Complete List of Dispatch Module How Tos (Specialized Suite)

To access a specific dispatch log with record of all dispatch activity, go to the Home Page of the Dispatch Module. Click the ID or Title of the specific dispatch whose log you wish to access.

This opens the Dispatch Details Page.

Click the book icon in the header row opening the Dispatch Log Page.

Click the Dispatch Title in the header to return to the Dispatch Details Page.

To access a dispatch QR code, go to the Home Page of the Dispatch Module. Click the ID or Title of the specific dispatch whose QR code you wish to access.

This opens the Dispatch Details Page.

Click the QR Code icon to the right of the dispatch status opening the QR Code Modal.

Select the “Close” button to return to the Dispatch Details Page.

To add a waypoint to a dispatch itinerary, open the specific dispatch whose itinerary you wish to edit by adding a waypoint. Go to the Dispatch Module Home Page and alter the filter view as needed. Click the Dispatch Number or Title to open the specific dispatch page.

This opens the Dispatch Details Page.

Select the location icon to the right of the Itinerary header, opening the Add Waypoint Modal.

Select a specific location from the Waypoint Location from the dropdown menu or select on-off location if applicable. If one-off is selected, the modal expands so the specific location can input into a textbox.

If this waypoint is the starting location or final destination, leave the arrival date / departure date blank.

Customized locations can be added to the dropdown menu by clicking the “Locations” clickable link. This opens the Locations Database in the Database Module. WIKI LINK HOW TO ADD DISPATCH LOCATIONS TO THE LOCATIONS DATABASE FORM

Include the expected arrival date, departure date, and any notes relevant to the waypoint.

Select the “Save” button and the new waypoint now shows on the itinerary.

To add an activity to the dispatch itinerary, go to the Home Page of the Dispatch Module. Click the ID or Title of the specific dispatch you wish to add an activity to.

This opens the Dispatch Details Page.

Select the plus sign box icon to the right of the Itinerary header, opening the Add Activity Modal.

Input the new activity title, expected start and finish dates, as well as any relevant activity note.

Selecting the pencil icon will allow you to edit time zones as needed.

Select “Save” and the Activity now shows on the Dipatch Details Page.

To add approvers to a dispatch, open the specific dispatch you wish to add approvers to. Go to the Dispatch Module Home Page and alter the filter view as needed. Click the Dispatch Number or Title to open the specific dispatch details page.

Approval can be required for any dispatch status change (Scheduled, Ready to Dispatch, Dispatched, Completed, Canceled, and Archived). Approvers can be added to a dispatch by selecting the plus sign icon to the right of the People column header.

Selecting the plus sign icon to the right of Approvers opens the Add Approvers Modal.

The first dropdown menu opens to dispatch statuses.

Select what part of the dispatch process needs approval.

Use the second dropdown menu to select the user or role that needs to approve the status change.

Edit the display name if desired and select the “Save” button.

The approvers and the status their approval is required to reach are now displayed on the Dispatch Details Page.

To add assets to a dispatch, open the specific dispatch you wish to. Go to the Dispatch Module Home Page and alter the filter view as needed. Click the Dispatch Number or Title to open the specific dispatch details page.

Assets can be added to a dispatch by selecting the plus sign icon to the right of the Assets column header.

Selecting the plus sign icon opens the Add Assets Modal.

Select the asset you wish to add to the dispatch from the dropdown menu. Edit the display name if desired. Include any notes relevant to the asset and select the “Save” button.

The asset will now show on the Dispatch Details Page.

To add certifications to a dispatch, open the specific dispatch you wish to add certifications to. Go to the Dispatch Module Home Page and alter the filter view as needed. Click the Dispatch Number or Title to open the specific dispatch details page.

Certifications can be added to a dispatch by selecting the plus sign icon to the right of the Certifications column header.

This opens the Add Certifications Modal.

Certifications can be selected from the dropdown menu. Edit the display name as desired, and add any notes relevant to the certification.

Select “Save” and the certification now shows on the dispatch.

