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Specifications
Solarvista
The 2-in-1 field service Management systems & 'no-code' Application platform.
SAAS/TECHNOLOGY
ARCHITECTURE
Multi-tenanted, cloud-only microservices architecture. Uses “planet-scale” Microsoft® Azure™ Cosmos DB with fast HTML5/ JavaScript/CSS web client and native mobile apps for iOS™, Android™ & Windows™.
SECURITY
128-bit SSL encryption between web browser, apps & cloud services.
USER AUTHENTICATION
User authentication via Microsoft® Work or School Account (Office 365), Microsoft® Personal Account, Google ID, or Apple ID.
WEB PORTAL
Responsive design for desktop, tablets & phones supporting both mouse & touch input.
MOBILE APPS
Native apps for iOS™, Android™ & Windows™. Apps work offline or online (some features do require online access e.g., for data searches). Installed & automatically updated via major app stores. Responsive & scalable to device size.
DATA CENTRES
Operated within Microsoft® Azure™ ISO27001 accredited data centres in UK, NL and IRL (US and AU/NZ coming soon).
BACKUP
All data within an account is backed up within the data centre every 100 seconds. Point-in-time (PIT) restores are available with 1-second granularity within a 30-day rolling window.
DATA RETENTION
All data is retained for the duration of the active subscription.
MULTIPLE ACCOUNTS
Operate multiple accounts from within web portal. Connect mobile apps to multiple accounts at one time. Useful for larger organisations to segment data and configurations.
RESILIENCE
Service bus architecture helps deliver minimum 99% uptime per annum, including planned maintenance periods where access may be restricted.
APPLICATION PROGRAMMING INTERFACE
Full programmatic control via REST-based API (application programme interfaces) (subject to fair usage throttling and limits).
2-IN-1: FIELD SERVICE MANAGEMENT SYSTEM
CUSTOMERS
Stores customer name, address, phone, email, contact, billing currency, tax rate, time zone, opening hours, territory, & required certifications in & above.
SITES
Linked to customers, or may be independent, stores address, contact & preferred operatives. On site access certifications, territory & opening hours in [STD] & above plans.
CONTACTS
Stores names and roles for contacts associated with customers, sites & suppliers. Holds communication permissions.
PRODUCTS
Used as master for parts, materials & equipment. Stores code, description, category, unit, manufacturer & part number, cost price, selling price & supplier.
EQUIPMENT/ASSETS
Optionally linked to sites, optional link to product, description, serial number, specific location in site. Optional service level, agreement, optional start date and/or end date, charge in [STD] & above.
SERVICE LEVELS
Used with work items, customers, agreements & equipment, these define how quickly & when service should be provided. Holds name, days of week, hours of day, start and complete times (in hours) & validity dates. In addition, holds charge rates for working/travelling labour and distance.
AGREEMENTS/CONTRACTS
Holds service relationship between your organisation and customer. Stores customer, start and end dates, service level, charge, tax rate, billing interval, and pricing policy applicable.
SKILLS/QUALIFICATIONS/CERTIFICATIONS
Holds skills, qualifications & certifications ready to be assigned to operatives, including validity dates. Used with calendar feature to assist with work item assignment.
CALENDARS
Responsive (i.e., scales to device) calendar view for each operative viewable by agenda, timeline, day, week & month formats. Drag/drop from unassigned workflow stage to assign to operative & set scheduled date/time for working stages. Automatic filtering of mobile operatives by criteria based upon each work item to be scheduled (manual option available also).
APPOINTMENT BOOKING
Request appointments for least-cost (determined by shortest travel time) and free-time in calendar. Appointments also offered based upon skills and territorial responsibilities.
SHIFTS/ROSTERS
Operatives can be assigned to Rosters which refer to Shift Patterns which then automatically create non-working time in Calendars.
LEAVE/HOLIDAYS
Mobile operatives can submit requests for leave/holiday time. These appear in web portal for approval. Once approved, non-working time is marked in calendars.
SICKNESS NOTICES
Mobile users can report immediate unavailability due to sickness. This is immediately marked in calendars.
WORK ITEMS
Ready-made templates for a range of styles of work, including:
- Generic (comprehensive/all features)
- Field Repair
- In-house Repair
- Depot Repair
- Installation
- Field Maintenance
- In-house Maintenance
- Survey
- Field Task
- In-house Task
- Help Desk Call
All templates can be edited or copied to new designs for complete customisation. Ability to add tags for filtering in views. Work items assigned to operatives are transmitted to the mobile apps which then follow prescribed workflows. Every work item is controlled by a workflow designed to operate with the mobile apps. This allows easy yet controlled update of stage & restricts options presented to user. Choice of workflow styles with on/off toggles for specific stages. Each workflow stage then mandates selected activities or forms to be completed and controls next stage choices.
RECURRING WORK
Automatically generate work items (to a defined template). Optionally set to auto assign to a specific operative. Set to recur daily, weekly, weekdays, monthly or one-time.
