Configuring the aACE Job Shop App

This app allows your employees to view information pertaining to open jobs, clock their time, and submit material usage. It is designed for a shared iPad mounted in a common area where each person on your team can access it. Multiple devices with the Job Shop App installed can be deployed throughout the facility; any user can log into any device without encountering data conflicts.

Before You Start

The system administrator needs to complete the following:

  1. In aACE, set up a 'user' for the Job Shop App:
    • Create a Team Member record that has a recognizable name (e.g. “Job Shop App”) and has the Type field set as "Resource".
      Note: If you will have multiple devices running this app, you must create a generic 'user' and password for each device (e.g. "Job Shop1 App", "Job Shop2 App", etc).
    • Add the team member(s) to a User Group that is set with the 'management' Data Group.
      Note: Because these 'users' will not regularly log into aACE from a desktop, you can prevent any unauthorized use by removing all of this group's menu options and module access privileges.
    • Login as the team member(s) to change the default password.
  2. Actual team members will log into the Job Shop App using a unique PIN. Before deploying the app, you must enter each user's PIN as their Payroll ID (Menu > Internal > Team Members > Human Resources tab > Compensation Setup section).
  3. Install FileMaker Go on one or more iPads. The app was designed for an iPad mini, but will also work on a full-sized iPad. Note: The app will not work on an iPhone or iPod touch because the workflow and interfaces were designed for a shared device rather than a personal device.

Configuring the App

After downloading the Job Shop App to a device, the first time you open it, the app displays the Settings screen for configuration. After you configure the app, tap Done to display the team member log in screen and begin using the app.

Server Connection

  • aACE Server Address — The IP or DNS alias for your aACE server. If you do not know this address, please consult your system administrator.
  • aACE File Name — The name of the aACE Mobile file hosted on your server. Unless your system has been renamed, this should be “aACE Mobile”.
  • aACE Account Name and Password — The aACE login credentials for the user(s) you created above.
    Note: If you will have multiple devices running the Job Shop App, you must have a generic 'user' and password for each device (e.g. "Jobshop1.App", "Jobshop2.App", etc).
  • Configure — Tapping this will download data from aACE, including team member, line item code, and office bin data. This initial download may take several minutes, due to the potentially high volume of data. Subsequent syncs will process smaller, quicker data updates.

Settings

Use the following preferences to easily customize the Job Shop App to your company workflows. To update these preferences, you can display the settings screen again by entering the PIN number “9999”.

  • Refresh data on login — Better syncing option when users will be logging in frequently or when the schedule constantly changes and new jobs are created throughout the day, so data needs to be refreshed more often.
  • Refresh data every __ hours — Better syncing option when users do not login frequently or when the schedule is set in advance and remains constant, so data can be refreshed less often (e.g. once per day). 
  • Refresh Transaction Data — Manually syncs information about jobs, tasks, etc. (Note: Irregularities in transaction data can occur due to the nature of syncing. If you notice issues with data, tap Refresh Transaction Data to get a clean update from aACE.)
  • Refresh Master Data — Manually syncs information about line item codes, team members, etc. Note: To maintain a quick, responsive app, master data is not continually updated. When you create a new line item code or update a team member in your aACE system, you must manually refresh the master data.
  • Reset Data — Wipes the Job Shop App of all data for a clean restart.
    Note: This feature can be useful due to the app's design focused on speed and responsiveness. The app is a dummy app, meaning the data is only stored temporarily, then is transferred back to aACE as the central repository. This helps maximize the speed that is valuable for mobile apps by only syncing data that has changed in the app. After months and months of usage, there may be discrepancies in the data time stamps (e.g. an open job that exists in aACE is not showing up in the app). Resetting the data helps you quickly create a new baseline of accurate records.

Syncing Data

Data is synced between the Job Shop App and aACE at various intervals, depending on the data type:  

  • Time Clock start/stop — Uploaded to aACE immediately when you start or stop time (from any mobile device or desktop)
  • Material Costs — Uploaded to aACE immediately when applied
  • Timesheets, Serials, Lots — Downloaded from aACE at login
  • Jobs, Tasks — Downloaded from aACE according to your app settings (described above)
  • Line Item Codes, Team Members — Downloaded from aACE on demand (e.g. Refresh Master Data)