DefAct
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All sections

Getting started

  1. How DefAct is put together
  2. Quick start for a service company
  3. Installing the app and signing in

Technician

  1. The app — main screen and tabs
  2. Jobs from the manager
  3. How to fill in a document
  4. Defect report
  5. Estimate and prices
  6. Equipment inspection act
  7. Work order and completion act
  8. Photos and signatures
  9. PDF and sending to the customer
  10. Document history
  11. Sync and working offline
  12. Directories — customers, equipment, work and parts
  13. Settings, tutorial and support

Manager and dispatcher

  1. The service company cabinet
  2. Requests from customers
  3. Dispatch — jobs for mechanics
  4. Internal review and work control
  5. Customers and customer access
  6. Team, roles and devices
  7. Company and details
  8. Subscription and payment
  9. Directories in Excel — company data
  10. 1C integration
  11. Profile, password and deleting an account

Customer

  1. The customer portal — signing in and getting started
  2. Approving the contractor's documents
  3. Repair requests to contractors
  4. Equipment analytics
  5. Employees, contractors and the customer's details

Solo technician

  1. Solo technician — working alone

Questions and problems

  1. Common questions

Directories in Excel — company data

Export directories as a spreadsheet, correct them or bring them from another program and upload them back — the data reaches employees' phones after sync.

Which directories there are

Directory What is in it
Customers Clients: name, tax number, address, branches
Customer contacts The customer's people: name, position, email, phone
Equipment Make, model, plate number, VIN or serial number, hours
Parts and materials Name, article number, price
Work types Name and the labour-hour price
Typical defects Category, name, object group — hints for the mechanic filling a report
Employees An app directory — export only
Company data: directories, exports and uploading from a file
Company data: directories, exports and uploading from a file

Exporting

  • Export on a directory row — one directory as an Excel file.
  • Export all directories in one file — every directory at once.
  • Summary of customers and documents — two tables in one workbook: customers with equipment, document counts and amounts, and all documents line by line. Without photos — a file that is convenient to take to accounting or to 1C.

Uploading from a file

  1. Download a template — Download template on a directory row, or All templates with examples in one file. The template has headers and grey example rows.
  2. Replace the examples with your own data. Columns with an asterisk are required; the rest can be left empty or deleted. An example row left in place is skipped on upload.
  3. In the Upload from a file block choose the directory and an .xlsx or .csv file.
  4. Choose what to do if a record already exists — for example, Update with the values from the file.
  5. Press Check the file. DefAct shows what will be added and what updated — nothing is written without your confirmation.

Upload order: customers first, then equipment and contacts — they attach to a customer by tax number or name. An empty cell does not erase what is already there.

How DefAct finds an existing record

Directory Matched by
Customers Tax number, or the name if there is none
Customer contacts Email within the customer, or the name if there is none
Equipment VIN, chassis or serial number, otherwise make, model and plate number
Parts and materials Article number, or the name without one
Work types Name
Typical defects Category, name and object group

Directories can also be exported and uploaded in the app — Settings → Import / Export.