Allow all users to access data within a common app

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    Hazel Kral

    Hi Traci,

    Thanks for reaching out! There are a few things that I think we can help with from your description. Of course, every use case is different so if it doesn't please let me know. 

    You can adjust users' roles to allow them different types of access - The Five User Roles. This article describes how to allow users permission to look in new areas. 

    It sounds to me like your techs are filling in the form and then submitting it in the field, therefore, creating a submission. If you're typically having techs go in after another before you need the final submission to come through, you can create a dispatch (How to Use Dispatch) or use assignments (How to Reassign a Submission) so people can pick up submissions and work on it on their own mobile devices to get this to a final state. 

    If you must complete a submission before you edit you can edit this on the desktop view of GoCanvas by allowing your submission to be edited - How to Edit a Submission. However, this doesn't allow you to access via the mobile device other than the option above.

    I hope this helps!

    Hazel Kral
    Sr. Customer Engagement Manager

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    TRACI JOHNSON

    Thank you for the reply, user rolls have been adjusted accordingly, have also thought of handoffs but I'm not sure that would be our best solution either.  What is needed is more of a 'customer database information sheet'.  We have multiple customers in need of maintenance over the spring, if there was a shared customer database, they would be able to add or change site information to be used for the next service, i.e., type of machine, belts, and filters. However, once submitted or handed off it's ‘complete’ instead of 'handing out' for the next time a tech goes out to see what equipment they need to take with them for the job. As my own workaround, I have pulled this information off prior invoicing and made my own database but it would be nice for them to at least see it instead of calling into the office for such information. 

     

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    TRACI JOHNSON

    Could a possible solution be attaching reference data? LOL, may have answered my own question.  I could include this information within the customer reference data with names addresses and phone numbers, then add a field for the equipment needed, that would populate. My only change would be to the actual form itself by creating fields for it. However, this would also change the version history of my form which can be somewhat of a pain as at any given time we could have multiple current invoices within handoffs not completed, which in turn makes everyone work from 2 different invoice versions.....oh goodness, that could be a rabbit hole.  I will just wait to see if you or anyone else has a suggestion. 

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    Hazel Kral
    Hi Traci, 
     
    Love to see you've been digging into the system and again using my best judgment off of what I'm reading here without being on your platform. I think from what you are describing above the best-case scenario would be some sort of integration to connect to your customer database to be able to pull certain information and where (it sounds like you want this) your clients can go in and update their account then you can provide a quote for the upcoming year on what services they are looking for. This would require a scoping call with an Account Executive, but is possible!
     
    It sounds like reference data may be a good workaround here and I'll point you towards dependent reference data as this can help by having certain "services" for certain customers. 

    You're right in the sense of if you're wanting to go back in and edit your submissions and the different versions being available. If the invoices are already completed you won't be able to update to the current version, but if you make a new invoice with the added fields (ex: 2022 invoice and 2023 invoice) you can go in and edit the new one then send out the PDF that is created at the end. 

    I hope this helps! 

    Hazel Kral
    Sr. Customer Engagement Manager
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