LABOUR
Labour time is tracked in real-time as operatives move through workflow stages that are marked as schedulable. Extra labour can also be recorded outside of real-time workflow and optionally for other operatives if required.
PARTS/MATERIALS
Record parts used utilising search facility to Products. Record quantity used and optional selling price. Create requests for parts required which are viewed within web portal. Record when parts are collected from suppliers or when moved from one location to another.
INVENTORY LEVELS
Optional tracking of quantities by product and location (text location code, user, vehicle, or office/depot). Updated from activities submitted via mobile operatives (or may be synchronised to an external inventory management system where feasible (extra charges apply).
BREAK/FIX ANALYSIS
For repair-style work, record Problem and Resolution codes during activity. In record Symptoms and Cause too.
NOTES
Enter unlimited free text notes via mobile (also allows voice-based input if device supports it).
ACTIONS DONE
Enter multiple actions via mobile apps to track activity. Actions can also be used to enable easy entry to combine labour and a selection of products which are automatically added to the work item and optionally charged for.
FOLLOW-UPS & ALERTS
Set a future reminder with date/time, note and optional named user. Follow-up information appears within web portal and can be assigned to mobile operatives for viewing via mobile apps.
BREAK & WAITING TIMES
Mobile operatives may track breaks (non-working time) as well as time spent waiting e.g., where access is not available.
PROJECTS
Work items may be processed as part of a project, with option to consolidate billing/invoices. Mobile operatives can supply simple project updates including summary status reports and progress percentages which are posted to Project record for review.
LONE WORKING
Mobile operatives can send notices from mobile of a lone working risk period ahead which is displayed as an internal notification within portal (NOTE: not suitable where BS 8484:2016 compliance is required). Actions can be used to connect to other messaging systems (additional configuration - extra charges apply).
MOBILE FORMS
Design customised forms for use via mobile apps. Field types supported are Text, Number, Decimal, Yes/No, Photo, Signature, File/Document, Address (with Gazetteer) or Link. Picklist and search controls to select from static or dynamic data. Conditional flow expressions allow selective control of fields presented to user. All forms can be presented during specific workflow stages or available anytime.
SIGNATURES
Capture signatures via forms using mobile apps at any workflow stage. May be mandatory or optional.
DOCUMENTS/PHOTOS
Attach files to work items, via web portal, which are automatically downloaded to mobile apps. Create document or photo fields within forms which can be mandated at key points in workflow. Mobile apps allow direct capture from camera where applicable or from camera roll/library.
ROUTINES/CHECKLISTS
Create forms for routine services or compliance checks which prompt for tasks to be performed or data to be captured. Forms can be added to any work item template at any stage for pre, during and post work routines. Answers given can drive conditional flow to skip sections.
MISSED SLAs
When an SLA performance point is missed, the impact upon customer, duration of time late and reason missed may be captured. This is posted to a consolidated ‘Performance’ data source for review/analysis.
JOURNAL & ANALYSIS
Automatic calculation of costs and charges, where applicable. Automatic analysis by other dimensions e.g., period, type of work, location, customer/industry, product/equipment, parts/materials, actions, commercial & contractual, resources, break/fix coding, knowledge and account or work ownership. This data facilitates in-depth, but easy analysis of profit/loss from any business perspective.
BILLING/INVOICES
Automatically generate invoices (or billing data) from completed work items using rules set in products, pricing policies and service levels. Billing is generated using the currency set within the customer record. Automatically generate invoices (or billing data) for agreements with recurring billing at key intervals.
ACCOUNTING CODES
Automatic determination of accounting ledger codes (General, Cost Centre & Dept) for any posted invoice or journal line item based upon hierarchy of rules applied to determine it (simple defaults though to complex mapping).
LOCATION TRACKING
Capture location using mobile device location services (therefore device specific) upon workflow transitions & form submission. Locations are displayed within maps in web portal in various points.
HISTORY
Key information from any work item activity is posted to a consolidated ‘History’ data source for easy viewing of customer, site, work history.
KNOWLEDGEBASE
Mobile operatives can post Q&A style information to an internal ‘Knowledgebase’ data source. Break/Fix coding is also optionally posted too.
CONTACT/CRM
Customer relationship events such as phone calls, notes, or meetings can be posted via web forms in portal or from mobile apps, which work offline (these are populated to consolidated ‘History’ data source) and associated with customers, sites, contacts, agreements and/or projects.
QUOTATIONS
Create quotations using information from products, services and agreement pricing adjusted for pricing policies determined by customer. Convert quotations to work orders, work items, agreements, or requests/orders.
QUOTATIONS
Create quotations using information from products, services and agreement pricing adjusted for pricing policies determined by customer. Convert quotations to work orders, work items, agreements, or requests/orders.
2-IN-1: ‘NO-CODE’ APPLICATION PLATFORM
DATA SOURCES
Create custom data sources to hold additional information. These data sources are accessible directly by picklist or search fields in other data sources, forms or work items in web portal or mobile apps.
WORK ITEMS
All templates can be edited or copied to new designs for complete customisation. Ability to add tags for filtering in views. Work items assigned to operatives are transmitted to the mobile apps which then follow prescribed workflows.
