How-to guide

📘 Instructions

1. How to create visit

2. How to schedule a visit
   - How to delete scheduled visits

3. Project level view overview (table, scheduler, calendar, map)

4. Personal view (Agenda, schedule, calendar, map)

5. Visit’s Type Configuration (Admin Panel)

1. How to Create a Visit

Introduction

Creating a new visit in Field Service Management (FSM) is straightforward and can be done from either the Issue Panel or the Table View of the Project Page. Following steps explain how to create a visit using the FSM app in the issue panel (You can follow the same steps to add new visit in table view of the project page as well). The steps include adding a visit with necessary details and saving it to the visits list. You can also manage visits through editing or deletion options.

Steps to Create a Visit

1. Open the FSM App

   • Navigate to the issue panel in your Jira issue.

   • Click on Apps.

   • Locate Field Service Management app and click on it to add it to the Jira issue.

2. Add a New Visit

   • Click the Add Visit button.

3. Fill in Visit Details

   • Title (Required): Enter a name for the visit.

   • Location:

     • This is a select field powered by Google Places.

     • Type in the desired location to find and select the exact address.

   • Organization (Read-only):

     • Automatically copied from the issue's Organization field.

     • Cannot be manually edited.

     • Will be blank if no organization is set on the issue.

   • Visit Type (Dropdown):

     • This is a dropdown field. If no types are configured, dropdown will be empty. You can configure types from admin panel

     • Select from types added in Admin Panel

4. Save the Visit

   • Click on the Save button to add your visit.

   • The new visit will be added to the Visits List in the issue panel.

5. View the Created Visit

   • Check the newly created visit in the Visits Table of the issue panel.

   • The visit will also appear in the Table View of the Project Page.

6. Edit or Delete a Visit

   • To edit a visit, click the pen icon next to the visit in the table.

   • To delete a visit, click the bin icon.

Expected Outcome

• A new visit is added to the visits list in the issue panel.

• The visit details are visible in the issue panel and the project page’s table view.

• You can edit or delete the visit if necessary.

Tips

• Ensure the title field is filled out, as it is required.

• Use accurate dates and location details for better scheduling and tracking.

• Review the visits list after saving to confirm the addition.
  

2. a) How to Schedule a Visit

Introduction

In the Schedule View of the Project Page, you can drag and drop unplanned visits, assign them to team members, and adjust the visit duration using the timeline.

Steps to Schedule a Visit

1. Navigate to Schedule View

   • In the Project Page of Field Service Management (FSM) app, navigate to the Schedule View.

   • Here, you will see a list of unplanned visits and a timeline display.

2. Use the Date Picker

   • At the top of the schedule view, use the date picker to select the date you want to schedule the visit for.

3. Drag and Drop an Unplanned Visit

   • From the Unplanned Visits list, choose a visit card that needs scheduling.

   • Drag the card and place it on the timeline.

   • The timeline is horizontally aligned to represent time and vertically lists all team users. You can add the users from the Project Settings page of the app.

4. Assign the Visit to a Team User

   • Drag the visit card to the desired user on the timeline.

   • The visit will automatically be assigned to that user.

5. Resize the Visit Duration

   • Initially, all visits are set for 2 hours.

   • You can resize the visit by dragging the edges of the visit card to match the desired time duration.

6. Adjust the Time of the Visit

   • As you drag the visit card horizontally, the visit’s time will update based on its position on the timeline.

7. Color-Coding by Visit Type

   • Each visit type displays with a distinct color that was assigned to it during configuration in the Admin Panel.

8. Save the Scheduled Visit

   • Once the visit is properly scheduled, click the Save button to save your changes.

   • The visit will now be assigned to the selected user and will be visible in the Schedule View Timeline and Calendar View.

   • The scheduled visit's date-time, and assignee will be reflected in the Table View of the project page as well.

Expected Outcome

• The unplanned visit is scheduled on the timeline and assigned to the correct user.

• The visit appears in the Schedule View, Timeline View, and Calendar View.

• The table view is updated with the correct visit details (date, time, and assignee).

Tips

• Ensure that the team users are added in the Project Settings page before attempting to assign visits to them.

• Use the date picker effectively to filter visits for specific dates.

• Keep track of the time by resizing and adjusting the visit cards to match the visit's actual duration.

b) How to Delete a Scheduled Visit

Introduction

This section explains how to remove a scheduled visit from the timeline and return it to the Unplanned Visits list in the Schedule View.

1. Locate the Visit Card: Click on the cross (X) at the top left corner of the scheduled visit card you wish to remove from the timeline.

2. Confirmation Prompt: A confirmation modal will pop up asking, “Do you want to delete it?”

3. Confirm Removal:

   • Click OK to confirm. The visit will be removed from the timeline and returned to the Unplanned Visits list.

   • Click Cancel to cancel the removal. The card will remain on the timeline.

4. Save Changes: Click the Save button to confirm the updates. The visits you removed from the timeline will now appear in the Unplanned Visits list.

Expected Outcome

• The scheduled visit is removed from the timeline and placed back in the Unplanned Visits list.

• The timeline, table view, and calendar view are updated to reflect the changes.

3. Project Level View Overview (Table, schedule, calendar, map)

Introduction

The Field Service Management (FSM) app offers a comprehensive view of visits, accessible through Project Page: Table View, Schedule View, Calendar View, and Map View. Each panel provides unique tools and visualizations to manage visits efficiently.

Views Overview

1. Table View

The Table View is the default panel and displays a list of all visits, both scheduled and unscheduled in tabular form.

• Features:

  • Provides a clear, tabular format for viewing all visit details.

  • Allows editing and deleting visits directly from the table using the pen and bin icons.