Distribution Lists are the individuals designated to receive a PDF copy of the dispatch orders, sent through the KAStrack Communications Module. They can be pre-defined in the Dispatch Module

To add distribution lists to a dispatch, open the specific dispatch you wish to add a distribution list to. Go to the Dispatch Module Home Page and alter the filter view as needed. Click the Dispatch Number or Title to open the specific dispatch details page.

Distribution Lists can be added to a dispatch by selecting the plus sign icon to the right of the Distribution List column header.

Selecting the plus sign icon to the right of Distribution List opens the Add People and Certification Roles Modal.

Pre-defined distribution lists, users, and certification roles can all be selected via the dropdown menu. Pre-existing distributions lists can be created within this module.

Edit the display name if desired and select the “Save” button. The individuals on the distribution list will now show on the dispatch details page.

An individual will only be listed once even if they are in multiple pre-defined distribution lists.

To add forms to a dispatch, open the specific dispatch you wish to add forms to. Go to the Dispatch Module Home Page and alter the filter view as needed. Click the Dispatch Number or Title to open the specific dispatch details page.

Forms can be added to a dispatch by selecting the plus sign icon to the right of the Forms column header.

Selecting the plus sign icon to the right of Forms opens the Add Forms Modal.

Select the form you wish to add to the dispatch from the dropdown menu.

Select the “Allow Entries to be Automatically Attached” of you would like the entries on this form to be linked to the Dispatch Details Page.

Select the “Require an entry before dispatch can be completed” checkbox if you would like to require that a form entry is submitted before the dispatch can be marked as completed.

Edit the display name if desired. Include any notes relevant to the report and select the “Save” button.

The form will now show on the Dispatch Details Page.

To add documents to a dispatch, open the specific dispatch you wish to add documents to. Go to the Dispatch Module Home Page and alter the filter view as needed. Click the Dispatch Number or Title to open the specific dispatch details page.

Documents can be added to a dispatch by selecting the plus sign icon to the right of the Documents column header.

This opens the Add Documents Modal.

Select the appropriate document to be added to the dispatch from the drop-down menu.

Only the documents the user has permissions to view and access will be displayed.

Edit the display name as desired and input any notes regarding the document.

Select the “Save” button and the document will be added to the dispatch.

To add form entries in the Dispatch Module, go to the Home Page of the Dispatch Module. Click the ID or Title of the specific dispatch you want to submit a form entry on.

This opens the Dispatch Details Page.

Hover your cursor over a form’s displayed name and select the clipboard icon.

The clipboard icon opens the webform modal, allowing an entry to be submitted directly from the dispatch details page.

Select “Submit” when done completing the form entry.

To add notes to a dispatch, go to the Dispatch Module Home Page and click the title or dispatch number of the specific dispatch whose status you wish to change.

This opens the dispatch details page.

The edit dispatch icon is to the right of the dispatch status. Click the Edit Icon to open the Edit Dispatch Modal.

Add the desired notes in the text box and select “Save” returning to the specific dispatch page.

The notes added will now be visible in the header row beneath the Dispatch Number and Title.

To add people to a dispatch, open the specific dispatch you wish to add people to. Go to the Dispatch Module Home Page and alter the filter view as needed. Click the Dispatch Number or Title to open the specific dispatch details page.

People can be added to a dispatch by selecting the plus sign icon to the right of the People column header or by selecting the identification icon. Selecting the identification icon will allow you to add people through their certification role.

To Add People to a Dispatch through People

Select the plus sign to the right of the People Section header. This opens the Add People Modal.

Select the KAStrack user to be added to the dispatch from the dropdown menu. There is an External User option if the individual is a not a KAStrack user. The system will automatically input the First , Last and username as the Display Name. This can be edited.

Add any notes regarding the user being added to the dispatch as desired.

Select “Save” and the user is added to the dispatch page.

To Add People to a Dispatch through their Certification Role

To add people to a dispatch through a certification role, select the identification card Icon to the right of the plus sign in the People Column. This opens the Add People by Certification Role Modal.

First, select the desired Certification Role from the dropdown menu.

