Work OrderWork Order

The Work Order Details screen is where the actual work takes place. From here we will change statuses, enter technicians’ time, track added parts, and track notes and images for the job. The mobile version of iPoint on an iOS device functions the same way but looks a bit different. For an explanation on the iOS version of the work order, click here.

The Work Order is divided into four sections. Click the section name to be taken to that portion of the manual.

Work Order header
Work Order header

This is the standard header available throughout most of the iPoint screens.

  • Navigation
    • use the arrows < > to move back a screen and forward a screen, just like you would in your web browser.
    • click the iP logo to be taken directly to the iPoint dashboard.
    • Go To List – this link takes you to the Work Order List
  • Work Order Number and Name – the work order name and number can be customized by your system administrator in Settings > Module Settings > Work Order > WO Naming
    • Pro Tip: You can highlight the work order name and copy it. You can then paste the copied text into an email for communication with your customers.
  • Options button – this button provides different options for this particular work order. [ Read More ]
  • Tasks/Parts button – this button opens the tasks and parts lists where you can complete tasks and deliver parts [ Read More ]
  • Calendar button – click this button to open the iPoint calendar where you can see the work orders displayed as events. [ Read More ]

Work Order: Details tabWork Order: Details tab

Details

On the Details tab, you can track your time and change the status of the work order.

  • Status – use this dropdown menu to select what the status of the work order is. The status is also updated automatically when a technician checks in to the “working” status. And on check out the status will automatically adjust to the “done” status. These statuses are defined by a system administrator in Settings > Pop Up Lists > Work Order Status.
  • Check In button Click the Check In button to start tracking time worked. Here is what happens when you clock in:
    • You will be prompted to select a Labor Phase
    • Date and time stamp of the entry time are captured
    • GPS location of the iOS device is captured. This feature does not work with computers or laptops.
    • The button changes to a Check Out button.
  • Check Out button Click the Check Out button to stop tracking time worked. This does the following:
    • You will be prompted to select a checkout work order status. This is so you can mark a work order as On Hold or some other customized status.
    • You may be prompted to enter an exit memo. This note is customer-facing and can appear on customer invoices.
    • Date and time stamp of the entry time are captured
    • GPS location of the iOS device is captured. This feature does not work with computers or laptops.
    • The button changes to a Check In button.

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Work Order: Clock Out WarningWork Order: Clock Out Warning

When you Check Out of a job, a couple of verifications take place.
  1. If the status of the work order has been marked as complete, but there are still uncompleted tasks, the user will be prompted to verify that those tasks should have been checked off.
  2. If the total time on this check-in is greater than 10 hours, you’ll be prompted to verify the hours actually worked.

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  • Manual Entry button You can also enter time manually. This is usually completed when you missed an entry or had no internet reception when trying to clock in.
    Work Order Manual Time EntryWork Order Manual Time Entry
  1. First, you’ll need to pick a Resource – the name of the individual you are logging time for.
  2. Choose a Labor Phase
  3. Enter an optional Memo
  4. Enter the time worked, using one of 3 options
    1. Option 1 – Choose Date and Time using the entry fields. iPoint will calculate the amount of time you spent.
    2. Option 2 – Enter the number of minutes you spent working on the job. iPoint will add that amount of time on an entry for today.
    3. Option 3 – Pick a preset Quick Time Entry to add that amount of time to today.
  5. Click the appropriate Save button.

Directly underneath the Check In/Out button is a summary of the time allotments for this work order.

  • Tasks: this is the number of tasks that have been assigned to the work order.
  • ETC Hours – this is the Estimated Time to Complete in hours for all the tasks combined. The ETC is taken from the labor amount entered on each item, either on the Item Master or by a manual adjustment from a salesperson or project manager.
  • Total Time – this is a total for all the hours worked on this work order. This is a sum of all time entries

Time Entries

Next, you see the time entry log. Every check-in and manual time entry is documented here for your review and displays

  • memo icon – the Memo icon indicates that a note was entered on the time entry. Click on the thought bubble to read the note.
  • Invoiced icon – the Invoiced icon lets you know that the time entry has been included on an invoice.
  • – the exclamation icon indicates that the time entry is marked Not Billable.
  • User – the initials of the technician associated with the time entry
  • Check In – the date and time when the check-in occurred
  • Check Out – the date and time when the work concluded
  • Time – the amount of time is calculated in hours from the time entries
  • Note: If the time entry is listed in red, that indicates that there is a problem with the entry. It might be missing a labor phase. Or maybe the time in is after the time out.

