How to Use Dispatch

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Dispatch allows you to pre-populate GoCanvas forms and then assign them to any users in your account. This is a great way to assign jobs to your mobile workers so they know:

  • Where to go,
  • Who to talk to when they get there,
  • What needs to be done.  

Jobs can be dispatched from Work Hub individually or in bulk by uploading a CSV file. You can also use Webservices to push dispatches automatically to GoCanvas from your own system. As a reminder, the ability to create and edit dispatches is exclusive to the admin and designer roles

Enable Dispatch

To get started, you need to enable it on your form.

1. Go to your Forms page.

2. Click on the name of the form you want to activate dispatch on.

3. Under Settings, find Dispatch and click the Settings button:


Dispatch_Form_Setting.png

4. Check the box and push Save to enable Dispatch.

Now you can use dispatch for this form.

Note: You need to have more than one user assigned to a form for dispatch to be configured. 

How to Dispatch Individual Jobs 

1. Click Work Hub.

2. Click the Create Dispatch drop down button and select Create New.

Create_New_Dispatch.png

3. Fill out these fields before sending:

      • Which form would you like to use? - Only forms with dispatch activated will appear on this list. 
      • Dispatch Name - This will be displayed on the Dispatch Calendar, the In Progress tab, and in the calendar invitation sent to the person assigned to the dispatch.
      • Description - Additional information about the dispatch that will show up on the user's mobile device. 
      • Assign to - This is the user that you are assigning this dispatch to. 

Work Hub_Create Dispatch.png

4. If you want the dispatch work to be done in the future, you can schedule it by deselecting the Immediate Dispatch checkbox.

This feature is available for select plans. Reach out to your Customer Success Manager or Account Manager to see if you qualify.

5. Hit Next in the lower right corner of the page.

6. On the next page, you can pre-fill fields in the form so that when the user opens it up on their mobile device, information will already be there. You'll see the available fields from your app. You must populate one field, but can fill in as many as you'd like. 

7. Hit Create Dispatch at the bottom right when finished.

8. You will automatically be placed back on the Create Dispatch screen if you have additional Dispatches to create. If not, you can simply press the Cancel button in the lower left corner of the page to return to Work Hub.

Fill_out_Dispatch.png

 

The In Progress tab will show the dispatch you created.

How to Create Dispatches in Bulk

Here's how to create multiple dispatches at the same time.

1. Navigate to Work Hub.

2. Click Create Dispatch and Upload Dispatches from the drop down menu. 

Upload_Dispatches.png

3. Click on the Download button next to the form for which a dispatch will be made. GoCanvas will create a .csv file automatically that contains the fields (as columns) you need to prefill to create dispatches in bulk.

Bulk_Dispatch_Upload_Screen.png

4. Open the .csv file that downloads automatically to your computer. The first three columns represent the three fields you must complete in order to assign a dispatch to a user. 

      • App Name: It will auto-populate the form name in the second row based on the sample you downloaded. Drag that value down to populate more rows.
        Note: You can dispatch to multiple forms in a single file. Make sure your form name is accurate.
      • Dispatch Name: This will be displayed on the Dispatch Calendar and in the calendar invitation sent to the person assigned to the dispatch.
      • Description: This is the name of the dispatch that will show up in the Dispatch Manager and on the user's mobile device. They appear alphabetically on the mobile device. 
      • User email: This is the email address of the mobile worker to whom the dispatch will be assigned.

Note: You must add users to your account if you intend to assign dispatches to your mobile workers.  
Bulk Dispatch_Excel File Example.png

5. Save the file. It must be a CSV.

6. In Work Hub, click the Create Dispatch button and select Upload Dispatches.

7. Upload your file within the box with the dotted line on the right side of the page.

8. Push browse and select the file from your hard drive. 

9. Push the Import button to upload. 

Upload_spreadsheet.png

That's it! Your dispatches will now appear in Work Hub.

Dispatch on the Mobile Device

Once you have created dispatches and assigned them to users, the information is available on their mobile device. 

1. The user will need to Sync their device to receive the dispatch. The message below will appear when a dispatch (or multiple dispatches) is received by the mobile user. You will also see a round black icon next to the form.


iOS_Dispatch Notification.jpg

2. Click on the form with the dispatch assigned and see a list of dispatches available to the remote user. The dispatches will be named by Item Description. Dispatches will show up on this list alphabetically. The user simply clicks on the dispatch to see the pre-populated data. 

3. You can also view any current or upcoming dispatches by clicking on the Tasks banner on the Home page. If a user is ready to start a dispatch assigned for that day, select the dispatch and the first screen of the form will launch to complete as usual.

 

iOS_Tasks List No Upcoming.jpg

If you need your users to see their Upcoming tasks before the day of the scheduled dispatch, a feature called Future Dispatches allows for dispatches to be viewed up to seven days before the day of the scheduled dispatch. 

iOS_Upcoming Tasks.jpg

Selecting an upcoming dispatch will allow the user to see a static view of the form and any fields filled out by the dispatcher, but will not become a submission that the user can fill out until the scheduled day.

iOS_Future Dispatch.jpg

Note: Future dispatches is currently available on a by-request basis. Submit a ticket if you are interested in enabling this feature.

Tracking the Dispatch & Viewing your Data

The status of your dispatch will change on the In Progress tab as the user fills out the form. This allows admins to see where your mobile worker is in the process of completing this job. 

Below are the different statuses you may see.

Assigned - When the dispatch is created but not received by the user yet.

Received - When your user downloads the dispatch to their device.

Unassigned - When the dispatch is no longer assigned to any user.

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Comments

4 comments

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  • Is there a way to change the dispatch interface back to how it originally was? The new update slows down my workflow and I much preferred it when my information was all on the same page. 

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  • Hi Yarisley,

    As of the 28th of July 2022, the old interface has been sunsetted and Work Hub is the only location where dispatches and workflows can be managed. We hope to continue improving Work Hub and Dispatch with feedback from customers so please feel free to send that valuable feedback to beta@gocanvas.com and we thank you in advance for adjusting to this new experience.

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  • On this. If I assign dispatch to multiple users or a group would it be duplicated for each of those users? 

    I just want to assign the dispatch and anyone should be able to submit within that group. But once that form is submitted it should disappear from the tasks of the users in that group.

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  • Hi Nathan Leathers

    Thanks for your question! Dispatches can only be assigned to one user at a time. They can be unassigned and reassigned by the admin from Work Hub or Assignments can be turned on so that the user is able to unassign or reassign a dispatch or submission from themselves. Dispatches work like a single piece of paper being handed to one person. Assignments is the best way to leave a submission open to a group of people. Once a dispatch is sent out, it can be unassigned from that user and placed in an open queue so that it can be claimed by anyone who has access to the form on mobile. Once it's claimed, it's removed from that open queue. 

    To read more about Assignments, please check out these articles:

    Unassign and Claim a Submission

    Reassign a Submission

    Assignment Settings

    Please let us know if you have any other questions!

    (Edited )
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