Selecting the checkbox will only show people who are not red in this role. The People associated with the selected certification role will now be displayed in the the People dropdown menu.

The Display Name will auto populate with the First, Last, and username of the individual. Edit as desired to indicate the display name and add relevant notes.

Select “Save” and return to the dispatch page.

To add reports to a dispatch, open the specific dispatch you wish to add reports to. Go to the Dispatch Module Home Page and alter the filter view as needed. Click the Dispatch Number or Title to open the specific dispatch details page.

Reports can be added to a dispatch by selecting the plus sign icon to the right of the Reports column header.

Selecting the plus sign icon to the right of Reports opens the Add Reports Modal.

Select the report you wish to add to the dispatch from the dropdown menu. Edit the display name if desired. Include any notes relevant to the report and select the “Save” button.

The report will now show on the Dispatch Details Page.

To add tags to a dispatch, go to the Dispatch Module Home Page and click the title or dispatch number of the specific dispatch you wish to add tags to.

This opens the dispatch details page.

Select the edit icon to the right of the dispatch status to open the Edit Dispatch Modal.

Select the appropriate tag from the dropdown menu, or type in the new tag title and press enter.

Select "Save".

To approve or reject a dispatch status change, go to the Pending Approvals Page in the Dispatch Module.

Click the dispatch number or title of the dispatch whose status is pending approval, opening the Dispatch Details Page.

An Approve/Reject button now shows to the right of the dispatch number and title. Click the “Approve/ Reject” button opening the Approval Required Modal.

Input any comments relevant to approval / rejection and select the appropriate button.

If you approve the status change, a confirmation pop up states, “Status has been approved,” and the new status shows on the Dispatch Details Page.

If you rejected the status, a confirmation pop up states, “Status has been rejected.”

The Dispatch Details Page reverts back to the previous status and the dispatch no longer shows on the pending approval page until another attempt to change the status.

To change the dispatch status, go to the Dispatch Module Home Page and click the title or dispatch number of the specific dispatch whose status you wish to change.

This opens the dispatch details page.

Select the edit icon to the right of the dispatch status to open the Edit Dispatch Modal.

Select the desired dispatch status from the dropdown menu and select “Save” and return to the specific dispatch page.

To create a footer for the dispatch distribution list, go to the Dispatch Module Home Page and click the title or dispatch number of the specific dispatch whose status you wish to change.

This opens the dispatch details page.

The edit dispatch icon is to the right of the dispatch status. Click the Edit Icon to open the Edit Dispatch Modal.

Add the desired footer for the distribution list and select “Save” returning to the specific dispatch page.

The footer will automatically be included in the message when dispatch orders are sent to the distribution list.

To create a new dispatch, go to the Dispatch Module Home Page.

Click the “New Dispatch” button, which automatically opens to a new dispatch details page.

Select the edit icon to the right of the dispatch status to open the Edit Dispatch Modal.

Input a dispatch title and appropriate tags. Select the dispatch status and who can view incidents from the menu provided. Input and relevant dispatch notes and a footer for the distribution list if desired.  Select the “Save” button and the changes are now reflected on the Dispatch Details Page.

A title field is not required for a dispatch, as the dispatch number is the unique identifier.

There are ten sections that comprise a dispatch. An explanation of each section is included in the table below.

To create customized module levels in the Dispatch Module, go to the Module Levels Tab on the Settings Page of the Dispatch Module.

Select the “New Module Level” button opening the New Module Level Modal.

Input the New Module Level Name and select “Save”. The new module level now appears on the Module Level Table with action icons explained in the table below.

Select the Bulleted List Icon to open the Permissions Modal.

Select all permissions appropriate for the new module level and select “Save”.

To create a new pre-defined distribution list, go to the Distribution Lists Tab on the Settings Page of the Dispatch Module.

Click the “New Distribution List” button above the Pre-Defined Distribution List Table opening the New Distribution List Modal.

Input the Title of the new distribution list. Clicking the Members field will open a dropdown menu of all Users and Certification Roles that can be added to the Distribution Lists. Multiple selections can be made.