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invoices PopOverInvoices PopOver

Invoice button

The Invoices button does two things. First, it opens a window where you can see previous invoices that have been generated. The number displayed on the button represents the number of invoices that have been previously created. Secondly, you can create new invoices from this pop-over. Note: Invoices are created from this button only for stand-alone invoices. If the invoice is part of a project or sales order, the invoice will be generated from that related document.

  • Invoice Reference shows the invoice number, date, and amount of invoice as well as the invoice status.
  • Create Invoice button – clicking this button causes iPoint to check for several elements to add to the invoice.
    1. Do you want to include time? Any un-invoiced time will be made available to add to the invoice. You can choose to include or exclude time entries on the invoice.
    2. Do you want to include added parts? Any parts that have been added by a technician to the work order can also be included on the invoice. Again, you can respond “Yes” include the parts or “No” don’t include them on the invoice.
    3. Do you want to include expenses? If there are expenses added under the Auto/$$ tab, you will have the opportunity to include those on the invoice as well.
    4. Once the prompts have been answered, an invoice will be created with the associated charges.
  • Add To Selected Invoice button – if the customer has an existing invoice, the charges can be added to it. There are a couple of criteria, however.
    • The invoice must have a status of Not Submitted. Any invoices that are submitted or paid in full cannot be modified.
    • The invoice must not be associated with a sales order or project not associated with the work order.
    • Eligible invoices will be listed in the Select Invoice dropdown.
    • Once the invoice is selected, you will be prompted with the same questions asking which charges to include on the invoices.

Default Labor Item – description coming soon.

Billable – check this box to indicate that this work order needs to be invoiced. Billable work orders are filterable on the Work Order list using the Show Only BIllable option. Additionally, billable work orders are displayed in red on the Work Order list. This makes them easier to spot.

Billing Complete – use this checkbox to flag the work order as billed. The Work Order list can be filtered using this flag.

PO Number This is a text field where you can store a Purchase Order number from your customer.

Default Labor PhaseIf the work order has a default labor phase set technicians will not be prompted to set a labor phase when checking in to the work order. This selection will be used instead. New in 9.0608

Linked Work Orders – Every technician will have a work order, even if they are working on the same job. Linked work orders show you who else is working with you and you can see their work order by clicking the View button. Another advantage of linked work orders is that the information entered on one work order can also be updated on the other linked work orders. So if you have to change the date, time, or description, the linked work orders will also have the new details. Similarly, if Technician A completes a task on her work order, that task will show as completed on Technician B’s work order. And if Technician Be delivers a part on his work order, then the part will show as delivered on Technician A’s work order as well.

Every Linked Work Order displays:

  • Ref# – the unique ID of the linked work order
  • Technician – the name of the tech associated with the linked work order
  • Status – this shows if the work order has been scheduled, is actively being worked, or is on hold. Remember that statuses are customizable and are defined by a system administrator in the settings.
  • Date – this is the date that the linked work orders are scheduled for – New in 9.1214
  • Time – shows how much time has been entered on the work order.
  • Open – the open arrow will open the work order you want to view

Description tab – this text field is available for basic instructions and comments on the job. These comments may have been entered by a project manager or another technician. This description may be a general overview of what the scope of the project is, but will not necessarily contain all the details that need to be completed. That is taken care of on the Tasks/Parts window.

Alert tab – If you have information you want to prompt users with, it can be entered here. You could use this to provide a security code. Or maybe document the fact that there is a big barking dog at the customer’s home.
WO Enter – check this box to have the Alert text pop up whenever the Work Order is opened.
WO Check In – a check in this box will cause the Alert text to pop up when a technician clicks the Check In button.


Assignments tabAssignments tab

Assignments

Assignments are iPoint’s internal “To-Do’s” for you and your co-workers to track things that need to be completed. For example, your customer may have called and would like to talk about a bigger television than the one specified on this sales order. By creating an Assignment to the salesperson, you make it easy for them to refer directly to this Sales Order when they view the Assignment. For a more detailed description of using Assignments in iPoint, visit the Assignments portion of this manual.

