be available to the technicians.
5. Find the form in the forms list.
6. View the form.
7. Click Publish.
Sharing / Importing a Form
You may wish to create a copy of the form or copy the form to another database. By sharing the form ID and importing that form ID, a copy of the form will be made.
Getting the Form ID to Share:
1. Find the form that you wish to share or copy.
2. Click on Share.
3. You will be presented with a prompt. Click Copy to the string. This string will be used on the import prompt to copy the form.
4. The form ID will be copied to your clipboard. You may now either paste it into a document or email for later use or open the company you would like to import it into to start the import process. You may also choose to tap Share from the View Form screen.
Importing a Form
Once you have a form ID to import, you can get a copy of a form that is already created. Once the form is copied, it is independent of the other form, and changes made to one, will not affect the other.
1. Click on the Import Button.
2. You will be presented with a prompt. Copy the share ID of the form.
3. Click Import.
4. The form will appear in the forms list as Unpublished. You will need to publish the form for it to be available to the technicians.
5. You can make any changes to the shared form as necessary.
Looking for a more interactive course on the Mobile Admin site and Forms? Check out our Learning Management System (LMS)! Our courses are available to all Successware users. If you don't have a sign-in for our LMS, contact us at training@successware.com for a free account.