ACTIVITIES/FORMS
Design customised activities/forms for use via mobile apps. Field types supported are Text, Number, Decimal, Yes/No, Photo, Signature, File/Document, Address (with Gazetteer) or Link. Picklist and search controls to select from static or dynamic data. Conditional flow expressions allow skip of sections. All forms can be presented during specific workflow stages or available anytime.
BUSINESS LOGIC
Access business logic from field service management system. Build new business logic using external tools such as Microsoft® Flow. Trigger business logic (or call third-party web services) upon workflow stage changes (entry/exit), activity/form submissions, and data sources created, updated, or deleted.
FIELD TYPES
Add new fields with types for text, number (whole or decimal), image/photo, document/media, true or false, picklist (from text), picklist (from data source or work item), address with gazetteer. Each field has option for help text, which is automatically rendered in web portal and/or mobile apps.
DYNAMIC CONTROL
Control visibility of fields and whether mandatory from values in other data fields.
VIEWS & MENUS
Create custom views (or groups of views) with filters, query expressions & column selection. Save to main menu with custom icon/name. Main menu in portal is fully configurable with editable icons, naming and sections.
AUTOMATED ACTIONS/INTEGRATIONS
When work items transition through workflow stages, or when activities/forms are submitted, or when a data source row is created, or edited or deleted:
- Send an email using HTTP connector and third-party email product (not included).
- Post to any data source via data gateway.
- Post to a Microsoft® Power BI (not included).
- Call a third-party web service.
Automated actions are subject to limits based upon subscription/plan selected.
CONNECTORS
Microsoft® OneDrive™ with ability to read/write files from specific location. Microsoft® Power BI with push post to data table created via web portal. Generic HTTPS web connector. Connectors are subject to limits based upon subscription/plan selected.
CALENDARS
Calendar view for each operative viewable by agenda, timeline, day, week & month formats. Drag/drop from unassigned workflow stage to assign to operative & set scheduled date/time for working stages.
WORKFLOW
Every work item is controlled by a workflow designed to operate with the mobile apps. This allows easy yet controlled updates at each stage & restricts options presented to user. Choice of workflow styles with on/off toggles for specific stages. Each workflow stage then mandates selected activities or forms to be completed and controls next stage choices.
RECURRING WORK/TASKS
Automatically generate work items (to a defined template). Optionally set to auto assign to a specific operative. Set to recur daily, weekly, weekdays, monthly or one-time.
SIGNATURES
Capture signatures via forms using mobile apps at any workflow stage. May be mandatory or optional.
DOCUMENTS/PHOTOS
Attach files to work items, via web portal, which are automatically downloaded to mobile apps. Create document or photo fields within forms which can be mandated at key points in workflow. Mobile apps allow direct capture from camera where applicable or from camera roll/library.
ROUTINES/CHECKLISTS
Create forms for routine services or compliance checks which prompt for tasks to be performed or data to be captured. Forms can be added to any work item template at any stage for pre, during and post work routines. Answers given can drive conditional flow to skip sections.
LOCATION TRACKING
Capture location using mobile device location services (therefore device specific) upon workflow transitions & form submission. Locations are displayed within maps in web portal in various points.
DATA IMPORT
In-built tool that imports a CSV text file and allows selection/mapping of fields to any data source or work item.
MANUAL DATA EXPORT
Manual selection of work items within views or using queries which then allows export to CSV or JSON.
AUTOMATED DATA EXPORT
Optional periodic batch export of data in CSV text format posted to connected Microsoft® OneDrive account.
DASHBOARDS/BI
Real-time dashboards are supported via the use of a separate Microsoft® Power BI account (not included - must be purchased separately).
REPORT & DOCUMENT DESIGNER
Design documents and/or reports for use with automated actions.
MULTIPLE ACCOUNTS
Operate multiple accounts from within web portal. Connect mobile apps to multiple accounts at one time. Useful for larger organisations to segment data and configurations.
WORKFLOW AUDIT
Key workflow stages displayed with each work item.
AUTOMATED BACKUP
All data within account is backed up within data centres automatically every four hours.
DEVELOPER API
Full programmatic control via REST-based API (subject to fair usage throttling and limits).
GAZETTEER
Built-in worldwide database for cities, counties, provinces, states, and countries (used for accurate and/or consistent address entries).
PROFESSIONAL SERVICES
ON-BOARDING/TRAINING
Fixed price packages include setup and configuration, including work item templates & forms if required, combined with introductory training done remotely using web meetings.
HELP DESK & SUPPORT
Contact with our help desk can be made via portal or via email. Phone support is also available on Standard & Enterprise plans. Enterprise plan support offers a guaranteed response time of eight working hours from confirmed receipt of request.
CUSTOM INTEGRATIONS
We will connect Solarvista to any other system providing it has a suitable API. Additional charges may apply, depending upon complexity.
CUSTOM BUSINESS LOGIC
We will add customised business logic to Solarvista using Microsoft Flow. Additional charges may apply, depending upon complexity.
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