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

PDF and sending to the customer

A finished document is a PDF. It can be printed, forwarded as a file, or sent to the customer for approval in their portal.

Building the PDF

In the document press Check and save — the draft check opens. If everything required is filled in, press Build PDF. No connection is needed for that.

A finished PDF: company header, number and QR code
A finished PDF: company header, number and QR code

After that you can:

  • Open and print;
  • Share the PDF — to a messenger, email, a drive;
  • Send for approval — to the customer's portal, see below.

The PDF carries the company details and logo, the document number, all sections, annotated photos and signatures. If the company has a subscription or a trial, the PDF has a QR code: the customer or an auditor can use it to check the document is genuine. Without a subscription the PDF carries a free-mode mark.

Sending for approval

Draft check: the current PDF, printing, Share and Send for approval
Draft check: the current PDF, printing, Share and Send for approval

Send for approval sends the document to the customer's portal. For that you need:

  • to be signed in and working in a company;
  • a customer specified in the document;
  • the customer to have a responsible person with an email, or to be connected to DefAct — then their employees see the document.

If internal checking is enabled in the company, the document first goes to a controller or admin and reaches the customer after the check.

The customer receives an email, opens the document in the portal and presses Approve or Return for rework. The decision arrives in the app at the next sync, and the manager gets it by email.

Statuses

Status What it means
Draft The document is being filled in
PDF built The PDF is ready, the document is not sent yet
Changed after PDF The document was edited after the PDF — build it again
Awaiting sync The document is ready and waiting for a connection to reach the server
Under review Internal review inside the company
Awaiting approval Waiting for the customer's decision
Approved The customer approved it
Returned for rework The customer or the reviewer sent it back

The PDF is outdated

If the document is edited after the PDF, the app marks Outdated PDF and offers Build the PDF again. The customer must receive the current PDF: the app will not send an outdated one for approval.

The document came back

The status is Returned for rework, and the document shows the customer's or the reviewer's comment on what to fix. Press Edit, correct it, build the PDF again and send it for approval once more. The document number does not change.