In the Assignments Portal here on the Sales Order you can see:

  • Assignment Details – what is being requested
  • CreatedWho created the assignment and when was it created
  • Staff – the User assigned to completing this assignment
  • Status – is this assignment Not Started, In Progress, On Hold, or Completed
  • Category – the customizable category field can be used to group assignments together in the Assignments module
  • Priority – how urgently does this assignment need to be completed?
  • Due – when does this assignment need to be completed by?

Clicking on any individual Assignment line opens a popover window where you can get adjust the assignment and get additional details, including:

  • Tags
  • Followers
  • Notes
  • Attachments
  • Checklists
  • Log

Any Assignment that is printed in gray text has been completed.


Related tabRelated tab

The Related tab allows you to link other Customers or Contacts from the CRM module to this Project.

For example, if you have the name of the General Contractor as a contact in the CRM, you can add them to the Project here. This will make it easier to find contact phone numbers or email addresses.

Related Contact DetailsRelated Contact Details

Clicking on a Related Contact opens up a window with more details where you can

  • Edit the Relationship using the dropdown menu
  • Delete a Relationship by clicking the X next to the relationship in the window
  • Email the Related Contact by clicking the Email link
  • Delete the Relationship link by clicking the Setting Gears in the top right corner of the window
  • Go to the Contact Record where you have full editing capabilities, provided you have the correct permissions.

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Work Order Add PartsWork Order Add Parts

Add Parts

This list shows any added parts to the project. Typically, these are parts that a technician added to their work order in order to complete the job. But project managers can also add parts here so they are available to add to a future work order. If the Project is part of a Sales Order, these parts are available to add to a Change Order, modifying the scope of the sales jobs. Stand-alone or Service Projects will have these parts added to the invoices as they are generated.

A number in the tab indicates the number of parts that have already been added to the Project.

The list of parts provides:

  • Part Number
  • Quantity added to the project/work order
  • Ext Price the dollar amount of the part as sold to the customer.
  • Ordered the quantity of parts that are on an un-received Purchase Order.
  • Allocated the number of parts that have been staged for the customer and are ready for delivery.
  • Delivered the number of items that have been marked delivered to the customer.
  • Memo is any note added to the item when it was added to the job.
  • Serial Number is where the serial number will display when it is scanned or entered.
  • the blue X button opens the Added Parts details – described below
  • the green checkmark indicates that a task was created for the part.

Add New Part button
To add a part to the work order that is not already included on the Tasks/Parts window, click the Add New Part button.

Scan to Add Part button
Alternatively, you can use the Scan to Add Part button to scan the bardcode of the part you are adding to the work order. This option bypasses step 1 below. Note: This option is only functional on an iOS device.

Add Parts DialogueAdd Parts Dialogue
  1. In the pop-up window, find the part you want to add by:
    • selecting it from the dropdown list of parts. You can also type the part number here if you know it.
    • using the Manufacturer, Category, or Type filers
    • entering a Wild Card Search
      check the Limit To Field Items to reduce the list only to items typically stored on service vans
  2. If there is available inventory, you can select which location to pull the part from.
  3. Enter the Quantity
  4. Enter a Price Over Ride
  5. Enter the Serial Number
  6. Place the parts in a specific customer Location
  7. Allocate the parts to a specific location
  8. Modify the part Description
  9. Enter a Memo as to why the part was added.
  10. Chose a method to add the part.

The blue buttons are going to add the part and create a task for a technician to complete at a later date. The green buttons will only add the part, with no task.

  • Deliver – moves the part out of inventory and delivers it to your customer
  • Request – Use this when you don’t have inventory available. The part will be added to the job and to the Purchase Request Manager, notifying the purchasing agent that the part needs to be ordered or allocated from existing stock.
  • Stage – moves the part out of Available inventory and allocates it to this project. This will keep the part from being used on another job. This puts the part in the queue to deliver to your customer at a later date.

Added Parts detailsAdded Parts details

Clicking on any part in the Added Parts list opens a pop-over window with more details available.