Select the “Save” button and the new distribution list will now show in the Pre-Defined Distribution List Table.

To delete a dispatch, go to the Home Page of the Dispatch Module. Click the ID or Title of the specific dispatch you wish to delete.

This opens the Dispatch Details Page.

Click the trashcan icon in the header row opening the Dispatch Deletion Confirmation Modal.

The modal states, “Are you sure you wish to delete this dispatch? This cannot be undone!”

Select the “Delete” button and the dispatch has been permanently deleted.

To delete a specific attachment from a dispatch details page, go to the Home Page of the Dispatch Module. Click the ID or Title of the specific dispatch with the attachment you wish to delete.

This opens the Dispatch Details Page.

Hover your cursor over the attachment you wish to remove (in any section on the dispatch display page) and the trashcan icon will appear to the right of the attachment display name.

Select the trashcan icon opening the Deletion Confirmation Modal, confirming that you wish to delete the dispatch attachment.  Click the “Confirm” button and the user will be removed from the dispatch display page.

To delete a pre-defined distribution list, go to the Distribution List Tab on the Settings Page of the Dispatch Module.

Selecting the three-dot icon to the right of the distribution list title you wish to delete will open the Pre-Defined Distribution List Table Context Menu.

Select “Delete List” opening the Delete Distribution List Confirmation Modal.

The modal identifies the title of the distribution list being deleted and states, “Are you sure you want to delete this Distribution List?” Click the “Delete” button and a pop up confirms that the Distribution List was deleted.

The distribution list has been removed from the pre-defined distribution list table.

To edit a dispatch, go to the Home Page of the Dispatch Module. Click the ID or Title of the specific dispatch you wish to edit.

This opens the Dispatch Details Page.

Click the edit icon to the right of the dispatch status opening the Edit Dispatch Modal.

Edit the dispatch title, add/remove tags, change the dispatch status, indicate who has incident visibility, add notes or a footer for the distribution list.

Select the “Save” button and your edits have been saved.

To edit a specific attachment on a dispatch, go to the Home Page of the Dispatch Module. Click the ID or Title of the specific dispatch whose attachment information you wish to edit.

This opens the Dispatch Details Page.

Hover your cursor over the attachment you wish to edit (in any section on the dispatch display page) and the edit icon will appear to the right of the attachment display name.

Select the edit the icon opening the Edit Modal. Make the desired changes and select the “Save” button for attachment changes to be processed.

To edit a pre-defined distribution list, go to the Distribution List Tab on the Settings Page of the Dispatch Module.

Selecting the three-dot icon to the right of the distribution list title you wish to edit will open the Pre-Defined Distribution List Table Context Menu.

Select “Edit List” opening the Edit Distribution List Modal.

Edit the title or members of the distribution list as desired. Select the “Save” button. The edits made to the distribution list will now be visible in the Pre-Defined Distribution List Table.

To edit the users and certification roles that are available via dropdown menu as dispatch approvers, open the Approver Filtering Tab of the Settings Page in the Dispatch Module.

Click below the status to open the dropdown menu. Add People or Certification Roles as desired. If certification roles are selected, both the role and the users associated with it will be shown on the dropdown menu.

If the status is left blank, all users and certification roles will show on the dropdown menu.

Select the “Save” button when finished and a popup will confirm that the filter was saved.

The filter will remain this way until altered.

To give individuals, certification roles or access levels the ability to view all dispatch incidents, go to the Dispatch Module Settings Page Defaults Tab.

Placing your cursor in the text box opens a dropdown menu with all individuals users, certification roles, and access levels. Multiple selections can be made. If you would like all KAStrack users to have permission to view dispatch incidents, select “Everyone” as an option.

Select the “Save” button and a confirmation modal states, “Defaults Have Been Saved.”

To include a document attachment with the Dispatch Order, go to the Home Page of the Dispatch Module. Click the ID or Title of the specific dispatch with the attachment you wish to delete.

This opens the Dispatch Details Page.

Click the gray paperclip to the left of the document name changing the paperclip color to dark blue.

The selected file will now be included in the Dispatch Order.

