DefAct
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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

Sync and working offline

The app works without internet. When a connection appears, documents go to the server by themselves — and if there is no internet at all, devices exchange data directly, over Wi-Fi or a cable.

How it works

Everything you do in the app is saved on the device immediately. When there is a connection, the app sends new and changed documents, photos and directories to the server, and receives what changed elsewhere: the company directories, details, the customer's decisions, jobs.

The document number is issued by the server — on the document's first sync. Before that the app shows a temporary number.

Sync state

Settings → Sync: the last sync, how much was sent and received, how many files went out. The Sync now button starts the exchange immediately. The main screen shows how many documents are still waiting to be sent.

Sync: state and the time of the last one
Sync: state and the time of the last one

Modes

Mode When it syncs
Automatically When the app opens, when the network appears and after a document is finished
Wi-Fi only The same, but only when the phone is on Wi-Fi; phones only
On a schedule Automatically and again after the chosen interval
Manually only Only on the Sync now button

If mobile data is expensive, choose Wi-Fi only and economical photo quality — see Photos and signatures.

If something did not go out

  • Awaiting sync on the main screen does not go down — check the internet and press Sync now.
  • Change the temporary password — sync does not run until the password is changed.
  • The server does not accept changes: N — the rest went out, but the server rejected these records. Open them and save again; the attempts start over.
  • Subscription expired — documents and photos stay on the device, sync resumes after payment.

No internet: direct exchange

If there is no internet at all — on a site, in a workshop, at an object — devices exchange documents and photos directly: over a shared Wi-Fi network, over a cable with internet sharing, or through the phone's hotspot.

Settings → Local sync:

  1. On one device press Open access — the device address and a connection code appear.
  2. On the second one press Connect to a device: enter the address and the code and press Sync.
  3. The app compares the data and transfers what is missing in both directions.
Local sync: address and connection code
Local sync: address and connection code

Numbers and approval stay with the server: what was transferred goes to the server from whichever device reaches the network first.

Backup

Settings → Backup → Create a backup — a file with all the app data. Restoring replaces the current data on the device, so restore only from a correct DefAct backup. With a subscription the documents are also kept on the server — on a new phone it is enough to sign in to the account.