  • This green checkmark indicates that a task was added to the work order for this part
  • Click the trash can to remove a part from the Added Parts list. As long as the part has not been placed on a change order, ordered or invoiced, it can be deleted here.
  • Item Name
  • Location (this can be modified here)
  • Qty Added
  • Price (this can be modified here with the correct permissions and if the part hasn’t been billed already)
  • Qty Delivered
  • Extended Price
  • Serial Number (you can manually enter serial numbers in this field)
  • Memo (you can add or modify existing memos here)
  • Stock Options button – opens more details about the available stock and stock transactions for the item.
  • View Task button – takes you to the task on the Tasks/Parts window.

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Work Order Contact InfoWork Order Contact Info

Contact Info

Before you get to the contact details on the Work Order, you have a number of buttons available to you.

New Work Order button Use the New Work Order button to create a new, blank work order. This is primarily used by technicians who are on call and need to create a new work order since the office was closed when the call came in. Once the blank work order is open, you can enter all the detail for the work you are going to do.

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Duplicate Work OrderDuplicate Work Order

Duplicate Work Order button The Duplicate button is helpful for technicians who are going to a job to help out another tech. Find the work order of your co-worker and duplicate it. Use the pop-over window to enter the details of who and when is going to help out. Checking more than one Technicians will create a separate duplicate for each person.

Once the details are entered, you have four options on how to create the Work Order.

  • Duplicate Linked With Notifications – this will cause the work order to be linked to the original work order so that changes will be visible on both the original and the copies. Any descriptions or date and time changes will reflect on all linked work orders. It will also send a notification via email or text, whichever is the tech’s preferred notification method, letting them know a new work order has been created.
  • Duplicate Linked No Notifications – creates a linked work order as described above, but without the notification.
  • Duplicate Not Linked With Notifications – the resulting work order(s) will not be linked, so date and time changes and description modifications won’t show up. However, any tasks completed or parts delivered still show up because, well, they are completed.
  • Duplicate Not Linked No Notifications – the work orders won’t send out notifications AND won’t be linked.

Notify Technician buttonNotify Technician will send an email or text to the technician listed on the work order. This is useful if the details have changed on the work order and you want to be sure your tech notices. The alternative is that the technician has to be looking at iPoint to know that a modification has taken place.

Notify Customer button If your company opted to use Customer Work Order Notifications, this button lets you send an email to your customer. [ Read More ]
The colored dot on the button indicates the following:

  • A blue dot indicates that a notification can be generated for this work order as all necessary fields are completed
  • A yellow dot means that there is no description on the work order, so the email notification will be incomplete.
  • A orange dot indicates that customer work order notifications have been disabled
  • A green dot means that a notification has successfully been sent.
  • Note: hovering over any dot will provide details on the reason for the indicator as well as any dates for

Customer Details PopoverCustomer Details Popover

Work Order Info

Directly under the work order buttons are the Work Order timing details:

  • Technician is the person assigned to do the work.
  • Customer/Job Name is the name of the customer you are doing work for.
    • At the end of the Customer/Job Name field is an edit icon. Clicking on this icon opens the Customer Details Popover (shown at right). This is a mini-CRM detail (from the CRM Contact Details). Editing any of the details here also updates the contacts CRM record.
    • Click the map pin icon ( ) to open the associated address in your default map application. New in 9.0827
  • Work Order Type this customizable field lets you know if you are doing service work, new construction, or any other option set by your system administrator.
  • Start Date and End Date lets you know what days you are scheduled on the job. You can either manually type in a new date, or use the calendar icon to pick the date on a calendar.
  • Start Time and End Time define the time you are supposed to show up.
  • Today – Click this link to replace the start and end dates with today’s date.
  • Clear – This link empties the date and time fields.
  • All Day – A check in this box changes the start and end time to 12:00 AM. Buckle up, this is going to be a long day!

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Contact Details

The bottom half of the window provides contact details for the job.

  • Job Site button – Clicking this button will display a list of the customer’s addresses, Billing, Job Site, and any other addresses that might be on file. Clicking on a name from the list populates the address field.
  • Map button – use this button to open the displayed address in your default map program.
  • Address – The address is the job site address where you are supposed to work.
  • Map button – click this button to open a web browser with either Google Maps or Apple Maps, depending on how your preferences have been set. This is useful to see where you are working and even get directions to the job.
  • Contacts and More Contacts – Any of the customer’s contact information is visible here. These phone numbers, emails, and social network contacts come from the customer record itself.