  • You can also add new visits from tabular view by clicking Add Visit button

2. Schedule View

The Schedule View allows for scheduling unplanned visits and viewing scheduled visits over a timeline.

• Features:

  • Drag and Drop: Easily schedule unplanned visits by dragging and dropping them onto the timeline.

  • Adjust Timing and Duration: Resize or reposition visit cards to adjust the duration and timing of visits.

  • Deletion: Remove scheduled visits and return them to the unplanned list using the close icon (X) on the top left corner of the card you wish to remove.

  • Color-Coded Cards: Scheduled visits are displayed in color-coded cards based on their type, making it easy to identify the nature of the visit at a glance.

  • Timeline Adjustment: Click on durations “15m” for wider timelines and “30m” for narrower timelines to adjust the length of the timeline.

  • Date Picker: Select any date using the date picker to view and drag cards on the timeline for the chosen day.

3. Calendar View

The Calendar View is a read-only representation of the scheduled visits for the week.

• Features:

  • Displays visits over a full week.

  • Use the date picker to navigate between weeks.

  • Hover over scheduled visits to see a tooltip with details like:

    • Type of visit

    • Time

    • Title

4. Map View

The Map View visualizes visit locations and allows route planning.

• Features:

  • Markers: Displays markers for all visits with valid locations on the map.

  • Filters:

    • Select a team user to filter visits by user.

    • Enter an initial position (e.g., a physical office) in the location input field to set the starting point.

  • Show Route Button:

    • Displays a route connecting visits in order of their scheduled time, starting from the first visit or the initial position.

    • Numbered markers (1, 2, 3, etc.) indicate the visit sequence.

    • If no user is filtered, routes for all users are displayed; if a user is selected, only their routes are shown.

  • Trip Summary:

    • Provides a summary of visits in separate cards for each user.

    • Includes:

      • Approximate travel time to each visit location.

      • A progress bar showing completed visits.

      • A timeline with visit titles and their respective date/times.

How to Navigate Between Views

• Use the panel navigation buttons at the top of the Project Page to switch between views.

• Ensure to save changes in the Schedule View before switching to other panels.

Summary

• Efficiently manage visits through the Table View.

• Easily schedule and adjust visits in the Schedule View.

• Get a weekly overview of scheduled visits in the Calendar View.

• Visualize visit locations and routes with the Map View.

4. Personal view (Agenda, schedule, calendar, map)

Introduction

The Field Service Management (FSM) app offers a comprehensive view of visits, accessible through Project Page: Table View, Schedule View, Calendar View, and Map View. Each panel provides unique tools and visualizations to manage visits efficiently.

Views Overview

1. Table View

The Table View is the default panel and displays a list of all visits, both scheduled and unscheduled in tabular form.

• Features:

  • Provides a clear, tabular format for viewing all visit details.

  • Allows editing and deleting visits directly from the table using the pen and bin icons.

  • You can also add new visits from tabular view by clicking Add Visit button

2. Schedule View

The Schedule View allows for scheduling unplanned visits and viewing scheduled visits over a timeline.

• Features:

  • Drag and drop unplanned visits onto the timeline to schedule them.

  • Adjust the duration and timing of visits by resizing or repositioning visit cards.

  • Use the Deletion Mode to remove scheduled visits and return them to the unplanned list.

  • Scheduled visits are displayed in color-coded cards based on their type to easily tell the nature of the visit without looking into details:

    • Maintenance: Blue

    • Event: Purple

    • Regular: Pink

  • You can switch between light and dark mode by toggling the sun/moon button.

3. Calendar View

The Calendar View is a read-only representation of the scheduled visits for the week.

• Features:

  • Displays visits over a full week.

  • Use the date picker to navigate between weeks.

  • Hover over scheduled visits to see a tooltip with details like:

    • Type of visit

    • Time

    • Title

4. Map View

The Map View visualizes visit locations and allows route planning.

• Features:

  • Markers: Displays markers for all visits with valid locations on the map.

  • Filters:

    • Select a team user to filter visits by user.

    • Enter an initial position (e.g., a physical office) in the location input field to set the starting point.

  • Show Route Button:

    • Displays a route connecting visits in order of their scheduled time, starting from the first visit or the initial position.

    • Numbered markers (1, 2, 3, etc.) indicate the visit sequence.

    • If no user is filtered, routes for all users are displayed; if a user is selected, only their routes are shown.

  • Trip Summary:

    • Provides a summary of visits in separate cards for each user.

    • Includes:

      • Approximate travel time to each visit location.

      • A progress bar showing completed visits.

      • A timeline with visit titles and their respective date/times.

How to Navigate Between Views

• Use the panel navigation buttons at the top of the Project Page to switch between views.

• Ensure to save changes in the Schedule View before switching to other panels.

Summary

• Efficiently manage visits through the Table View.

• Easily schedule and adjust visits in the Schedule View.

• Get a weekly overview of scheduled visits in the Calendar View.

• Visualize visit locations and routes with the Map View.

5. Visit's Type Configuration (Admin Panel)

Accessing the Admin Panel

1. Click on Apps in the Jira menu

2. Navigate to Manage Apps

3. In User Installed Apps, find the Field Service Management for Jira (FSM) app

4. Click Configure to open the Admin Panel

Managing Visit Types

Adding a New Visit Type

1. In the Admin Panel, click Add New Type button

2. A drawer will open with type configuration options

3. Enter Type Details:

   • Type Name: Provide a descriptive name for the visit type

   • Color: Select a color to represent the type

4. Click Save

Important Notes

• Visit types list will be empty by default

• No default types are pre-configured

• You must manually add visit types

Resetting Visit Types

• Use the Reset button to clear all existing visit types

• Caution: This action will remove all previously configured types