To indicate there was a dispatch incident, go to the Home Page of the Dispatch Module. Click the ID or Title of the specific dispatch you need to indicate an incident for.

This opens the Dispatch Details Page.

Hover the cursor over the itinerary activity. Select the clock icon to opening the Edit Activity Status Modal to edit start or finish information.

Select the “Incident” checkbox and click the “Save” button.

The yellow icon to the right of the Itinerary Activity title indicates that there was an incident.

To send a dispatch order, go to the Home Page of the Dispatch Module. Click the ID or Title of the specific dispatch whose dispatch order you wish to send out.

This opens the Dispatch Details Page.

Click the envelope icon to the right of the dispatch status opening the Send Communications Page in the Communications Module.

The distribution list for the dispatch has automatically been included in the To: field, A generic subject and message are included. The specific dispatch orders have already been attached to the email.

Select the “Send” button, and a check confirms that the message has been qued for sending.

To show individual form entries on a dispatch, go to the Home Page of the Dispatch Module. Click the ID or Title of the specific dispatch you want form entries to be visible on.

This opens the specified dispatch’s details page. Hover your cursor over the form whose entries you want to be visible, and three icons show.

Select the Edit Attachment Icon to the right of the form title, opening the Edit Forms Modal.

Select the “Allow Entries to be Automatically Attached” checkbox, and individual form entries will be included on the dispatch.

Selecting the PDF icon to the right of the entry opens the PDF with the entry’s information.

To update an estimated activity status with actual date and times, go to the Home Page of the Dispatch Module. Click the ID or Title of the specific dispatch whose activity status you wish to update.

This opens the Dispatch Details Page.

Select the clock icon to opening the Edit Activity Status Modal to edit start or finish information.

Edit start and/or finish dates, as well as any relevant activity notes. Select the “Save” button.

The checkmark indicates the actual start time has been entered on the dispatch details page.

To update a waypoint with actual arrival/ departure data, go to the Home Page of the Dispatch Module. Click the ID or Title of the specific dispatch you need to indicate an incident for.

This opens this dispatch details page.

Select the flag icon on the header row to open the Update Itinerary Modal.

The current time/date are automatically input into the modal but can be edited if needed. Incidents and notes can be included.

Select the “Mark as Finished” modal and a confirmation pop up states, “Waypoint status has been updated."

To upload a PDF as a dispatch document, open the specific dispatch you wish to add a file to. Go to the Dispatch Module Home Page and alter the filter view as needed. Click the Dispatch Number or Title to open the specific dispatch page.

Files can be uploaded and added to a dispatch by selecting the upload icon to the right of the plus sign icon next to the Documents column header.

Selecting the Upload Icon opens the Upload File Modal. Select the “Choose File” button to upload the appropriate file from your personal device.

Input the File Title, revision number and revision date.

If the document is designated as public and available for anyone to access, select the “Document is public” checkbox.

If the file being uploaded is a 360 degree photo, select the “Document is a 360 degree photo” checkbox.

Indicate the document owners.

Select the “Save” button and a confirmation modal confirms the document was uploaded. It is now visible on the dispatch page in the documents column.

To view a dispatch log, go to the Home Page of the Dispatch Module. Click the ID or Title of the specific dispatch whose read-only orders you wish to view.

This opens the specified dispatch’s detail page.

Click the book icon in the header row to open the Dispatch log showing all dispatch activity, along the with time/date stamp and the user who made the entry.

To view a dispatch order, go to the Home Page of the Dispatch Module. Click the ID or Title of the specific dispatch whose dispatch order you wish to view.

This opens the Dispatch Details Page.

Click the PDF icon to the right of the dispatch status opening the View Document Modal, which displays the Dispatch Order.

The Dispatch Order can be downloaded and printed from this modal.

To view a dispatch log, go to the Home Page of the Dispatch Module. Click the ID or Title of the specific dispatch whose read-only orders you wish to view.

This opens the specified dispatch’s detail page.

Click the book icon in the header row to open the Dispatch log showing all dispatch activity, along the with time/date stamp and the user who made the entry.