Note: Changing details in the address and contact fields edits the live database for everyone in the system. You can modify address details if you have been granted appropriate permissions.


Work Order Info tabWork Order Info tab

Information

The information tab of the work order provides details about the job within your company. With appropriate permissions, you can modify each of these fields by clicking on them and choosing the appropriate data.

  • Sales Representative is the person responsible for this sale.
  • Project Manager is the individual who is managing the project.
  • Class is used by QuickBooks for advanced reporting. If your company uses classes, you can choose the appropriate class here.
  • Project – this is the reference to the iPoint project. If you try to change the project link, only active projects for the customer named on the work order are visible. Click on the hamburger icon ( Hamburger icon ) to either view the project, or cancel and clear the project reference.
  • Sales Order – this is the associated iPoint Sales Order. Click on the hamburger icon ( Hamburger icon ) to either view the sales order, or cancel and clear the sales order reference.
  • RMA – a Return Material Authorization is used to track defective equipment taken from the customer. The RMA name will be listed here f the work order is associated with an RMA. Click on the hamburger icon ( Hamburger icon ) to either view the RMA, create a new RMA, or cancel and clear the RMA reference.
  • Custom 1 and Custom 2 – These two optional fields allow you to track information that iPoint was not set up to track. Your system administrator has the ability to customize these titles and the content of the dropdown.
    • Note: If the dropdown option you want is not available, right-click on a custom field and paste the desired text into the list. The pasted information will only display on this work order and does not affect the master custom list.
  • Client Signature – Technicians using an iOS device can capture the customer’s signature on the work order and it will be stored in this field along with a date and time stamp of when the signature was captured.

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Work Order NotesWork Order Notes

Notes

Notes are captured throughout the system for every customer. The Notes tab shows all of the notes for the related customer, regardless of where the note was entered in iPoint. The number on the notes tab represents the number of notes that are available to see.

  • Add New Note – this button enables you to add a new note to the list by typing text in the pop-up window. At the bottom of the text field is an Internal Note checkbox. By placing a tick here, this note will not print on client-facing reports.
    • When you click Save on the note, it will be stored in the note field along with the name of the user entering the note, the name of the work order where the note was added, and a date and time stamp.
  • Note Options – at the bottom of the note field is an options button with three settings.
    • All Client Notes – click this button to see every not associated with the customer on the work order, no matter where or when it was entered.
    • Only This Work Order – this button reduces the list of notes to show only those that were added to this work order. This is helpful in sorting through long lists of notes to find details just for this work order.
    • Notes: Show List/Show Details – this toggle button changes how the notes appear in the note portal. Show List organizes the notes in a nice neat list. The problem here is that the note space is limited so you may not see the entire description. Show Details will print every note in full, but it can be more difficult to distinguish between notes from different days.
  • Sales Order Docs tab – on this tab, you will find copies of documents that have been stored on the Sales Order. This would be things like blueprints, copies of contracts, or other documents. These documents need to be flagged as Viewable on Project/WOs on the Sales Order Document tab.

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Work Order MediaWork Order Media

Media

The media tab functions much like the Notes tab except that it is for storing pictures and media files. The number on the media tab represents the number of media files available for viewing.

This is a great place to store job site photos, programming files, or other non-note related documents. Just be aware that for the file to be viewable, the user must have a program to open the document. For example, if you store a Crestron programming file here, it will only be viewable if the user has a program that reads Crestron programming files.

The list of media will display

  • A thumbnail image of the media or document
  • The filename of the document
  • A media title and description, if it was included on upload.

There are three buttons to use here:

Add New Media button
The Add New Media – located at the top of the list of media thumbnails, this button is used to add a photo to iPoint. When clicked, a pop-up window appears.

  1. Right Click in the media field to reveal a menu of options
  2. Choosing Insert Picture… opens your computer dialogue where you can navigate to the picture you want to upload into iPoint.
  3. Choose Insert File… to add a document, like a PDF or programming file
  4. Once the file uploads, click the Save Media button
  5. You will then be prompted to add a Media title and a Description for the item you uploaded.

All Client Media button
The All Client Media button at the bottom of the media tab will display every media file, regardless of where it was added. This includes sales orders, CRM records, projects, and work orders.

Only This Work Order button
Use the Only This Work Order button to see just the media files that have been attached to the work order you are viewing. This hides the media from other work orders, projects, and sales orders.

Clicking on an individual photo or media file reveals a new pop-over window with multiple options available: – New in 9.1201

  • View – causes the image to be opened up a full resolution for better viewing
  • Replace – opens the Insert File dialogue so you can navigate to a location on your computer and upload a replacement file or image
  • Copy – saves the media file into your computer’s clipboard so you can paste it into another application
  • Export – opens your computer dialogue so you can save the image to your hard drive.
  • Draw – draw shapes, lines, arrows, and input text on an image with the draw feature. Note: This only works on images, not PDFs files. Drawing is a legacy feature that is no longer supported.
  • Delete – is how you get rid of the picture from iPoint.
  • Close – closes the Options window.

Auto and ExpensesAuto and Expneses

Auto/$$

The last tab is where you can track vehicle mileage and expenses associated with this work order. The first thing to notice is that the label on the tab might be printed in green. This is the indication that a mileage record or expense has been added to the work order. If the tab is a normal color, there are no expenses attached.

Go To Autos button
Mileage is documented in the Autos module, so you’ll have to click the blue Go To Autos button to enter the mileage.

Any mileage that has been tracked will display in the Mileage Records section. Mileage is listed here when the work order is chosen as a start or end location and will display

  • Trip Time – how long did it take to get from point A to point B
  • Distance – how many miles did you drive (parsecs if you are using interstellar travel)
  • Date – when did this trip take place?

A total of all the mileage for this work order will be displayed at the bottom in Minutes and Miles.

Click here for details on using the Autos Mileage log.


The next section is Expenses. These are things that are purchased from a store, and not taken from inventory. Things like zip-ties for rack maintenance or an extra extension cord to power a client’s system. Typically, expenses are entered by a technician while they are in the field.

The details include:

  • Date of the purchase
  • Location – the store where the purchase was made
  • Amount – the price of the purchase
  • – the dollar sign means the expense has been added to a customer invoice or the expense is marked as non-billable.

The Expense Report button at the bottom opens the Expense Report for this work order. This is the same report found in Reports > Project > Expense Report except that it is prefiltered for this particular work order.

The Total of all expenses is displayed at the bottom. This total includes both non-billable & billable as well as reimbursable & non-reimbursable charges.

Work Order ExpensesWork Order Expenses

Clicking on any individual expense line opens the Expense pop-over window where you can see the purchase details.

New Expense button

The New Expenses button opens a blank Expense pop-over window where you can enter:

  • Date – either manually type in the date or use the calendar button to pick a date.
  • User – the user will automatically be set to the name of the logged-in user. But you can choose a different technician from the drop-down menu.
  • Location – enter the name of the store where the purchase took place.
  • Amount – how much did the purchase cost?
  • Description – type in the name of the products that were purchased.
  • Purpose – why did the purchase take place?
  • Item Name – if the item purchased is something normally kept in stock, you can select the part in the dropdown menu. Entering a part name will prompt you to use the item’s price as the expense. Click OK to utilize the price on the item details. Click Cancel to use the price you entered on the expense line. – New in 9.0924
    Item Expense Price confirmation
  • Reimbursable – a tick in this box adds the expense to the User’s expense report so that the office can pay them back.
  • Not Billable – by placing a check in this box, it will not be added to a customer invoice.
  • Receipt Image – users on an iOS device can capture a picture of the receipt using their device’s camera. No more losing the receipt and having someone from Accounting chase you down for that lost scrap of paper! On a computer, you can right-click the image field to upload a picture by choosing Insert Picture…
  • View button – once an image is stored, the thumbnail is a bit small to read details. Click the View button to open a larger image.
  • Created By timestamp lets you know who made the entry and when it was entered.
  • Modified By gives you the who and when the last modification was made.

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iPoint Version: 9.1214
Last modified: 11 Jan 2021

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